MAJOR PROBLEMS TO BE RESOLVED DURING THE DEVELOPMENT OF AUTOMATIC DATA PROCESSING APPLICATIONS IN ISS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP93B01194R001700140008-4
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 10
• Document Creation Date: December 23, 2016
• Document Release Date: November 15, 2013
• Sequence Number: 8
• Publication Date: September 28, 1979
• Content Type: MEMO

41.46,1F/FkF/V(LfE_ /4 A-1! 47 /S,TAT
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()
28 September 1979
MFMORANDIN FOR THE RECORD
FROM
'Information Services Staff/DDA
SUBJECT: Major Problems to be Resolved During the Development of
Automatic Data Processing Applications in ISS
I. On 21 and 22 June 1979, the following ISS managers and analysts
met at the Agency Archives to review the work that has been done to date
on each of our Automatic Data Processing (ADP) systems, to brief each
other on what we are doing, and to discuss what we would like the future
of our systems to be:
C/CRD
Records Reviewer OPS/CRD
DC/ARCB/RMD
C/DDSU/CRD
Records Reviewer CRD
C/RMD
Records Analyst RSB/RMD
C/NFAC/CRD
Records Analyst RSB/RMD
Systems Analyst ITB/PMD
C/AININ/CRD
C/ITB/RMD
ISS
C/ARCB/RMD
Systems Analyst ITB/RM[)
II. During the conference, we identified 19 problem areas or
issues which need to be resolved. These problem areas are outlined
below and then explained in detail along with a brief statement of the
action that will be taken to try to solve each problem. The problem
list is not intended to be a complete reiteration of all problem areas
or concerns mentioned during the conference. Many questions were raised,
discussed, and answers given during the conference. The 19 problem
areas identified are problems of importance to which we must allocate
varying amounts of time and effort to resolve.
STAT
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III. The problems fall into four categories which we astutely
label A, B, C, and D. Problems that relate to more than one system are
presented first. These problems are discussed under the heading "Problems
related to The Records Information System." Our thoughts on the purpose
and scope of The Records Information System are presented there. Then,
in parts B, C, and D, the problems associated with three indiviannl
'systems are presented.
STAT
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STAT
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R
Next 18 Page(s) In Document Denied
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Thursday
AGENDA
STAT
0900
Kickoff
0915
Records Management View
0945
Records Center and Archives
1010
Coffee B reek
1030
Classification Review
1100
Micrographics systems
1115
The view from the implementors
1200
Lunch
1315
Discussion I: Questions and concerns
141,5
Break
1430
Discussion II
'STAT
1600
n Office Automation"
ChiefsSystems
Division; Wk
1708
Leave for dinner
STAT
171'5-1815
Dinner is served
111148E
0906 Dismission '
101g Coffee Break
1030 Discussion IV
1200 Lunch
COMlUding session:
Review action items and issues
Identify issues to be inc3.uded in paper
Assign action items
1500 Leav e for Washington .
4
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PROPOSED DISCUSSION TOPICS
Vn would 1
STAT will have
ISS ADP PLANNING CONF
21-22 June 1979
0
COMPUTER HARDWARE
know more about the type of computer equipment they
and where it will be located.
needs one more computer terminal (they now have one terminal in
Key Bldg).
/Pl. is concerned about computer reliability. They can generate a large
input backlog when computer is down.
CRD would like to know how an on-line input and an on-line search
capability will impact the way they now do their work.
STAT
COMPUTER USE
;would like to know more about the back-up procedure
1-11ow when the computer is down.
/ 4---lwants to know who is going to key shelf lists when backlog is done.
feels that CRD has a serious problem in getting qualified people
Tii-ao data entry and data verification work. Higher grade slots are
needed.
CRD would like to have a technique for measuring the accuracy of their
data. Accuracy includes review decision errors as well as keying errors.
Can some checks be devised to prevent errors.
says that we have some problems to solve in assigning classifications
to computer printouts.
feels that better documentation is needed for our development work
E:irli-a:our use of active applications. Better planning documents and user.
manuals.
thinks that someone should develop an ADP training plan for ISS
people who will be most involved in running our computer applications.
STAT
STAT
STAT
STAT
STAT
STAT
STAT
STAT
STAT
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Li?
COMPUTFR USE CONT'D
concerned about the possibility of having to merge DARE data
feels this data is too
with other ISS computer applications.
sensitive for a data sharing environment.
HANDLING RETIRED RECORDS
feels that it may take longer to process a request for retired
records after computer-is installed. Generally feels that computer
application may not be cost effective.
is evaluating the practite of recording classification review
data on the document rather than on a computer input sheet.
CRD does not know what they will be required to do on the 10th anniversary
OT?the initial classification review. Will they have to review everything
again (while trying to keep up with first-time reviews); will they have
to create a new index item for DARE.
feels that computer is placing constraints on the way people
retire and retrieve records. Haw do we retire a couple of inches of
microfilm?
believes that "open-end" jobs should be allowed.
have had some problem with identifying storage spaces and
volume statistics for odd size records and artifacts.
wants to know how OSS records are going to be indexed into ARCINS -
and RAMS. Since part of this collection is going to NARS, -how will
we know who has what.
has a problem in that the records he receives for review are
E?ntly not in good order and are not sent by the Directorates
on a timely basis.
INFORMATION REQUIREMENTS
has a unfullfilled requirement to collect information on documents
that have been microfilmed.
would like to have a computer printout from ARCINS-showing folders
t at ve an 14 in the media column.
STAT
STAT
STAT
STAT
STAT
STAT
STAT
STAT
STAT
STAT
STAT
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\,z)cj
INFORMATION REQUIREMENTS CONT'D
F----ithinks that more work needs to be done on determining the information
requirements of Agency records managers.
ISS INTERFACE WITH OTHER ORGANIZATIONS
sees a problem with the DDO duplicating our efforts to index
retired records. Other organizations may also duplicate our work.
DDO has not yet provided ISS with shelf lists.
CRD is concerned about the exchange of data between people working on
mandatory review and CRD people working on 20 year systematic review.
has a'new problem area in that CRD is being asked to get DCI
certification that the sanitized portions of released documents
are in fact classified.
KEEPING INFORMED
sees a problem in the fact that we are not well informed on the
ADP activities of the staff.
says that his people are often asked questions by records reviewers
on the capabilities of the computer applications we are developing.
He is not sure they understand enough about these applications to
properly explain them-to others.
STAT
STAT
STAT
STAT
STAT
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\awl
STAT
Members of the CRG "delegation" to the ADP conference have proposed
the following points for discussion. T relayed these to
who put them on Susie's list of topics, except for point 9.
1.
Capabilities and limitations of an automated system. I told
had suggested this be first on the agenda so that we would
be starting the discussion with a bit more information. He said he would
see what he could do.
2. Some method for determining our error rate so that we can judge
the effectiveness of changes in the system.
3. What data are we going to have to produce from our data base in
years to come? Are we reaspna y sure we are putting the right data in?
Are we entering too much?llre- his is an agency program, what data do the
four components want us to enter?
4. To what extent can we perform a re-review function by computer?
5. One of the more immediate problems is how to enter into the DARE
system documents declassified or downgraded under FOIA or mandatory review.
6. How can CRG perform its responsibilities with limited assets
currently assigned to it?
7. Additional assets and a firmer procedure are needed to assure
qualtity control, both from a review standpoint and that of keying into
the system.
STAT
8. When do we expect to be on line with' the DARE system? What
additional flexibility will this provide? How can we use it to our advantage?
What limitations will it impose?
9. All CRG participants see the DARE system purposes as being entirely
separate from the two other systems concerned and see no advantages in a
merger. There are, in fact, some possible disadvantages and limitations.
As mentioned above, I did not gige point 9 to because I did not SI-AT
want it to appear that CRG had already made up its collective mind before
hearing opposing views.
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STAT
STAT
NOTE FOR:
SUBJECT : Points for ADP Conference
1. Seems to me that the DARE system is an entirely separate entity
serving a particular purpose not related to the RAB systems or functions.
Therefore, based on what I now understand about the three systems, do not
see why we should be working to combine them. Perhaps there are reasons...
we need information at this point.
2. As for DARES arewe assured that we are putting4everything we may
want to use or get back in future years. A real requirements study and
"crystal ball" exercise for system use 10-20-30-40 years hence is in order
here. This involves top level approvals, complete cooperation, and fat.
participation by all components. If classification review is supposed to
be an Agency program, let's operate it as one.
3. CRG does not have the assets to perform its DARE system responsi-
bilities, even as we understand these responsibilities today.
4. CRG needs a procedure and assets to perform quality control on
the DARE system holdings.
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\z.)
STAT
STAT
STAT
STAT
STAT
MEMORANDUM FOR:
FROM
12 June 1979
Acting Chief, Information Systems Analysis Staff
SUBJECT ISAS ADP Planning Conference
1. On 21 and 22 June, the Information Systems Analysis Staff
will hold a planning conference on the development of our data
processing systems. I would greatly appreciate your participation.
The conference will be held in the Archives Building.
2. The purpose of the conference is to review the work that
has been done to date on each of our ADP systems, to brief each
other on what we are doing now, and to discuss what we would like
the future of our systems to be. Special attention will be given
to problem areas which could inhibit the development of the systems.
As a product of this conference, I would like for us to produce a
paper that presents the major management and/or technology issues
that will have to be resolved as we move ahead with the development
of our ADP systems.
3. I have asked
Coordinator.
on developing the agenda.
ments for rooms and meals.
Attachment
of RAB to serve as Conference
have been working with him.
Pete will also make the necessary arrange,-
A proposed agenda is attached.'
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