TOP SECRET COLLATERAL DOCUMENTS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP10T01930R000600030011-9
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 10
• Document Creation Date: December 22, 2016
• Document Release Date: October 17, 2012
• Sequence Number: 11
• Content Type: MISC

Declassified in Part - Sanitized Copy Approved for Release 2012/10/26: CIA-RDP1 OT01930R000600030011-9
TOP SECRET COLLATERAL DOCUMENTS
WHAT
Top Secret collateral documents, not qualified for control access,
distribution, and protection as mandated for sensitive compartmented
information (SCI) and other special access programs. Top Secret is the
classification assigned to national security information that requires the
highest degree of protection. Top Secret classification is based upon the
determination that unauthorized disclosure of the information reasonably
could be expected to cause exceptionally grave damage to the national
security of the United States.
HISTORY
1972 Office of Central Reference transferred the responsibility
for controlling collateral Top Secret material to the
Office of Security.
1975-1976 Office of Security developed and implemented the Top Secret
Control Automated Data System (TSCADS). Information was
taken from office log and control cards to build the data
base.
Office of Security created a Manual For Top Secret Control
Officers emphasizing control and accountability of TS
documents, identifying TSCADS data entry procedures, and
maintenance of TS office documents.
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TS collateral document control duties divided between
Offices of Security and Information Services.
Processing backlog eliminated
First Inventories conducted based on current information
Development begun for TSCADS upgrade.
Part 4 of EO 12365, National Security Information, prescribes a uniform
system for classifying, declassifying and safeguarding national security
information.
In accordance with the requirements, the Agency established
STAT
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Responsibilities
(1) The D/OS is responsible for development of.uniform
security policy and standards for the control of collateral
classified material.
(2) The D/OIS is responsible for establishing policy and
procedures for the management of the Agency Top Secret
Control Program and the TSCADS.
(3) Operating officials are responsible for ensuring that
components within their jurisdictions provide the
necessary nput to TSCADS when such material is received
from out/side the Agency, created within their components,
transmitted between components, dispatched outside the
Agency, destroyed, downgraded, declassified, or retired to
the Agency Archives and Records Center.
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A Top Secret collateral document requires control when an:
Office originates Top Secret collateral document
Office receives a Top Secret collateral document from outside the
Agency.
WHERE
The Agency has 50 Top Secret control points located throughout offices
for control and accountability of these documents. The distribution of
control points by directorate is as follows;
DDA - 16
DCI - 13
DDI - 12
DDST - 8
DDO - 1
Each Top Secret control point has one or more designated officers
(Reference Area Top Secret Control officers "directory") for controlling
these documents.
The Form 26 'Control and Cover Sheet for Top Secret Document
(Collateral)' is attached atop each document/copy. The current Form 26 is
divided into three parts;
1. Green Sheet
2. White Sheet
3. Manila Card
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The "Green Sheet" is attached to the document to alert by sight of
color, that this is a collateral TS document. The cover sheet is used to
record all individuals having seen the document, requiring date and
signature. The final document disposition (Destroyed, Downgraded, and
Destroyed) is recorded by executing official and forwarded to Agency TSCO
for recording in TSCADS.
The "White Sheet" is submitted to Agency TSCO identifying the
originators action of creating a document and is entered into TSCADS. The
originating information, e.g., office is entered excluding responsible
office information. This eliminates the originator from having to record
the same information on a Form 3940, TSCADS 'Incoming Top Secret Documents,'
whenever a Form 26 is prepared.
The "manila card" is retained by the Area Top Secret Control officer
for office record and may be used in place of Form 516, Top Secret Control
Card.
The Form 3940 TSCADS INCOMING TOP SECRET DOCUMENTS is used by TS
collateral document recipients to identify receipt of documents and their
movement from one office to another among the Top Secret control points of
responsibility.
Cy 1 Agency TSCO Cy 2 Area TSCO
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The Form 3940A 'RECORD OF TOP SECRET DOCUMENTS TRANSFERRED TO AGENCY
ARCHIVES AND RECORDS CENTER' identifies documents retired by a responsible
office to the Agency Archives and Record Center for storage.
1 - 3 AARC
1 - Return ATSCO
2 - Agency TSCO
3 - AARC
4 - Returned by RMO
5 - Extra Copy
The Form 2600 'DOCUMENT/COURIER RECEIPT' is used for recording the
transfer of TS collateral documents by way of Agency/government couriers
from one office to another. The six form parts are used accordingly;
1 - on document within pack
2 - originating office copy with courier signature
3 - recipient signature
4-6 - additional courier copies
TSCADS
The Top Secret Control Automated Data System (TSCADS) is a centralized
data base of information on Top Secret collateral documents. Each TSCADS
document is uniquely identified by a Top Secret control and copy number with
additional system information providing document description, control point
designation or recorded disposition.
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The current system provides the following data elements:
DATE ELEMENTS
TSNO
ODATE
ODIRECT
OOFFICE
PAGES
ATTACHMENTS
TITLE
OAGENCY
RDATE
RDIRECT
ROFFICE
Assigned Top Secret control number
range to each office beginning
calendar year
6 digits
1-2 identify year assignment
3-6 identify document number
document copy number
document origin date
directorate of origin
office of origin
number of document pages
number of document attachments
document title or subject
document origin outside of Agency
date recipient received document
recipient directorate
recipient office
date of last document status change
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DISPOSITION
The Top Secret document dispositions as recorded in TSCADS
30 January 1984 are as follows:
RECORDS
50588
22798
Unaccounted 12554
Total 245,464
Top Secret document distributions by responsible Agency Directorate
Active
Retired
Unaccounted
DDO
56
13
14
DDI
27
41
45
DCI
9
32
12
DDA
5
5
2
DDST
3
9
27
OFFICE
Information Control Branch
Document Accountability Section
Terminal/menu Inputting/changing/deletion
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STAT
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Any one of these last three acts require submission of Form 26 to Agency Top
Secret Control Office. OIS is office of record of Form 26 "GREEN SHEETS"
for 10 years. Hardcopy files maintained at Office and Record Center in
Disposition/TS number order for reference.
INVENTORY
Separate document listings are provided each of the 50 AREA TOP SECRET
CONTROL OFFICERS for review and validation with internal holdings or control
records.
The ATSCO notes changes to inventory listings and returns to Top Secret
Control Office for TSCADS entry. Along with accounting for current office
holdings the inventory review identifies documents which had failed to be
recorded into the system.
After inventory processing a revised listing is generated and used as
reference for performing an office audit of Top Secret collateral document
holdings and control procedures.
AUDIT
The audit request physical sighting of documents or control records to
support inventory disposition listing.
Active - document
Retired - Shelf List
A random sample of office documents is selected for review. In
addition to fulfilling the office audit requirement document sample sets are
selected with emphasizes on viewing documents for which missing information
exist in the current TSCADS. In many cases the information is available on
documents in file, for example originating date.
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Following the audit a memorandum is prepared (addressed to ATSCO office
MANAGEMENT), identifying performance of the audit, indication of the
complete office document set, the number of documents sighted, and a
statement of recommendation (if any) for improving document control
procedures.
SHORT - TERM REMEDIES
- Provide quarterly reports to "high-volume" offices to facilitate a
mini-inventory of internal holdings.
- Maintain form information processing at "current" level.
- Perform internal system reviews to ensure information validity.
CfG'~7Vp ~1~5
LONG TERM R?M? 3ES
- The upgraded TSCADS will provide an on-line system for offices to
record and maintain Top Secret collateral document control
(disposition) information. This is not a registry-fepf N e -
document control system.
- The system will automatically perform validity checks for certain
document category entries by users.
The basic information document descriptors, i.g., office, date, title,
will require entry only one time by the originating office.
The current office function would progress from data processing (add,
delete, change) to office audit of document and control procedures.
Reduce Forms 3940, 3940A activity but not eliminate.
`= Declassified in Part - Sanitized Copy Approved for Release 2012/10/26: CIA-RDPl OT0193OR000600030011-9