OIS WEEKLY REPORT (26 SEPTMEBER - 2 OCTOBER 1985)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP87-00058R000300550013-9
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 14
• Document Creation Date: December 27, 2016
• Document Release Date: February 25, 2014
• Sequence Number: 13
• Publication Date: October 2, 1985
• Content Type: MEMO

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C,
2 October 1985
MEMORANDUM FOR: Deputy Director for Administration
FROM:
SUBJECT:
Director of Information Services
OIS Weekly Report (26 September - 2 October 1985)
A. WORK IN PROGRESS
1. TRIS TRAINING. Training Instructors from the Information
Resources Management Division (IRMD) conducted another two-day training
session on the document control and records management segment of
TRIS--CDOCS. They also conducted the first one-day training session for
component and directorate Records Management Officers (RMO). These
one-day sessions will focus on the creation of files within CDOCS,
disposition of records according to the component's records control
schedule, and retirement of records.
Further to TRIS training, other IRMD representatives continue to
provide hands-on assistance to components using the TSCADS portion of
TRIS. For example, one IRMD representative visited Top Secret Control
Officers in the Offices of Scientific and Weapons Research and European
Analysis to demonstrate how to enter document information into the
systems. Another IRMD representative visited the Information and Privacy
Division (IPD), OIS, and the Information Management Staff (IMS) of the
Directorate of Operations to answer questions about procedures for
entering information into TRIS. Similar followup was held with the TS
Control Officers for the Executive Registry, Comptroller, and Office of
Legislative Liaison. IRMD representatives will continue these types of
followup meetings as the need arises.
2. TS DOCUMENT SEARCH. OIS annuitants continue their search for
unaccounted TS collateral documents. One annuitant has reviewed 90
cubic feet of records in the Office of the Deputy Director of
Intelligence's (0/DDI) retired records at the Agency Archives and
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Records Center (AARC). Eighty TS documents were found, 36 of which were
charged to 0/DDI and 44 will require follow-up action. Two other
annuitants continue to search in the Office Scientific and Weapons
Research (OSWR). Thus far, they have found 238 TS documents, 148 charged
to OSWR and 90 whose ownership must be determined.
3. OLL SURVEY. Records management officers from IRMD will conclude
the interview phase of the records management and information handling
practices survey of the Office of Legislative Liaison (OLL) this week.
The IRMD representatives will report their findings and develop some
recommendations for OLL's consideration.
4. TRANSFER OF OSS RECORDS TO NARA. The eighth increment of OSS
records, consisting of 217 cubic feet of overseas cable files, has been
transferred to the National Archives and Records Administration (NARA).
This brings the total volume of OSS records transferred to 1234 cubic
feet.
5. ISO? INITIATIVES. IRMD has prepared an Agency response to the
Director, Information Security Oversight Office (IS00), stating our
position on the information security initiatives proposed by the four
ISO? task forces. In coordination with the DCI Security Committee, the
Office of Security, the Office of Personnel, and the Office of General
Counsel, IRMD reviewed 14 proposed initiatives dealing with unauthorized
disclosures, overclassification, need-to-know, and classification
management to determine if their adoption would have any adverse impact
on the Agency or would benefit the Agency's information security
program. ISO? will provide OIS with the comments of other agencies on
the proposed initiatives during the first week of October.
B. SIGNIFICANT EVENTS AND ITEMS OF INTEREST.
1. OSS RECORDS AT NARA. Chief, AARC, and staff members, and a
representative from IMS visited NARA to discuss the transfer and storage
of OSS records. The Agency personnel felt it would be useful to learn
how NARA processes the transferred material. They were shown where the
OSS records are stored and how NARA boxes, indexes, and preserves these
records. During the course of the tour and briefing, Agency personnel
were told that nitrate film had been found in several shipments of OSS
records. Because it constituted a fire hazard, NARA had made copies of
the film and then destroyed the nitrate versions. Upon hearing this, the
IMS representative said that he would have the reminirg OSS records
reviewed and take appropriate, corrective action.
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3. CLASSIFICATION REVIEW OF PRESIDENTIAL DAILY BRIEFS. Chief,
Classification Review Division (CRD) and a CRD classification review
officer visited COMIREX offices to discuss the mandatory classification
review request - -under Executive Order 12356 - -of a series of President
Daily Briefs (PDB) from June 1967. The material was sent to the Agency
from the Lyndon Baines Johnson Memorial Library. CRD and COMIREX
5. INFORMATION AND PRIVACY DIVISION ACTIVITIES. The current
backlogs are: initial requests down by 27 to 1967, and requests in
25X1 administrative appeal, 180.
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2 October 1985
MEMORANDUM FOR: Deputy Director for Administration
FROM:
Chief, Information and Privacy Division, OIS
SUBJECT: IPD/OIS Weekly Report (25 September - 1 October 1985)
1. The Week in Review 25 Sept. - 1 Oct. 1985 1985 Weekly Average
a. New cases
b. Cases closed
59 55.2
86 79.8
c. New appeals logged 2 2.6
d. Appeals closed 0 1.5
e. Manpower (man-weeks) 124.1 100.5
2. Current Backlogs
a. Initial requests - 1967
b. Requests in administrative appeal - 180
c. Requests in litigation - 82
3. Spotlighted Requests
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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
1 - CIMS
1 - DDO/I
25 - DDO/IMS
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
STAT
STAT
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2 October 1985) (FINAL)
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CONFIDENTIAL
MEMORANDUM FOR: Director of Information Services
FROM:
Chief, Information Resources
Management Division
1 October 1985
SUBJECT: IRMD Weekly Report (25 September - 1 October 1985)
1. Work in Progress
a.
TRIS Training. and
Information Technology Branch, conducted another
two-day training session on the document control and records
management segment of TRIS--CDOCS. They also conducted the first
training class for component and directorate Records Management
Officers. The one-day sessions for RMOs will focus on the creation
of files within CDOCS, disposition of records according to the
component's records control schedule, and the retirement of records
to the Records Center. Twelve RMOs attended the first session;
all RMOs will be scheduled for the training.
Members of the Information Control Branch continue to
provide hands-on assistance to components using the TSCADS portion
25X1 of TRIS. visited Top Secret Control Officers in
the Offices of Scientific and Weapons Research and European
Analysis to demonstrate how to enter document information into the
systems. Questions were answered on the spot or recorded for
25X1 follow-up response. ICB, visited the Information
and Privacy Division, OIS, and the information Management Staff to
answer questions about procedures for entering information into
25X1 TRIS.
Chief, Document Accountability Section,
ICB, met with the TS Control Officers for the Executive Registry,
Comptroller, and Office of Legislative Liaison to discuss
procedures for recording information in TSCADS and the
responsibility of the originating office to input document
information into the system. The control officers expressed their
concerns about the new TSCADS system and provided some valuable
25X1 insights on how the system can better support them.
and members of his staff will continue to meet with office TS
control officers as the need arises.
b. TS Document Search. OIS annuitants continue their
search of office records holdings for missing TS collateral
25X1 documents. )began his review of the 0/DDI
retired records at the Records Center. He reviewed 90 cubic feet
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of records last week, and found 80 TS documents, 36 of which were
charged to 0/DDI and 44 will require follow-up action by the
Document and Accountability Section, ICB. Two other annuitants,
continue their search efforts in
the Office Scientific and Weapons Research. Thus far, they have
found 238 TS documents, 148 charged to OSWR and 90 whose ownership
must be determined.
c. OLL Survey. Messrs.
will conclude the interview phase of their survey of the records
management practices and information handling practices of the
Office of Legislative Liaison this week. Members of the OLL have
been very cooperative and forthcoming with the members of the
survey team. Upon completion of the interview,
will draft a report on their findings and
recommendations for OLL's consideration.
develop
some
2. Significant Events and Activities
a. RMO Meeting. Chief and Deputy Chief, IRMD, IRMD
Branch Chiefs, and some branch members met with the Directorate
RMOs to discuss current records management issues.
Information Control Branch, discussed the annual records inventory
and explained some differences in the revised inventory form that
will be used this year; Chief, IRMD, reviewed the agenda for the
Records Management Officers meeting scheduled for 10 October; and
Hdescribed plans for training of RMOs in the use of
remainder of the meeting involved a briefing by
Chief, General Operations Branch, Systems
Engineering Group, Office of Data Processing, who discussed a
proposed change in the retention time for computer tapes stored at
the Records Center. who is responsible for managing
the Center and offsite storage of magnetic media, proposed
tha ? an OIT work together to reduce the amount of computer
data that is earmarked for permanent retention. The amount of
tapes being created for long-term retention is growing so rapidly
that OIT is running out of tapes for its customers. OIT is also
concerned that information on many tapes is not useful and cannot
be accessed because its creator or user has left the Agency.
would like the component RMOs in the future to approve
the retention of tapes held longer than a year; to review and
approve requests for extension of the retention time of existing
tapes; and to review the lists of tapes charged to a component
employee when they resign, retire, or change jobs. IRMD will work
with in determining how these goals can be achieved in
a realistic and timely manner. His proposal coincides with ongoing
division efforts to schedule all Agency computer systems and to
cause components to review their computer tape holdings at the
Records Center.
TRIS. The
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25X1 b. OSS Records.
25X1 and Records Center Branch
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Chief, Agency Archives
members of
Information Management Staff, DO,
visited the National Archives Records Administration (NARA) on
25 September 1985, to discuss the transfer of OSS records to NARA.
Although the transfer has gone well, the Agency personnel felt it
would be useful to learn how NARA processes the material and
factors that affect the transfer. They were given a tour and shown
where the OSS records are stored, and how NARA boxes, indexes and
preserves these records. The representatives were informed that
nitrate film had been found in some shipments of OSS records.
Because of the potential fire hazard, NARA had made copies of the
25X1 film and destroyed the nitrate version. subsequently
contacted the Information Management Staff, DO, concerning the need
to examine the remaining OSS records at the Records Center to
ensure they do not contain nitrate film. IMS representatives
indicated that they will take immediate steps to determine if there
is any such film in these records.
The eighth increment of OSS records, consisting of 217
cubic feet of overseas cable files, has been transferred to the
National Archives and Records Administration (NARA). This brings
the total volume of OSS records transferred to NARA to 1234 cubic
feet.
25X1 c. ISO() Initiatives.
IMB, prepared the Agency response to the Director, intormation
Security Oversight Office (IS00), stating our position on the
information security initiatives proposed by four ISO? task
forces. In coordination with the DCI Security Committee, the
Office of Security, the Office of Personnel, and the Office of
25X1 General Counsel, reviewed 14 proposed
initiatives dealing with unauthorized disclosures,
overclassification, need-to-know, and classification management to
determine if their adoption would have any adverse impact on the
Agency or would benefit the Agency's information security program.
ISO? will provide us with the comments of other agencies on the
proposed initiatives during the first week of October.
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d. Micrographics Applications. IMB,
recently provided assistance to two components that needed support
in micrographics. He assisted Foreign Broadcast
Information Service (FBIS), in selecting and ordering a microfiche
reader to use with a collection of The reader
selected was a Micron 750 with dual lens. Prior to receiving the
reader. FBIS had an urgent requirement to read the microfiche and
was able to provide another Micron 750 on loan.
also provided micrographics assistance to the
Records Management Officer, 0/DDA, by surveying a collection of
document control cards and arranging for them to be filmed. In
addition, he assisted the new RMO in locating some permanent
microfilm records stored in the 0/DDA vault and in retiring these
records to the Records Center.
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f. Records Center. Records Center personnel performed
the following activities during the week:
RAMS:
ARC INS:
Accessions:
Dispositions:
Reference:
25X1 Special Run:
3. Scheduled Meetings
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Made 37 additions and 1 change.
Jobs received/edited: 20.
Jobs keyed: 12 consisting of
1,087 entries.
Jobs proofed: 4.
Jobs completed: 1.
Received 37 jobs totaling
301 cubic feet.
Shipped three boxes (120 pounds)
of material to NPIC for the
silver recovery program.
Serviced 2,436 requests for
records.
One to
Deputy Chief, IRMD, and Chief, IMB, will brief
Kenneth Rossman, Chief, Records Appraisai and Disposition Division,
Office of Records Administration, NARA, and Ray Tagge, NARA Liaison
Representative to CIA, on the Agency's Records Management Program.
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elumlnloInttlivm - von, WALL
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1 October 1985
MEMORANDUM FOR: Director of Information Services
FROM:
Chief, Regulatory Policy Division
SUBJECT: Regulatory Policy Division Activities -
25 September through 1 October 1985
1. RPD is currently processing 145 jobs, an increase of
six from last week's 139. The quickened pace is unrelenting as
RPD received 17 proposed issuances from initiators and arranged
for publication of 12 during the week. Among the new jobs is
which announces
OMS administration of immunizations during October 1985 and
which RPD handled on an accelerated basis due to OMS' request
for publication in early October. (U)
3. RPD's chief of research received a call from the
Chief, OGC Registry, who asked for a copy of expired
The caller also asked what replaced
expiration. We found that
upon its
were originated
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on the same date, 21 December 1978. When the notice expired in
1980, the policy of the regulation remained on the books. In
1983, the regulation was updated again and that version remains
on the books today. This information was passed to an OGC
attorney
(A-1U?)
4.
was initiated by the Office of Logistics
to set forth a new policy statement. DCI approval, obtained on
26 September, was necessary because of the delegations set
forth in certain paragraphs. (A-IU0)
5. The proposed revision of adds a new
paragraph g describing the tuition assistance program. This
new policy was approved by the DCI. It provides for tuition
assistance for participants in the Student Trainee Program and
the Graduate Fellows Program. RPD forwarded this proposal to
the Office of Legislative Liaison for appropriate action to
inform the Congressional committees. (A-IU0)
6. Two of RPD's senior editors are absent for a week;
is taking annual leave and
attending the Professional Woman's Course.
Attachment
is
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