OIS WEEKLY REPORT (14 - 20 FEBRUARY 1985)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP87-00058R000300620011-3
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 10
• Document Creation Date: December 23, 2016
• Document Release Date: June 3, 2011
• Sequence Number: 11
• Publication Date: February 21, 1985
• Content Type: MEMO

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21 February 1985
MEMORANDUM FOR: Deputy Director for Administration
Director of Information Services
SUBJECT: OIS Weekly Report (14 - 20 February 1985)
A. PROGRESS ON ACTION ITFMS
1. Director of Operations' File Designations. The Director of
Information Services prepared a memorandum for signature by the DDA
transmitting the Directorate of Operations' file designations to the
DCI. Prepared in accordance with the CIA Information Act of 1984, these
DO files--upon DCI approval and Oversight Committees' review--will be
exempt from the search, review, publication, and disclosure provisions of
the Freedom of Information Act.
2. Top Secret Document Accountability. Representatives from the
Information Resources Management Division (IRMD) conducted an inspection
of DI registry procedures for maintaining Top Secret collateral
documents. A random sample of office documents was reviewed to determine
if the registry had material charged in TSCADS. All documents were
accounted for. Office procedures were also reviewed and found to be in
order. Discussions were held on the use of OIS annuitants to search
office files to locate unaccounted for Top Secret collateral documents.
3. Information Handling Procedures Survey. Representatives from
IRMD and the Records Management Officer, Office of Personnel (OP), met
with the Chief of Recruitment Operations, OP, to discuss an OIS survey of
the files, paperflow. and information handling procedures of the Agency's
recruitment office Plans were set for IRMD and the RMO/OP to
begin the survey during the week of 4 March 1985. Final arrangements for
the survey will be worked out by OP.
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1. Information Resources Management. A representative of IRMD attended
the monthly meeting o t e Interagency Committee on Information Resources
Management. The Assistant Archivist for Program Support, National Archives
and Records Service, spoke on the new National Archives and Records
Administration (NARA)--to be established 1 April 1985--and its effect on
information management activities in Federal agencies. The Office of
Information Resources Management, General Services Administration, will
continue to publish regulations, develop guidelines, promulgate standards, and
conduct studies to promote economical and efficient records management
practices. NARA will have responsibility for archival records
management--ensuring adequacy of documentation, determining what is or is not
a record, and carrying out the proper disposition of Federal records. There
will be some overlap between the two organizations, but they will try to
coordinate their activities so as not to place an unnecessary burden on
Federal agencies.
2. NPIC Film. The Records Management Officer for the National
Photographic Interpretation Center (NPIC) provided a memorandum to Chief,
IRMD, answering questions on their original negative film files that had been
posed by the NARS liaison representative to the Agency. NPIC is responsible
for maintaining this collection for the Intelligence Community and the answers
provided were agreed to by the Committee on Imagery Requirements and
Exploitation. NARS will use this information in appraising the film
collection to determine whether these records are permanent or temporary. The
questions were prepared by the liaison representative following a briefing he
had received in August 1985 on photographic collection programs and the use of
the information collected.
3. Regulatory Policy Division (RPD) Editing Activities. A senior editor
in RPD is a iting the Handbook of Required Regulatory Reading In
addition to the extensive editing required, he is including a digest of the
contents of Executive Order 12333 at the request of the Inspector General.
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C. SCHEDULED EVENTS
A ency Archives and Records Center Briefing. Chief, Archives and Records
ol
Branch, IRMDwill brie participants at the DO Conference for
Contr
Information Management Officers scheduled from 4 to 6 March
He will explain AARC activities and take them on a tour of
the facility. Members of the Branch will provide a demonstration on two
computer systems--the Archives and Records Center Inventory System (ARC NS)
and the Records Center and Archives Manag
ement System (RAMS).
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MEMORANDUM FOR: Director of Information Services
FROM: Chief, Classification Review Division
SUBJECT: Weekly Report (13-19 February 1985)
CRD has nothing significant to report,
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19 February 1985
MEMORANDUM FOR: Director of Information Services
Chief, Information Resources Management Division
SUBJECT: Weekly Report of the Information Resources
Management Division, 13 - 19 February 1985
1. Work in Progress
ICB, conducted an inspection of DDI
registry procedures for maintaining Top Secret collateral documents.
They reviewed a random sample of office documents to determine if the
registry had material with which it was charged in TSCADS; all documents
were accounted for. Office procedures were also reviewed and found to be
in order. Discussions followed concerning the possible use of OIS
annuitants to search office files in an attempt to locate the large
number of unaccounted for Top Secret collateral documents charged to that
office last year. Top secret control officer for the DI,
will determine if DDI management will permit this search.
Survey Activity. I I Chief, ICB,I I ICB, and
, Records Management Officer, Office of Personnel, met
as followup telephone conversation with Chief of the
with Chief, Recruitment Operations, OP, on 14 February, to
discuss an OIS survey of the files, paperflow, and information handling
procedures of the Agency's recruitment office Tentative plans
were set for to begin the survey during the
week of 4 March 1985. The suitability of this date was confirmed through
recruiting office. Final arrangements for the survey remain to be
worked out by the Office of Personnel.
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2. Significant Events and Activities
a. Information Resources Management. Chief, Information
Management Branch, attended the monthly meeting of the Interagency
Committee on Information Resources Management. Claudine Weiher,
Assistant Archivist for Program Support, National Archives and Records
Service, spoke on the new National Archives and Records Administration
(NARA) and its effect on information management activities in the
agencies. The Office of Information Resources Management, General
Services Administration, will continue to publish regulations, develop
guidelines, promulgate standards, and conduct studies to promote
economical and efficient records management practices in the agencies.
NARA will have the same responsibilities for archival records
management--ensuring adequacy of documentation, determining what is or is
not a record, and carrying out the proper disposition of federal
records. Ms. Weiher admitted that there was some overlap between the two
organizations, but they will try to coordinate their activities so as not
to place an unnecessary burden on agencies.
b. Preservation of Records. IMB, visited the
Agency Archives and Records Center (AARC) on 13 February and was briefed
by AARC personnel on the activities at the center.
discussed with Chief, Archives and Records Center Branch, and
other members of the AARC staff the requirements and procedures for
periodic inspection of master films of permanent record microforms as
required by FPMR 101-11.507-2. The preservation of permanent paper
records and testing these records for deterioration was also discussed.
along with the AARC staff, is looking into what would be
required to implement such test procedures at AARC. will be
arranging a meeting with preservation specialists at NARS to discuss
these procedures. F_~
c. NPIC Film. The Records Management Officer for the National
Photographic Interpretation Center (NPIC) provided a memorandum to C/IRMD
answering questions on their original negative film files that had been
posed by Raymond Tagge, NARS liaison representative to the Agency. NPIC
is responsible for maintaining this collection for the Intelligence
Community and the answers provided were agreed to by the Committee on
Imagery Requirements and Exploitation, as well as NPIC. Mr. Tagge will
use this information in appraising the film collection to determine
whether these records are permanent or temporary. The questions were an
outgrowth of a briefing that Mr. Tagge had received last August on
various photographic collection programs and the use of the information
collected.
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CONFIDENTIAL
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c. Wang PCs.( (Chief, Information Technology Branch, and
OIS Wang Administrator, met with two Wang
representatives on 19 February to discuss Alliance/PC configuration
possibilities. The representatives indicated this type of configuration
was possible, but not feasible at this time. Improved software is being
developed to accommodate this type of arrangement but they could not
estimate when it would be available. Messrs,will
meet soon with DD/OIS to discuss the possibilities discussed at the
meeting.
e. Records Center. Records Center personnel performed the following
activities during the week:
References
Special Runs
Made 15 additions, 1 change, and
2 deletions.
Jobs received/edited: 23.
Jobs keyed: 29 consisting of
1,225 entries.
Jobs completed: 34.
Received 28 jobs totalling
160 cubic feet.
Serviced 1,817 requests for records.
Three: One each to ODP,F--] and OGC.
3. Scheduled Events
DO Conference. The DO Conference for Information management officers
and their associates will be held from
4-6 March. Chief, ARCB, will brief the conference on the
activities of the Records Center and take them on a tour of the
facility. Members of the branch will provide a demonstration on two
computer systems in use there--the Archives and Records Center Inventory
System (ARCINS) and the Records Center and Archives Management System
(RAMS).
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CONFIDENTIAL
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