OIS WEEKLY REPORT (24-30 OCTOBER 1985)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP87-00058R000300550009-4
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 16
• Document Creation Date: December 27, 2016
• Document Release Date: February 25, 2014
• Sequence Number: 9
• Publication Date: October 30, 1985
• Content Type: MEMO

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STAT
30 October 1985
MEMORANDUM FOR: Deputy Director for Administration
FROM:
SUBJECT:
Director of Information Services
OIS Weekly Report (24-30 October 1985)
A. WORK IN PROGRESS
1. TS DOCUMENTS. OIS annuitants continue to make progress in their
search for TS collateral documents. The final search in OSWR, which
required a safe-by-safe review, has been completed. The results are
being processed. An annuitant returned to the Office of European
Analysis to search one division that was not accessible earlier. Seven
TS documents were found. One was charged to EURA and the others will
require followup research. Another OIS annuitant continues to search the
retired folders of the Office of the DDI. Last week he reviewed 75 cubic
feet of material and located 450 TS documents. Thirteen were charged to
0/DDI and 437 require followup action.
2. AMES BUILDING ISC. Two laser and two hetra printers were
installed in the Ames Building Information Services Center last week.
With OIT assistance, one of each type was activated and began providing
computer printouts for components in the Ames Building. The other two
printers will be activated as soon as a line problem is resolved. With
the printer activation, the Ames Building Information Services Center
will become fully operational. During the next 12 months, the integrated
registry operation and the co-located data access center will be tested.
3. HISTORICAL REVIEW. Representatives from CRD and the DO spent
several days reviewing DO records from the 1946-47 period for materials
suitable for the Historical Review Program. Because it covered only a
two year period, the information was fragmented and of limited value.
Moreover, one group of records that consisted of raw unevaluated field
intelligence reports did not lend itself to declassification. The
representatives will jointly explore other avenues of review to determine
if suitable information from the 1946-47 period can be located.
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4. REGULATORY POLICY. RPD currently has 146 regulatory proposals in
process, of which 10 were received during the week. Among the noteworthy
is a Bulletin on
and a
B. SIGNIFICANT EVENTS AND ACTIVITIES
1. ISOO INITIATIVES. The Chief, Information Management Branch,
IRMD, and representatives from the Offices of General Counsel and
Security attended a meeting of the agencies that participated in ISOO's
recent efforts to identify initiatives for improving the government's
information security system. The purpose of the meeting, chaired by the
Director, ISOO, was to discuss the initiatives that ISOO plans to
recommend to the National Security Council (NSC). Although a consensus
was not reached on most of the initiatives, ISOO plans to forward them to
the NSC in early November with clarifying footnotes regarding the pros
and cons of each.
An IRMD representative prepared for DDA signature a letter to the
Director, ISOO, forwarding the Agency's Information Security Program Data
Report for the period 1 October 1984 through 30 September 1985. The
report consisted of statistics on Agency classification decisions,
original classification authorities, mandatory review requests, and the
number of security inspections, as required annually under EO 12356. The
Agency's original classification decisions declined during FY 85, but the
number of derivative classification decisions increased.
2. MICROGRAPHICS. At a recent meeting the A. B. DICK senior sales
representative mentioned to the Agency Micrographics Officer that its
latest model updateable camera has several new features including an
automatic feed. Arrangements are being made for personnel in OF and the
Credit Union to attend a demonstration of this new camera. Both offices
use updateable cameras that are over 10 years old in their microfilming
programs and could benefit from new technology.
3. ARCINS TRAINING. The Chief, Computer Section, Agency Archives
and Records Center Branch, will conduct a workshop on the use of the
Archives and Records Center Inventory System (ARCINS) by Records
Management Officers in the Directorate of Administration. This system
generates shelf lists for RMOs to keep track of the material they have
stored at the Center. After the training, they will be able to key this
information directly into ARCINS eliminating the need to record it on a
form and then have it keyed at ARCB. The ARCB Computer Section will
monitor component inputting to ensure that the data is entered correctly.
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4. NEW HEADQUARTERS BUILDING. Two IRMD representatives met with the
Chief, New Building Project Office, and the NBPO Engineer to discuss the
status of the New Headquarters Building Information Services Centers.
The IRMD representatives explained that despite recent changes affecting
new building occupancy, OIS intended to work toward establishing the five
ISCs already planned. The Chief, New Building Project Office, stated
that he had no plans to change the design of the ISC support packages.
Current plans call for elements from the DDI to occupy the space in the
north tower that originally had been earmarked for OD&E. The former OD&E
ISC space can easily be converted to provide registry support to the DDI
elements moving to the New Building. IRMD has asked the Deputy Director
of Management, Planning and Services, DDI, for his assistance in making
DDI senior managers aware of our proposal for the establishment of ISCs
in the New Headquarters Building.
6. INFORMATION AND PRIVACY DIVISION ACTIVITIES. The backlog of
initial cases continues to fall and now stands at 1894. A requester in
Attachment
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ADMINISTRATIVE-INTERNAL USE ONLY
30 October 1985
MEMORANDUM FOR: Deputy Director for Administration
FROM:
Chief, Information and Privacy Division, OIS
SUBJECT: IPD/OIS Weekly Report (23 - 29 October 1985)
1. The Week in Review 23 - 29 October 1985 1985 Weekly Average
59 54.6
b. Cases closed 74 78.6
c. New appeals logged 9 2.8
d. Appeals closed 3 1.6
e. Manpower (man-weeks) 122.9 100.3
a. New cases
2. Current Backlogs
a. Initial requests - 1894
b. Requests in administrative appeal - 187
c. Requests in litigation - 77
3. Spotlighted Requests
ADMINISTRATIVE-INTERNAL USE ONLY
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STAT
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STAT IPDi (30 October 1985) (FINAL)
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/IM
1 - DDI/IR
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
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29 October 1985
MEMORANDUM FOR: Director of Information Services
FROM: Chief, Classification Review Division
SUBJECT: Weekly Report, 23-29 October 1985
After several days of examining DO records looking for materials from
1946-47 to review for the Historical Review Program (HP?), CRD and DO
representatives came up empty. The two-year limitation broke up the records
badly and made them fragmentary and the one large group, raw unevaluated field
intelligence reports, did not lend themselves to declassification to any
significant degree. To prepare a final effort to search all reasonable
avenues for DO records from the 1946-47 period for possible inclusion in the
HRP, CRD personnel met with representatives of the DO. We jointly reviewed
about 200 file cards to select those that referred to documents and files of
apparent interest to the HRP. These cards, about 50 in number, lead to
certain files that we will doublecheck to see if they might contain material
of interest to us.
also suggested that we examine about 50
boxes of records that she had withdrawn from the material contained in the OSS
records group because they post-dated the OSS era. Some of this material may
have been reviewed already by the OSS team or may be fragmentary like the
other files that we have examined. Arrangements have been made to jointly
visit the AARC to examine these identified records. This we anticipate will
take one to two days and should end the search for DO records for the 1946-47
period.
jChief, CRD
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CONFIDENTIAL
MEMORANDUM FOR: Director of Information Services
FROM:
Chief, Information Resources
Management Division
29 October 1985
SUBJECT: IRMD Weekly Report (22 - 29 October 1985)
1. Work in plaaLt!E
a. Machine-Readable Records.
Information Management Branch, continued to assist
Office of Finance, Records Management Officer,
with the review of documentation for the
and the CIA Retirement and Disability System
(CIARDS). A limited amount of useful information was obtained for
the User Manual, but the documentation for CIARDS lacked
sufficient detail to use in drafting a machine-readable schedule
item. Meetings have been scheduled with the ADP Control Officer,
OF, and the Office of Information Technology personnel responsible
for operation and maintenance of these systems.
b. New TSCADS. Members of the Information Control Branch
continue to take steps to make the new, on-line TSCADS work
25X1 better. is reviewing the entry of data into
TSCADS, specifically the manner in which components are entering
dates of documents that they received. Ten control points were
identified as having one or more incomplete entries in this field,
so they were advised of need to provide the necessary information.
25X1 Chief, Document Accountability Section,
ICB, has been working with the Information Technology Branch on
procedures for providing information on documents charged to a
25X1 control point. ITB has provided with four such
procedures. two of which concern generating computer listings of
25X1 holdings. has requested some changes in these two
procedures that ITB should complete by 20 October; a review of the
other two procedures has resulted in valid information and are
currently in use.
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C. TS Documents. OIS annuitants continued to make
progress in their search of components for TS documents.
has completed her search efforts in the final
OSWR division that required a safe-by-safe review of its document
holdings. The results of her efforts are being processed by
ICB. Another annuitant,
returned to the Office of European Analysis to search
one division that was not accessible during an earlier scheduled
25X1 search, efforts resulted in seven TS documents being
found, one charged to EURA, and the others requirimanDllowllio________
25X1 research to determine their office of assignment.
the third OIS annuitant, continues to search thP retirement jobs of
25X1 the Office of the DDI. Last week, reviewed 75 cubic
feet of material, locating 450 TS documents, 13 charged to 0/DDI,
and 437 requiring followup action.
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d. 1.1422._ELlilqiaa_u_c_. Two laser and two hetra printers
were installed in the Ames Building Information Services Center
last week. With OIT assistance, one of each type printer was
activated and began providing computer printouts for tenants of the
Ames Building. The other two printers will be activated as soon as
some line problems are resolved. With the activation of these
printers, the Ames Building Services Center will become fully
operational for the first time since the Center opened its door
last fall. During the next 12 months, the integrated registry
operation and the co-located data access center will be tested to
determine if this approach is viable in the New Headquarters
Building.
Chief, IRMD, Chief, Information Control
Branch and? ce Riordan, ICB, met with and
OIT, to discuss outstanding issues relating to the
operation of the DAC portion of the ISC. It was agreed that for
the next two months OIT would be responsible for providing the
backup personnel when the DAC is short-handed. Also OIT will make
available to the DAC all the equipment required to support its
operation. During this two-month period, every effort will be made
to train the ISC personnel in the activities of the DAC, so they
can provide some limited backup support when necessary. Another
meeting will be held in mid-January 1986 to evaluate the DAC's
operation, staffing, equipment requirements, and the results of a
workload study to be conducted by Chief ISC.
2. Significant Events and Activities
a. Em2.11ttliaa. Chief, IRMD, and IRMD Branch Chiefs met
with the Directorate RMOs for their monthly discussion of current
25X1 records management issues. brought the group up to
date on problems with the new courier receipt. He indicated that
the only problem of consequence was the difficulty registry
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personnel were experiencing in tearing off copies of the receipt;
indicated that he has dealt with this problem by making
arrangements with the printer to make the next batch of the forms
easier to tear. The Directorate RMOs were asked to check by the
next month's meeting if there are any additional problems being
experienced in registries. The remainder of the meeting consisted
of a briefing by Major Jim Valdez, the Air Force Records Officer,
on the Air Force records management program and his efforts at
automating the process. The Air Force program features
decentralized planning with decentralized execution and strong
support from the top. Some of his on-going activities include a
program whereby records generated on computer terminals must have
disposition data included; the use of electronic signature for
authorizing actions; the establishment of electronic links to all
base RMOs to provide immediate notification of changes in records
management policy; approval by NARA to accept the transfer of
computer data in digital data rather than on computer tape or in
hard copy; and a large scale computer assisted retrieval project
using optical disk storage for maintaining financial records. IRMD
will be monitoring Major Valdez' progress with these programs and
determining if any can be adopted to the Agency's records
management environment.
25X1 b. ISO? Initiatives. Chief, Information
25X1 Management Branch, IMB, and representatives from the
Offices of General Counsel and Security attended an interagency
meeting, chaired by the Director of the Information Security
Oversight Office (IS00), of the agencies that participated in
ISOO's recent efforts to identify initiatives to enhance and
improve the government's information security system. The purpose
of the meeting was to discuss those initiatives that ISO? plans to
recommend to the National Security Council (NSC). Even though a
consensus was not reached on most of the initiatives, ISO() plans to
forward them to the NSC in early November with clarifying footnotes
regarding the pros and cons of each initiative on which there was
no consensus.
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IMB, prepared a letter for DDA signature to
the Director, 'SOO, forwarding the Agency's Information Security
Program Data (SF 311) report for the period 1 October 1984 through
30 September 1985. This report consisted of statistics on Agency
classification decisions, original classification authorities,
mandatory review requests, and the number of security inspections,
as required annually under EO 12365. The Agency's original
classification decisions declined during FY 85, but the number of
derivative classification decisions increased.
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c. Micrographics. At a recent meeting of AIIM's Capitol
25X1 Chapter, the Agency Micrographics Officer, met
the senior sales representative of A. B. DICK, who mentioned that
25X1 the new model of their updateable camera has several new features,
25X1 including an automatic feed. is arranging for
personnel in OF and the Credit Union to attend a demonstration of
the new model camera. Both offices use updateable cameras that are
over 10 years old, in their microfilming programs and could benefit
from new technology.
25X1 d. ARCINS Training. Chief, Computer
Section, Agency Archives and Records Center Branch, will be
conducting a workshop on the use of the Archives and Records Center
Inventory System (ARCINS) by Records Management Officers in the
25X1 Directorate of Administration. With few exceptions,
section has been keying material prepared by component RMOs into
ARCINS. This system generates shelf lists which the RMOs use to
keep track of the material that they have stored at the Center.
After this training, the RMOs will be able to key this information
directly into ARCINS eliminating first the need to record it on a
25X1 form and then have it keyed at ARCB. section will
monitor component inputting to ensure that the data is entered
correctly; quality control of data entry is critical to the
retrieval of information on the records stored in the system. The
workshop will take approximately a half day and will be conducted
in Room 336, Ames Building. Members of ITB will provide support
for this training effort.
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e. New Headquarters Building. and
ICB met with Chief, New Building Project
Office, and NBPO Engineer, to discuss the status of the
New Headquarters Building Information Services Centers. The ICB
representatives explained that despite recent changes affecting new
building occupancy, OIS intended to work towards establishing the
five ISCs already planned. stated that his office
recognized the continuing need for ISC services and had no plans to
change the design of the ISC support packages. Current plans call
for elements from the DDI to occupy the space in the north tower
that originally had been earmarked for OD&E. The former OD&E ISC
space can easily be converted to provide registry support to the
DDI elements moving to the New Building. asked
Deputy Director of Management, Planning and
Services, DDI, for his assistance in making DDI senior managers
aware of our proposal on the establishment of ISCs in the New
Headquarters Building. After has reviewed background
material on the ISC and surfaced the matter within the DI, ICB
members will approach the DI offices to attempt to secure their
support for this approach to registry operation.
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f. Records Center. Records Center personnel performed
the following activities during the week:
RAMS:
ARC INS:
Accessions:
References:
Special Runs:
Made 16 additions, I change, and
7 deletions.
Jobs received/edited: 7.
Jobs keyed: 3 consisting of
1,579 entries.
Jobs completed: 10.
Received 23 jobs totaling
178 cubic feet.
Serviced 2,238 requests
for records.
Two: one t
0/DDS&T.
and one to
3. Scheduled Events
Training on the CDOCS portion of TRIS will be held during the
week of 4 November for approximately 20 registry personnel. There
will be two sessions, each of two days duration.
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ADMINISTRATIVE - INTERNAL USE ONLY
MEMORANDUM FOR: Director of Information Services
FROM:
Chief, Regulatory Policy Division
29 October 1985
SUBJECT: Regulatory Policy Division Activities - 23 October
through 29 October 1985
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1. RPD is currently
Initiated proposals
pair of bulletins
processing 146 jobs among which are 10
received during the week. Most interesting are a
and a notice
s processing a proposed
revision
prepared by
RPD has recommended
of
OP to add the
to OP
definition
of to the regulation.
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that the proposal be withdrawn for the following reasons:
OP classified
the paragraph Confidential despite the fact that the definition of
(and those of the examples) are long in the public domain;
this inclusion, if left classified, would necessitate classifying the
entire regulation and reprinting all 33 pages; even without
classification, the insertions of this definition would require
reprinting 31 pages of the regulation. The cost of this revision far
outweighs the questionable value of adding this definition.
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3. Prior to forwarding
to the DDA for approval to publish,
RPD obtained coordination from appropriate components in the Agency
including the Deputy Chief, Administrative Staff in the Intelligence
Community Staff because the action required also involves the community.
4.
performed a quick review of proposed
ffas not available to 0/DDA by late Friday, 25 October; C/RPD
handcarried the draft bulletin and requisition to Headquarters.
Personnel in the 0/DDA typed the bulletin and forwarded it to the
Printing and Photography Division for printing on Saturday morning.
5.
has received the final modifications to
and is now preparing it for DCI
is in the final
approval; also
stage of processing before putting it in finished form for DDA approval.
OP currently is adjusting the regulation in accordance with comments
received by RPD from the ExDIR.
6. completed the extensive coordination of
resolved the
differing views, added new information, obtained DDO approval, and
forwarded the handbook to P&PD for page-proofs.
7.
an upcoming seminars
Self-Hypnosis.
edited an employee bulletin proposed by OMS on
starting 18 November, subject: Stop Smoking with
2
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