NEW REQUIREMENT FOR DS&T'S RESEARCH AND DEVELOPMENT PROGRAM--DEVELOPMENT OF A RECORDS DISPOSITION SYSTEM

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP95-00972R000100050003-3
• Release Decision: RIPPUB
• Original Classification: U
• Document Page Count: 3
• Document Creation Date: December 27, 2016
• Document Release Date: December 14, 2012
• Sequence Number: 3
• Publication Date: September 7, 1984
• Content Type: MEMO

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Declassified in Part - Sanitized Copy Approved for Release 2012/12/14: CIA-RDP95-00972R000100050003-3
A UNLLASSI t'itU
FOR OFFICIAL USE ONLY
/LW R--int
MEMORANDUM FOR: Deputy Director for Administration
STAT ATTENTION:
STAT FROM:
SUBJECT:
REFERENCE:
Planning Officer, DA
Director of Information Services
OIS 84-420
7 September 1984
New Requirement for DS&T's Research and Development
Program--Development of a Records Disposition System
DDA multiple addressee memorandum dated 14 Aug 1984 title
FY 1987 Research and Development Program (DDA 84-2423)
1. The Office of Information Services proposes that the first phase
an information management and security requirement be included in the DSWI
FY 1987 research and development program.
2. The first-phase requirement is for the development of an expert c
knowledge-based system to help Information Services Centers, registries, a
other document control points with front-end records disposition; that is,
system that will provide a determination as to which record series and fil
document belongs. Knowing the record series provides information as to
whether a document is permanent (to be eventually transferred to the Natic
Archives and Records Service [NARS]) or temporary (to be destroyed at a ti
specified by NARS in records control schedules); knowing the file identif
the record series and component(s) to which a document belongs. (As state
in the next paragraph, file identification could also be used to determine
which individuals within components are authorized access to a document.)
Currently there are hundreds of-records series and hundreds of thousands c
files that fall under these records series. Due to the volume of material
and the complexity of disposition instructions, determining the dispositic
of the vast majority of documents without benefit of a front-end system is
exceedingly difficult, time-consuming process that often cannot be
accomplished without periodic file reviews.
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3. Fulfilling the first-phase requirement, in conjunction with
obtaining and inputting the massive amount of information needed to make t
system viable, would provide the basis for the further development of an
"electronic document information management and security system." As
conceptualized now, this system, a text-understanding system, would suppot
the digital storage of the vast majority of the ',/ery large number of
documents handled and processed in the registries supported by the MI CarE
Sub-group by automating the disposition, routing, and control functions.
is expected that the system would eventually free most personnel in MI
registries to perform higher-level information management functions. In
addition, using component-originated access lists developed for documents
within selected files or series of files, it is expected that the system
would restrict to designated individuals t.he ability to (a) access, (b)
print, or (c) modify data. The system should alsc>record the identity of
each individual who has had access or attempts access without authorizatic
or the appropriate clearances. In summary the completed system, in
conjunction with the changes to existing document handling practices
necessary for its implementation, would:
Provide for automatic records disposition (the systematic
purge of unneeded data from Agency information handling
systems).
Support electronic document storage and life-cycle
management.
Automate the "routing" or component access process.
Provide the capability to restrict access of data to
individuals on a need-to-know basis.
Provide the capability to restrict printing of data to
designated individuals.
Provide the capability to restrict the modification of dz
to designated individuals.
Record the iden,tity of each individual who accesses, prir
or modifies data.
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STAT
STAT
Record the identity of each unauthorized individual who
attempts to access, print, or modify data.
Free most MI registry personnel for other duties.
For additional information concernina the above r,ipe, cant-act c
Fler-tranically cransmitle-
/s/
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Declassified in Part - Sanitized Copy Approved for Release 2012/12/14: CIA-RDP95-00972R000100050003-3