BRIEFING MATERIALS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP93B01194R001100150015-7
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 11
• Document Creation Date: December 20, 2016
• Document Release Date: January 9, 2008
• Sequence Number: 15
• Publication Date: February 17, 1982
• Content Type: MF

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17 FEB 1982
MEMORANDUM FOR: Chief, Classification Review Division
Chief, Information and Privacy Division
Chief, Records Management Division
Chief, Regulations Control Division
Executive Officer, Office of information services
SUBJECT: Briefing Materials
1. The Management Staff, DDA, is updating a briefing book containing
general information and selected topics for the use of the. DDA. Would you
please review the attached information and update where necessary. In
addition, the Management Staff, DDA, has asked for any new/additional
information or topics which we may want to include. I believe we could
include a brief fact sheet outlining the responsibilities of each Division
and including your major programs. The intent would be to give the DDA a
better feel for just what the Office of Information Services faces in its
endeavors and to enable him to explain our programs when called upon to do
so.
2. For uniformity, please attempt to adhere to a general format:
(a) Responsibilities;
(b) Organization (breakdown and numbers of personnel);
(c) Current Status (of program) ; and
(d) Current and Future Problems.
Please limit your submission to not more than two (2) pages.
3. Since we must return our input by 26 February, may I have your
submission by not later than 24 February.
Attachment:
As stated
STAT
STAT
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 Office of the Chief
r)rs,agnnted Agency Security Classifica-
lion Officer, Agency Declassification
Otlicer, Agency Records Management
Officer, Agency Archivist.
Responsible for liaison with the National
Archives and Records Service and
Olllce of the Federal Register.
Serves as Head of the Ml Career
Service: DDA representative to the
Public Affairs Advisory Group and Pub-
licalions Review Board; Executive Sec-
rotary of the Informalion Review Com-
nhllee (IRC) ; Chairman of the IRC
Working Group; DCI representative on
the Interagency Information Security
Committee: and Agency's local point
for contact with the Information Security
Oversight Office.
Information and Privacy
Division
Receives and processes all requests
submitted to the Agency under the
Freedom of Informalion and Privacy
Acts and the mandatory classification
review provisions of EO, 12065: as-
signs records search and/or review
tasks to appropriate Agency compo-
nents;. processes appeals on denied re-
quests: conducts liaison with other
Government agencies regarding the
processing of requests; and prepares
reports for Congress or other Govern-
mental elements as required by law or
Executive Order.
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IL-
Classification Review
Division
Manages the Agency program for sys-
tematic classification review under E,O.
12065; establishes systematic classifi-
cation review guidelines: develops and
implements systematic classification re-
view procedures; prepares classification
guides in coordination with other Agency
components; and maintains liaison with
other U.S. Government agencies cqn-
cerning systematic review of permanent
records over which they or the Agency
have classification jurisdiction.
Regulations .Control
Division
Directs and monitors the processing,
coordination, and publication of Agency
regulatory issuances; works directly
with initiators and coordinators of regu-
latory issuances to resolve substantive
differences; and prepares coordinated
regulatory issuances for the DCI, DDA,
or DDO approval.
Records Management
Division
Provides for controls over the creation,
maintenance, use, and disposition of all
Agency records; develops and encour-
ages the application of standards, pro-
cedures, and techniques designed to
improve the management of records;
ensures the maintenance and security
of records of permanent value; facili.
la tes the segregation and disposal of
records of temporary value; and is re?
sponsibie for the Agency Security Clas-
sification Program under E.O. 12065.
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SUBJECT: SYSTF i- TIC REVIEW FOR DECLASSIFICATION
SYNOPSIS:
The program of Systematic Review. for Declassification randated by Executive
Order-12065 is a disaster. It is not cost effective; it syphons off valuable,
scarce resources from CIA's primary mission; and it poses security risks. It
should be abolished., The General Accounting Office has also recorr ended its
abolition.
Section 3-4 of Executive Order 12065 (E.O. 12065) effective 1 December 1978
requires the Executive Branch to institute programs to review all "permanently
valuable records" when . they, reach 20 years of age (30 years for foreigZ.govern-
sent information) to determine whether the records should remain classified. If
they remain classified after such review, they then must be reviewed again. 10
years later, and every 10 years thereafter until declassified, unless a longer
period is agreed to by the Director, Information Security Oversight Office (IS00)..
Such IS00 exer.Ttions can be difficult to come by.
The above requirement is not new. The idea started during the Eisenhower
administration and in 1972 President Nixon issued E.O. 11652 which contained a
similar declassification review requirement with two major differences: the -
initial review was to take place when records reached 30 years of age,.and the
time interval for re-review was left to Department Heads. E.O. 12065, recog-
nizing that agencies were not geared up to switch from the old 30-year period
to the new 20-year requirement overnight, allo:wred agencies 10 years to close
the gap. Hence, by 1 December 1988 all permanent records dated 1 December 1,968
and before are to receive an initial review.
CURRE`'T STATUS :
Our best estimate indicates that we still have approximately 22,000 cubic
feet of permanent records that must be reviewed by 1 December 1988 if we are
to comply with E.O. 12065. We have 40 people performing the review. Because
of the sensitive nature of our records, we must use mostly senior analysts with
long years of experience. They are highly trained in their jobs and utilize
procedures. designed to maximize their production. In spite of this devotion of
resources,, we are able to review on an average only 640.cubic feet per year.
Thus, by I December 1988, unless we more than triple our staff, we will accom-
plish less than 30 percent of our objective.. Also, in December 1988, as we
continue to attack the remaining 70 plus percent, we will have to begin the
second review of all material once reviewed and on which the decision was made
to continue classification. Since our experience shoes that we continue clas-
sification on over 85 percent of the records reviewed, we will have to re-review
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most of the material we review by Deceirioer 1985. At that time, we will be
faced with the first review of records beginning to mature in December 1988.
It is an impossible job.
C1."RRET PROBLEMS :
CIA's program for systematic review of classified material entails the
folluaing :
1. Dollar.Costs: We will spend $20 ru.llion by 1988 under our current
program anstill. not comply with E.O. 12065 ($80 million if we are to comply)
analysts, spend full time, reviewing classified documents order our current
sei.up; over 135 people would be required if we are to comply with E.O. 12065.
These.people could and should. be used to collect and produce intelligence.,
2. Hunan _Resource Costs: Forty.people, mostly valuable, scarce senior
3. Results of Review: On the average, 15 percent of the material
reviewed is declassified. .The declassified material that does eventually -
reach the public will be of little interest.
4. Security Risks: -.Given our workload and time pressures, there is
always the anger o human error resulting in the release of compromising "
information. Also, the release of the declassified material adds to the total
picture our adversaries have access to. When added to material released under
FOIA, books, and leaks, this total picture is awesome and frightful.
5. Chilling Effect on Intelligence Relationships: Because of past
Congressional-investigations., FOIA releases, books by former employees, and
leaks, many agents and foreign intelligence contacts who would have cooperated
in the past no~?: perceive that we are unable to keep their relationship secret-
With systematic review for declassification added to the list, we guarantee
these folks that if their names haven't come up for review previously,. they -
will come up when documents containing their names or identifying data become
20 years old.
RECO E JATIGN':
It is reco_ruLended that E.O. 12065 be modified to eliminate Section 3-4
or, alternatively, to exesupb CIA from its provisions. The Genera].-Accoun.tinb-
Office has concluded after a lengthy investigation that this program should
be abolished Government wide. If so, then it is submitted that even more so
should it be -abolished with respect to CIA.
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IMPACT OF M:: PROPOSED EXECUTIVE, ORDER
The major impact of the proposed Executive order on the work of the
Agency would be the elimination of the requirement to conduct a systematic
review program for declassification of permanently valuable classified
records.as they become twenty years old. This program, required under
E.O. 12065, has cost the Agency millions of dollars with little or no
benefit. The percentage of documents declassified has been negligible.
With the inception of E.O. 12065 in 1978., the Agency was faced with.
a ten year backlog of material ready for systematic review and was gilrell tell
years to become current. Therefore, by 1988, the Agency should be reviewing
material as it becomes twenty years old on a current basis. In spite of the
resources expended on the systematic review program, the Agency will not
come close to meeting the 1988 goal. Based on the present production rate,
the Agency would not even meet fifty percent of its goal by 1988. It is
estimated that the costs for the systematic review program would more then
double if the goal is to be met.
The questions attached are those most likely to be asked by the Senate
Select Committee on Intelligence. The answers to these questions are based
on estimates prepared by the managers of the systematic review program.
L~'9 crCc c' CJnll] L ag # 1 ~` S p./ 7~ s-r.?-~[ am Y r32~c2 T~r~
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1. What has the systematic review program cost the Agency through
CY 1981?
5.4 million dollars
2. What percentage of the documents reviewed have been declassified?
Two percent.
3. How much material has been reviewed as of CY 1981?
4.5 million pages
2,254 cubic feet
4. How much remains to be reviewed in order to meet the 1988 goal?
43.5 million pages
21,755 cubic feet
5. What percentage of the 1988 goal would be met if the present -
production rate is maintained?
31 percent
6. When would the 1988 goal be completed under the present production
7. What will be the cost of funding the systematic review program
through CY 1988 at its present production rate?
16 million dollars
8. What additional costs would be required to meet the 1988 goal?
19 million dollars
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STAT
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CRD Briefing of DDA, 21 January 1982
1. Objectives On or Ahead of Target Date/No Problems
A. OSS Review (B2) 9e2 c t .I i. I ::moral- ,.;~~i Iyl.+ua Z17c~. Fr. c,- ,Jax-4
S~-~c(c.+?eaw)
JJ ,i~, 41RC C/. I= r.`i y~ .
B. DCI Certification of CY-1981 Input to DARE (B3) rtioc~ry .:yG r'~rr-[i-r5irt-P~ ~/cic/
GAnr~I.Itir~nc~,
C. Planning of Visits to Presidential Libraries (B5)
D. Refine Procedures for Consistent Manuscript Review (B7) Cenrr??~4 Iss;-~ crams,
5- -0WWkAL
2. Objectives Not on Target/with Problems
A. Systematic Review of 150,000 Pages/Month (Bl)
(1) Meeting only 2/3 of objective -- ca. 95,000 pages/month
(2) Seven reviewing officers under strength (4 to 5 under for
~- z o~ p,ce, s
most of first quarter). not counting 2 contract Lo &,-r
GN C.CAIJt-re aI~ it DJ a
(3) Empirically, 1 reviewer averages 60-65,000 pages/year
B. Inventory of Non--paper Holdings (B4)
(1) Hope to complete this week; some microforms, photographic,
and ADP media remain.
(2) DO records not included (not in ARCINS); most are DDSFT;
most are post-1970.
(3)
Review of motion picture film commenced and about one-half
completed; CRP drafted.
C. Guidance to NARS on Sensitive, Unmarked Material (B6)
(1) Drawn up, sent to DO/IMS for comment, got off track by
IMS proposal that DCI talk with Sec/State --- not only
overkill, but this larger issue.
(2) Now back on track, and IMS has suggested a few changes
in guidance; coordinate with DO/PCS, then submit to NARS.
D. Completion of Review of FRUS, 1952-54
(1) All volumes given final clearance except IX, which
conditionally cleared, and IV.
(2) Volume IV --- DO/LA wants to withhold 233 pages in
entirety, an untenable position.
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3. Planning for the Future of CRD (B8)
A. Looking at Central Role in Manuscript Review and Support to
Other Agencies who Continue Programs in View of Disinterest
within Agency for SR ProgramAs P ze-- e- o r~i CC i ri71J74S>,
(1) Can be value in maintaining SR program, even on limited
basis, for RM purposes and depending on requirements of
ISOO's Implementing Directive for new E.O.
(2) Manuscript review trending upward; have drafted proposals
for assumption of central role in manuscript review.
(3) Difficulty in determining manpower requirements for
support to other agencies since their programs not
established yet.
B. NARS Review Requirements
(1) Still unknown; material from all agencies.
(2) Review of State Department files, 1950-54, depends on
State--NABS agreement on funding.
C. DOD (etc.) Review Requirements
Still not determined.
D. Presidential Library review requirements (B5)
(See attached)
E. FRUS, 1955-57, Review Requirements
(1) Estimate of 28,000 pages to be reviewed in 1982-83.
(2) Looking ahead to additional 33,000 pages for
1958-60 series.
F. FRUS Supplemental Review Requirements
Estimate of 62 cu. ft. or 124,000 pages at this time.
G. Manuscript Review Trends.and Requirements (B7)
(1) See attached.
(2) In manpower terms, still consumes only about 2 officers
at current volume.
Sfwve
(3) Central review would G~rej uireAadditional manpower
depending upon volume^ann coordinating requirements.
H. OSS Review Requirements
As yet unknown, and perhaps unknowable, since will
depend upon manuscript activity, FOIA activity, etc.
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STAT
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4P 0
20 January 1982
MANUSCRIPT TRENDS
For slightly over a year (5 quarters), from October 1980 to the present,
we are averaging nearly 4,600 pages per quarter of manuscript review -- all
this is now on an up trend -- and at rate of that up trend, FY-1982 will bring
manuscript review page total into the 20,000's.
Manuscript review totals can be irregular at any short period of time but
overall it is steady enough and growing.
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