SURVEY OF OL INFORMATION MANAGEMENT PROGRAM

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP90-00379R000100220009-2
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 2
• Document Creation Date: December 23, 2016
• Document Release Date: August 24, 2012
• Sequence Number: 9
• Publication Date: February 14, 1986
• Content Type: MISC

Declassified in Part - Sanitized Copy Approved for Release 2012/08/24: CIA-RDP90-00379R000100220009-2
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Item of Interest , 4,47y4.
Survey of OL Information Management Program
In late 1984, the Information Resources Management
Division, Office of Information Services (IRMD/OIS) initiated a
plan to systematically conduct surveys of the information
handling and records management practices of Agency
components. These surveys are structured to cover all elements
of an information management program. Paper flow, files
management, files disposition, filing equipment, machine-
readable records, micrographics, forms, information security,
and vital records are the major program elements looked at
during a survey.
gives OIS the authority to review the information
management program of Agency components to determine its
effectiveness and compliance with Federal regulations. Surveys
are not conducted to find fault but to recommend changes, if
necessary, to improve or simplify existing information
management procedures that will help people do their jobs
better. Improving these procedures will result in more
effective handling and storage of information as well as
greater efficiency in the retrieval and usefulness of records
holdings. Surveys are conducted by a team consisting of two
members of IRMD and at times is augmented by other members for
their expertise in a particular area. To gather data, team
members interview component personnel in group discussions and
conduct on-site observations of office operations. Holding
group discussions with 40 to 60 percent of component personnel
as a representative mix of clerical, analytical, supervisory
and management positions enables the survey team to move
swiftly and with minimum disruption of office routine. At the
conclusion of the survey, team members will prepare a formal
report containing their findings and recommendations for
submission to the Director of Logistics.
To date IRMD has completed surveys of the Office of Imagery
Analysis (OIA), Office of Information Services (OIS), Office of
Research & Development (ORD), the Office,
Office of Scientific and Weapons Research (OSWR), Office of
Legislative Liaison (OLL), and is currently surveying OC.
OIS's ultimate goal is to have a staff large enough to form a
team of records professionals to visit components that have
been surveyed and assist them in implementing the changes
recommended.
Declassified in Part - Sanitized Copy Approved for Release 2012/08/24: CIA-RDP90-00379R000100220009-2
STAT
Declassified in Part - Sanitized Copy Approved for Release 2012/08/24: CIA-RDP90-00379R000100220009-2
STAT
Item of Interest
Survey of OL Information Management Program
OL senior management has met with OIS representatives and
plans have been made for a survey of our office to begin in May
1986. In preparation for the survey, OL personnel should be
asked to note any specific issues or problem areas in
information handling or management that they are experiencing
and would like to bring to the attention of the survey team.
Previous surveys have encountered problems dealing with weak
document control practices, poor filing systems, accumulation
of records, lack of files storage space, inability to retrieve
records, unnecessary duplication of correspondence and
requisitions, use of outdated manual systems, creation of
unofficial forms, incompatible filing equipment, etc. These
problems are compounded where component personnel are unaware
of their records responsibilities or uninformed about the
Agency records program and how it can serve them.
Chief, Information and Management Support
Staff will be OL's point of contact with the survey team and
coordinate its efforts with OL components.
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Declassified in Part - Sanitized Copy Approved for Release 2012/08/24: CIA-RDP90-00379R000100220009-2