OIS WEEKLY REPORT (14-20 NOVEMBER 1985)

Document Type: 
Collection: 
Document Number (FOIA) /ESDN (CREST): 
CIA-RDP87-00058R000300550006-7
Release Decision: 
RIPPUB
Original Classification: 
C
Document Page Count: 
16
Document Creation Date: 
December 27, 2016
Document Release Date: 
February 25, 2014
Sequence Number: 
6
Case Number: 
Publication Date: 
November 21, 1985
Content Type: 
MEMO
File: 
AttachmentSize
PDF icon CIA-RDP87-00058R000300550006-7.pdf590.64 KB
Body: 
Declassified in Part - Sanitized Copy Approved for Release 2014/02/25: CIA-RDP87-00058R000300550006-7 STAT ADMINISTRATIVE - INTERNAL USE ONLY MEMORANDUM FOR: Deputy Director for Administration FROM: Director ot Intormation Services 21 November 1985 SUBJECT: OIS Weekly Report (14-20 November 1985) A. WORK IN PROGRESS 1. HISTORICAL REVIEW PROGRAM ACTIVITIES. The Classification Review Division (CRD) has begun a document-by-document review of Strategic Services Unit (SSU) records under the custodianship of IMS/DO. These SSU records had been excluded from an earlier declassification review covering records of both the Office of Strategic Services (OSS) and the SSU. That review had used various cutoff dates between late 1945 and late 1946 in selecting records for inclusion. CRD will try to pick up all the unreviewed documents through 1946 and will apply established CIA review guidelines. 2. TS DOCUMENT SEARCH. An OIS annuitant reviewed 44 cubic feet of retired records of the Office of the Deputy Director for Intelligence (0/DDI) stored at the Agency Archives and Records Center (AARC). Approximately two hundred Top Secret (TS) collateral documents were located; 140 were charged to the 0/DDI and another 60 will require follow-up research to determine their ownership. Another annuitant has begun reviewing the retired records of the Office of European Analysis (EURA). Approximately 140 cubic feet of material were searched. Twenty-five TS documents not charged to EURA were found. The results of the search, location, and identification of TS collateral documents continue to be processed into TSCADS, a subset of TRIS. 3. SURVEY FOLLOWUP. The Chief and representatives of the Information Resources Management Division (IRMD) met with the Deputy Director, Office of Imagery Analysis (DD/OIA) concerning the information management survey IRMD had conducted in OIA in 1984. The participants reviewd the survey's findings and recommendations and discussed further assistance that IRMD will provide OIA. DD/OIA stated that some of the recommendations had already been implemented, including reconfiguration of the registry, assignment of the registry to the OIA Administrative Branch, and retirement of inactive records to AARC. ADMINISTRATIVE - INTERNAL USE ONLY Declassified in Part - Sanitized Copy Approved for Release 2914/02/25: CIA-RDP87-00058R000300550006-7 Declassified in Part - Sanitized Copy Approved for Release 2014/02/25: CIA-RDP87-00058R000300550006-7 STAT STAT STAT 4. ADMINISTRATIVE The Information Offices - INTERNAL USE ONLY Services Center which serves the of Communications (CC) and Logistics in OC with lists of the cables and (OL), has begun providing divisions memoranda that require action. This procedure was established at the request of the Director of Communications to keep track of action items. A total of 72 items requiring action were provided last week. Chief, STAT ISC reported that OC officials are cooperating fully and the system is working well. STAT 5. IRMD representatives briefed representatives from the Office of TPrhniral Sprvirpq (nTql nn fhp STAT proposed Information Services Center OTS supports the concept and offered one staff position and FTE for another as well as funds to purchase mail and sorting equipment. A follow-up meeting, that included representatives from OIT, was held soon after to identify OTS's requirements for cable service and to focus on STAT the technical requirements for developing an on-line cable distribution center Representatives from the Headquarters Facilities Group, OIT, explained that it would be necessary for OTS to prepare statements of component cable requirements to assist OIT programmers in developing cable routing profiles for OIT's Automated Cable Dissemination System. B. SIGNIFICANT EVENTS AND ACTIVITIES 1. INFORMATION MANAGEMENT, DO RECORDS. Representatives from IRMD met with representatives from the Directorate of Operations' Information Management Staff (DO/IMS), to exchange views on a number of information management topics. Items covered included plans to change the disposition of some paper and microform records in the DO records control schedule from permanent to temporary and substituting a machine-readable record as the permanent records copy; the media, format, and documentation required for computer records transferred to NARA; the front-end disposition of computer system information; and possible revision in policy covering magnetic tape retention and storage. DO/IMS is revising its current records control schedule and plans to submit it to OIS in December. The representatives agreed to continue a dialogue on these items as well as other information management topics of common concern. 2. ANNUAL RECORDS INVENTORY. The 1985 Annual Records Inventory forms have been sent to directorate Records Management Officers (RMOs) with a request that they report their records holdings to IRMD by 20 December 1985. Two significant changes have been made on the form. For the first time the RMOs will report magnetic and film records by quantity rather than by linear feet. Secondly, IRMD has included last year's statistics on each component's inventory form. In this way RMOs can easily spot an increase or decrease in each category of records. These changes should provide a more meaningful picture of the Agency's records holdings. ADMINISTRATIVE - INTERNAL USE ONLY Declassified in Part - Sanitized Copy Approved for Release 2914/02/25: CIA-RDP87-00058R000300550006-7 Declassified in Part - Sanitized Copy Approved for Release 2014/02/25: CIA-RDP87-00058R000300550006-7 STAT STAT ADMINISTRATIVE - INTERNAL USE ONLY 3. INFORMATION AND PRIVACY DIVISION ACTIVITIES. *The backlog of initial cases continues to fall. It is now at 1803. Of interest is a new Attachment ADMINISTRATIVE - INTERNAL USE ONLY Declassified in Part - Sanitized Copy Approved for Release 2914/02/25: CIA-RDP87-00058R000300550006-7 Declassified in Part - Sanitized Copy Approved for Release 2014/02/25: CIA-RDP87-00058R000300550006-7 STAT STAT ADMINISTRATIVE-INTERNAL USE ONLY 20 November 1985 MEMORANDUM FOR: Deputy Director for Administration FROM: Chief, Information and Privacy Division, OIS SUBJECT: IPD/OIS Weekly Report (13 - 19 November 1985 ) 1. The Week in Review 13 - 19 November 1985 1985 Weekly Average a. New cases 69 54.8 b. Cases closed 80 79.1 c. New appeals logged 4 2.8 d. Appeals closed 4 1.8 e. Manpower (man-weeks) 82.9 100.4 2. Current Backlogs a. Initial requests - 1803 b. Requests in administrative appeal - 185 c. Requests in litigation - 77 3. Spotlighted Requests ADMINISTRATIVE-INTERNAL USE ONLY Declassified in Part - Sanitized Copy Approved for Release 2914/02/25: CIA-RDP87-00058R000300550006-7 STAT Declassified in Part - Sanitized Copy Approved for Release 2014/02/25: CIA-RDP87-00058R000300550006-7 R Next 1 Page(s) In Document Denied Declassified in Part - Sanitized Copy Approved for Release 2014/02/25: CIA-RDP87-00058R000300550006-7 Declassified in Part - Sanitized Copy Approved for Release 2014/02/25: CIA-RDP87-00058R000300550006-7 STAT IPD/ Distribution: Orig - Adse 1 - DCl/DDCl/Executive Director 1 - DCI History Staff 1 - DDI 1 - DDO 1 - DDS&T 5 - OIS 1 - C/PAO 1 - Comptroller 1 - IG 1 - OGC 1 - OLL 1 - OP 1 - OL STAT 1 - C/imS 1 - DDO/IRO STAT 25 - DDO/IMS 1 - DDI/IRO 1 - DDA/IRO 1 - IC/IRO 1 - OTE/MAT 1 - OIS/LA 1 - IRG/OS 1 - IPD Subject 1 - IPD Chrono 1 - IPD Reading Board 1 - HGH ADMINISTRATIVE-INTERNAL USE ONLY (20 November 1985) (FINAL) ADMINISTRATIVE-INTERNAL USE ONLY Declassified in Part - Sanitized Copy Approved for Release 2914/02/25: CIA-RDP87-00058R000300550006-7 Declassified in Part - Sanitized Copy Approved for Release 2014/02/25: CIA-RDP87-00058R000300550006-7 19 November 1985 MEMORANDUM FOR: Director of Information Services FROM: Chief, Classification Review Division SUBJECT: Weekly Report, 13-19 November 1985 As of 18 November CRD had approval from D/OIS and IMS/DO to begin the Historical Review Program with a document-by-document declassification review of DO-held essentially SSU records left over from the 1972-82 declassification review of OSS-SSU records. That review used various dates between late 1945 and October 1946 for cutoffs in selecting records for inclusion. The reason was that there was a long transition (January 1946 to October 1946) from SSU to CIG during which CIG existed in statute but a CIG sense of identity had not yet taken root. A given box of records, depending on what cutoff date was in effect at the time of review, had varying periods of 1946 records left unreviewed. CRD will seek to pick up all the unreviewed documents and for the sake of a neat cutoff date will include in its review all documents dated through 1946. The first group of records is due at CRD from the AARC during the week of 18-22 November. CRD will apply CIA guidelines. The OSS-SSU review had followed more concessive guidelines for release because of the wartime military character of most of OSS's operations and the predominently military staffing of the OSS and SSU ranks. Declassified in Part - Sanitized Copy Approved for Release 2014/02/25: CIA-RDP87-00058R000300550006-7 STAT Declassified in Part - Sanitized Copy Approved for Release 2014/02/25: CIA-RDP87-00058R000300550006-7 CONFIDENTIAL 19 MEMORANDUM FOR: Director of Information Services 25X1 FROM: Chief, Information Resources Management Division SUBJECT: IRMD Weekly Report (13 - 19 November 1. Work in Progress November 1985 1985) . TRIS. Members of the Information Technology Branch 25X1 met with Records Management Officer, Office of 25X1 Security, and Chief, OS Registry, to discuss the possibility of converting information in the data base of the OS Common Automated Registry System into CDOCS--the document control and records management portion of TRIS. It was decided that this data would not be converted because the information was not easily retrievable or usable in its present form. Instead, OIT will furnish OS with various hard copy reports of the data contained in the system for use by OS registry personnel. The discussion also addressed the current organization of OS files and what changes will be necessary to make CDOCS effective in retrieving information contained in them. 25X1 the DDS&T RMO, notified ITB that it will not be necessary to meet to discuss conversion of the DS&T registry data 25X1 base to CDOCS. indicated that he is attempting to determine the type of reports which the registry needs on data contained in its current automated system for controlling documents. 25X1 25X1 25X1 25X1 25X1 25X1 25X1 25X1 25X1 25X1 25X1 LOA! b. Machine-Readable Records. Information Management Branch, and and Records Management Officer, Office of Finance, met with Chief, Finance & Budget Support Branch, Finance & Budget Division, Office of Information Technology, to discuss the information needed to complete the draft machine-readable schedule items for the and the CIA Retirement and Disability System (CIARDS). agreed to provide the systems documentation to the OF/RMO that he felt would enable to describe each system. He indicated, however, that would have to be read in his office at reminded that at some point and members of his staff will have to answer questions, provide clarification, and to review what is written for completeness and accuracy. agreed to do this. the information CONFIDENTIAL Declassified in Part - Sanitized Copy Approved for Release 2914/02/25: CIA-RDP87-00058R000300550006-7 Declassified in Part - Sanitized Copy Approved for Release 2014/02/25: CIA-RDP87-00058R000300550006-7 25X1 25X1 25X1 25X1 25X1 CONFIDENTIAL also met with RMO, Office of Medical Services (OMS), and ADP Control Officer, OMS, to review the draft schedule items submitted by OMS for six of its ADP systems. The IMB representatives suggested some changes in format and content, discussed data collection methods, and offered guidance and assistance to OMS as continue to write their machine-readable schedule items, indicated that as a result of this discussion, she had gained a better understanding of what is required and will resume writing schedule items for the OMS systems. c. TS Document Search. an OIS annuitant, continues to search the Records Center holdings of the Office of the DDI for unaccounted for TS collateral documents. Last week, he reviewed 44 cubic feet of retired records and found 201 TS documents, 141 charged to 0/DDI and another 60 required follow-up research to determine their ownership. Another 25X1 annuitant, began reviewing the retirement holdings of the Office of European Analysis at the Records Center. He reviewed 142 cubic feet of material last week, finding 25 TS documents not 25X1 charged to EURA. Information Control Branch, continue to process documents found by the annuitants into TSCADS. 25X1 25X1 25X1 25X1 25X1 25X1 25X1 25X1 25X1 25X1 d. Survex_Followup. Chief, IRMD, Information Control Branch, and OIS annuitant, met with Deputy Director, Office of Imagery Analysis, and Chief, Administrative Branch, OIA, to discuss the implementation for a survey that IRMD conducted in OIA in 1984. The purpose of the meeting was to review the survey's findings and recommendations, and to determine role in assisting OIA with implementation. It was determined that OIA had already acted on some of the recommendations including reconfiguration of the registry, the assignment of the registry to the Administrative Branch, and the retirement of inactive records to the Records Center. will work with OIA's Records Management Officer, in following through on the other recommendations, began work on 19 November and will work three days a week until all of the recommendations have been implemented. e. The Information Services Center in serving the Offices of Communications and Logistics began providing divisions in the OC with lists of cables and memoranda requiring action. This system was established at the request of the Director of Communications to keep track of action items. A total of 72 items requiring action were reported last week. Chief, ISC, reported that OC officials are cooperating fully in implementing the system and thus far it is working well. 2 CONFIDENTIAL Declassified in Part - Sanitized Copy Approved for Release 2914/02/25: CIA-RDP87-00058R000300550006-7 Declassified in Part - Sanitized Copy Approved for Release 2014/02/25: CIA-RDP87-00058R000300550006-7 25X1 25X1 25X1 25X1 25X1 25X1 CONFIDENTIAL also attended a meeting of senior secretaries in the Office of Logistics. She briefed the secretaries on classification authorities, guidelines, and the procedures used in preparing documentation for which they are responsible. Participation in these meetings provides the opportunity for to discuss ISC services, as well as receive feedback on the quality of its services. f. Chief, ICB, and ICB, briefed Chief, Collection Group, Office of Technical Services, and his Deputy, on the proposed Information Services Center at indicated that he fully supported the concept and was prepared to support the Center with personnel and financial resources. He offered one staff position and FTE for another, as well as funds to purchase mail and sorting 25X1 equipment. representatives of OTS, for cable service was attended by 25X1 25X1 25X1 2bAl 25X1 25X1 proposed a follow-up meeting between OIS, and OIT to identify OTS' requirements That meeting was held on 19 November and Signals Analysis Division Ms. Mptropolitan Facilities Group, OIT, Headquarters Facilities Group, OIT, and by Messrs. The meeting focused on the technical requirements and problems associated with developing an on-line cable distribution center at The representatives from the Headquarters Facilities Group explained that it would be necessary for OTS to prepare statements of component cable requirements. The statements would assist OIT programmers in developing cable routing profiles used in OIT's automated Cable Dissemination System (CDS). 2. Si nificant Events and Activities 25X1 25X1 with a. DO Records. Messrs. IMB, met 25X1 InTmation Manaaement Staff I iMS). DO. andl 25X1 and IMS, to exchange views on a number of information management topics. Items covered included the DO'S plans to change the disposition of some paper and microform records in the current DO records control schedule from permanent to temporary and substituting a machine-readable record as the permanent records copy; the media, format, and documentation required for computer records transferred to NARA; the front-end dispositioning of computer system information; and OIS discussions with OIT relating to a possible revision in the magnetic tape retention and storage policy. The latter two items provide for the inclusion of the component Records Management Officers in the approval process for tapes requiring long-term storage. They also would require RMOs to work with customers and systems developers in any new application to assign disposition instructions to information before a system or application is operational. The DO 3 CONFIDENTIAL Declassified in Part - Sanitized Copy Approved for Release 2914/02/25: CIA-RDP87-00058R000300550006-7 Declassified in Part - Sanitized Copy Approved for Release 2014/02/25: CIA-RDP87-00058R000300550006-7 CONFIDENTIAL is revising its current records control schedule and plans to submit it to OIS sometime in December. The group agreed to continue a dialogue on these items as well as other information management topics of common concern. b. Annual Records Intalax. The 1985 Annual Records Inventory forms have been sent to the Directorate RMOs with a request that they report their records holdings to IRMD by 20 December 1985. The inventory form was completely revised this year and the method of recording volumes of records has also been changed. For the first time, magnetic and film records will be reported by quantity rather than by linear feet and IRMD will make the required conversions to cubic feet for each category of records. In addition, IMB has included last year's statistics on the component's inventory form so that RMOs can easily spot an increase or decline in each category of records. These changes should make it easier for the RMOs to conduct the inventory and provide a more meaningful picture of the Agency's records holdings. Don Wessel, IMB, is the focal point in IRMD for this effort. 25X1 c. ARCINS Trainina. Chief, Computer Section, Archives and Records Center Branch, conducted a worksho 25X1 on inputting material into ARCINS for DDA RMOs. 7 25X1 assisted by RCB, outlined procedures that the DDA RMOs will use in inputting shelf lists directly into the ARCINS system. This class was the first step in an effort aimed at eventually turning over the responsibility for inputting, and correcting, shelf lists to component RMOs. In the past, RMOs have mailed hand-written shelf lists to ARCB for correction and inputting into ARCINS at the Center. The new procedure, which is scheduled to start 1 December, should not only save time for both the ARCB and the component, but should also give RMOs greater access to their material stored at the Center. A&RC Computer Section personnel will continue to be available to provide one-on-one guidance to components as necessary. If the inputting goes well, ARCINS training will be provided to RMOs in other directorates, so they can also input directly into ARCINS. d. Records Center. Records Center personnel performed the following activities during the week: RAMS: Made 19 additions and 5 deletions. ARCINS: Jobs received/edited: 16. Jobs keyed: 5 consisting of 2,974 entries. Jobs completed: 1. Accessions: Received 22 jobs totaling 172 cubic feet. Dispositions: Transferred 60 cubic feet of material to hammermill. References: Serviced 1,474 requests for records. 4 CONFIDENTIAL Declassified in Part - Sanitized Copy Approved for Release 2914/02/25: CIA-RDP87-00058R000300550006-7 Declassified in Part - Sanitized Copy Approved for Release 2014/02/25: CIA-RDP87-00058R000300550006-7 CONFIDENTIAL 3. Scheduled Meetings/Events The Directorate RMOs will meet with members of IRMD on 22 November to discuss some records management issues and to hear a 25X1 presentation by OD&E's on the Bio Star project. 25X1 5 CONFIDENTIAL Declassified in Part - Sanitized Copy Approved for Release 2914/02/25: CIA-RDP87-00058R000300550006-7 Declassified in Part - Sanitized Copy Approved for Release 2014/02/25: CIA-RDP87-00058R000300550006-7 25X1 STAT C-0-N-F-I-D-E-N-T-I-A-L 19 November 1985 MEMORANDUM FOR: Director of Information Services FROM: SUBJECT: Chief, Regulatory Policy Division Regulatory Policy Division Activities - 13 November through 19 November 1985 1. RPD is currently processing 131 jobs including six received during the reporting period. Prominent among those recently processed in the Division is 25X1 25X1 2. processed EB No. 1307, Flood Relief, on an Immediate basis. Editing, typing, and preparation of the requisition 25X1 were completed in short order and hand-carried the bulletin directly to the Printing and Photography Division for publication and distribution by the following day. The 0/DDA had previously concurred. (U) 25X1 3. is processing 25X1 Since the policy for all three of these paragraphs had been approved by the DDCl/Acting DCI, it was determined that the HR would be sent to P&PD for page proofs, and the FR would be sent to IMS for information and approval to publish. At the suggestion of the Office of 25X1 General Counsel, the Agency sent to the Senate Select Committee on Intelligence and the House Permanent Select Committee on Intelligence for review prior to publication. Late 25X1 on 15 November, of the Office of Legislative Liaison called 25X1 C-0-N-F-I-D-E-N-T-I-A-L Declassified in Part - Sanitized Copy Approved for Release 2014/02/25: CIA-RDP87-00058R000300550006-7 Declassified in Part - Sanitized Copy Approved for Release 2014/02/25: CIA-RDP87-00058R000300550006-7 C-0-N-F-I-D-E-N-T-I-A-L 25X1 25X1 25X1 to report that both the Senate and House Committees approved the publication of the regulation but that the SSCI has second thoughts and has requested covered by this program. 4. On 13 November 1985, C/RPD and DC/RPD visited the Chief, Liaison and Coordination Staff, to discuss how the regulatory system is responsive to a bigoted, highly classified program 25X1 5. processed EB No. 1304, Overflow, originated by the Office of Logistics. employees vicinity 25X1 25X1 25X1 25X1 Parking This bulletin advised the that overflow parking spaces have become available in An extraordinary amount of work went Into the attachment to this bulletin, a color-coded map of available parking spaces worked with the Cartography Division of the Office of Current Production and Analytic Support to have color plates prepared for this map. 6. prepared for sending to P&PD for page proofs. Because of changes in specific authorizations and dollar amounts to reflect new delegations of authority in addition to new responsibilities for Operating Officials, DCI approval was obtained on 13 November 1985. 2 C-0-N-F-I-D-E-N-T-I-A-L Declassified in Part - Sanitized Copy Approved for Release 2014/02/25: CIA-RDP87-00058R000300550006-7 25X1 25X1 25X1 25X1 25X1 Declassified in Part - Sanitized Copy Approved for Release 2014/02/25: CIA-RDP87-00058R000300550006-7 C-0-N-F-I-D-E-N-T-I-A-L 25X1 25X1 7. RPD welcomed to its ranks on 18 November after she spent 2 1/2 years as a Records Analyst in OC/OL-ISC. Attachment 3 r-O-N-F-T-D-R-N-T-T-A-L Declassified in Part - Sanitized Copy Approved for Release 2014/02/25: CIA-RDP87-00058R000300550006-7 25X1 25X1 Declassified in Part - Sanitized Copy Approved for Release 2014/02/25: CIA-RDP87-00058R000300550006-7 R Next 1 Page(s) In Document Denied Declassified in Part - Sanitized Copy Approved for Release 2014/02/25: CIA-RDP87-00058R000300550006-7