THE PRIVACY ACT OF 1974

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP84-00933R000300250001-3
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 30
• Document Creation Date: December 12, 2016
• Document Release Date: November 15, 2001
• Sequence Number: 1
• Publication Date: February 2, 1976
• Content Type: STUDY

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Oics DEVELOPMENT 2 February 1976
PROGRAM
0 J C S P R E S E N T S
WHAT: The Privacy Act of 1974
STATINTL
WHO: OJCS Privacy Act Coordinator
WHERE: GA-13, Headquarters
WIZEN: Monday, 9 February 1976 1500-1600 hours
Tuesday, 10 February 1976 1000-1100 hours
Wednesday, ,February 1976 0800-0900 hours
SYNOPSIS: The speaker will discuss the major provisions of
the Privacy Act of 1974 with major emphasis on
how it affects your rights as citizens and your
responsibilities as employees of a Federal
Agency.
All OJCS employees should attend at least one
session. Additional sessions can be arranged
by contacting the speaker on extension 4011.
/ueo - C'~~
STATINTL
EDP TRAINING STAFF, 0
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FEASIBILITY STUDY
OF A
CENTRAL INDEX
OF INTELLIGENCE INFORMATION
RELEASED TO THE PUBLIC
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Page
I. Introduction . . . . . . . . . . . . . . 1
II. Problem Definition
General . . . . . . . . . . . . ... 3
Specific Requirements . . . . . . . 4
III. Problems/Solutions
DECAL/AEGIS . . . . . . . . . . ... 8
GIMS . . . . . . . . . . .. . . . . . 11
Contracts . . . . . . . . . . . 12
IV. Recommendation . . . . . . . . . . . . . 13
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STATINTL
I. INTRODUCTION
In Reference 1 (attached), equested that a
feasibility study be made for a central index for intelligence
information released to the public. The index would serve the
Information and Privacy Staff (IPS). In particular, the index
would:
? Assist the Information and Privacy Staff and directorate
FOI offices in identifying and retrieving previously released
documents when responding to new FOI requests.
? Enable a damage assessment on the impact of the laws through
the use of a cross referenced compilation of information.
Assist the Office of Legislative Counsel and Assistant to the
DCI when responding to requests for Agency information.
o Provide a list of released documents upon request.
During discussions with other IPS personnel,
representatives from the Office of Security, Information Systems
and Analysis Staff, Office of Technical Services, and
Mrom the Central Reference Service (CRS) as to the scope and
nature of the index, it became apparent that manpower resources to
maintain the index is a crucial IPS consideration. Questions as to
what documents the index should contain, who would do the indexing,
and associated legal responsibilities were also discussed. There was
even a suggestion that the indexing of the data and maintenance of
an indexed data base be contracted out. Substantive discussions,
however, finally focused on the fact that IPS was really at the
STATINTL
STATINTL
STATINTL
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center of activities, the index would be essentially theirs, and
the responsibility of a systems manager and input work would fall
entirely upon IPS. Consequently, IPS prepared a memorandum
(reference 2 - attached) outlining the nature of the records to be
included in the Automated Index Data Base as well as those to be
excluded.
Presently, IPS has been building an'indexed data base using
DECAL, which is.o.n the AEGIS System maintained by CRS. DECAL was
developed by the CRS Systems Analysis Staff (SAS/CRS) when IPS
determined that an index of documents released to the public was
needed. However, at the initiation of this feasibility study, IPS
and CRS questioned DECAL as a suitable system to meet the needs of
an expanded index.
2
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II. PROBLEM DEFINITION
General
Under E.O. 11652, the Privacy Act of 1974, or FOIA, IPS must
respond quickly to requests for information. If the information is
classified, the responsible Agency component must determine what, if
any, information is releasable. IPS forwards the information to the
requester or otherwise informs the requester of the Agency's disposi-
tion of the request.
Often, IPS gets repeated requests for information which has been
previously declassified or sanitized. When this happens, it is impor-
tant that IPS provide the second requester with at least as much
information as they provided the first requester. Therefore, the
indexing system must be capable of determining what information has
already been provided requesters on subjects, countries, and various
other topics or keywords and phrases. Furthermore, the information,
of necessity, must be cross referenced to assure that related requests
receive consistent responses.
In addition, IPS needs to supply other Agency components with
listings of documents which have been sanitized or declassified.
Other listings, sorted in various ways, will be needed for Agency
components such as the Office of Legislative Counsel to facilitate
their handling of possible litigations.
he determination of what documents will be included in the
system and how they will be indexed will be made by IPS. Presently,
IPS estimates that about 2000 documents/year will qualify for inclu-
sion in the data base. That is about eight documents/day and could
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be input easily and maintained by the IPS staff with a single
computer terminal. IPS has found that hard copy listings sorted
first by country, then by subject, and finally by keyword, which
they have obtained using DECAL, will be sufficient to determine who,
what, and when for their day-to-day activities. With only about
eight records being added each day, new listings about once a month
but not more than twice a month should be sufficient to maintain
current and timely information. Periodically, requests might require
an updated listing or query, but the nature of the hardcopy sorts
makes it difficult to see how a record or group or records could not
be found quickly. So far, this has been the experience of IPS; only
a few on-line queries have been necessary in the past year using
DECAL. In summary, no significant requirement for on-line query
capability has been demonstrated. However, IPS is uncertain of
possible future needs, and believes an on-line query capability would
be a desirable option.
IPS does not believe that it will be necessary to keep track of
most documents indefinitely, but a precise time for deleting records
has not been determined. In any event, a maintenance program capable
of automatically deleting document records after a certain date, unless
exempted, is highly desirable. This would reduce the future IPS office
workload considerably.
Specific Requirements
In terms of information content the following data items will be
required for an effective automated index. New data field require-
ments asterisked are those not presently in DECAL.
4
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DOCUMENT NUMBER - Document number is divided into three sub-
(25 to 34 bytes)
fields: organization (3 bytes), office
component (7 bytes), and original document
number (minimum of 15 bytes with a maximum
of 24 bytes desired). Many items such as
memoranda, letters, etc. do not have an old
document number. It is suggested that IPS
develop a systematic and uniform procedure
for tagging these items. Memoranda and
letters could be tagged as - MEMO/Authors
initial/Date, LETR/Authors initials/Date.
* RELEASED AS - The "released as" field records whether the
(3 bytes)
document has been sanitized or declassified.
Since there may be several sanitized versions
of the same document, this field is multi-
valued (or periodic).
* DOCLOC - DOCLOC is the document location (organization/
(7 bytes)
office).
* PAGES - Pages is the physical number of pages sent to
(3 bytes)
a requester. This information is used as a
measure of quantity and cost.
* PUBLICATION DATE -- Publication date is the date the document was
(6 bytes)
published (YRMODA).
* DOWNGRADE DATE - Downgrade date is the date the document was
(6 bytes)
downgraded (YRMODA).
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* AUTHORITY
(6 bytes)
OLD CLASSIFICATION
(1 byte)
TITLE
(40 bytes/line)
KEYWORDS
(25 bytes)
* REQUESTER
(14 bytes)
Authority is the employee number of the
Agency employee who downgraded the document.
Old classification is self-explanatory. No
reference to codeword will be indicated.
Title is the title of the document and may
be a multi-valued (periodic) or variable
length field.
Keywords is a very important multi-valued
(or periodic) field. Keywords, or phrases
treated as a word, describe in a very succinct
terms the contents of the document, over and
above information contained in the title and
other fields. For example, BAY-OF-PIGS,
CASTRO, and INVASION might be considered
keywords in describing a document on the
Bay of Pigs invasion. IPS believes a maximum
of ten separate keywords are needed to describe
each document.
The requester field contains the name of the
first individual requesting the document.
* REQUESTER NUMBER - Requester number is an IPS log number assigned
(8 bytes)
to a request when received. The request
number is the record ID of an automated
log now under development for IPS.
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SUBJECT CODE - The Subject Code field contains the subject
(6 bytes)
or subjects discussed in the document, i.e.
Military Aid, Politics, etc. The subject
code field is a multi-valued field (or
periodic).
AREA CODE - There are two area code fields associated
(3 bytes)
with each subject. These fields contain
STATINTL
* INPUT DATE - A field used for maintaining the data base.
(5 or 6 bytes)
This is the date a record is input into the
system.
Two conversion tables will be associated with the above data.
One table will be needed to convert approximately 300 subject codes
into English equivalents. A second table will likewise be needed to
convert approximately 200 country codes.
In terms of volume, it is estimated that the data base will
stabilize in the neighborhood of 10,000 records. With an average of
475 characters (bytes) per record, the total volume will be about
4.75 million bytes.
In addition, nine separate report programs will be needed to
produce listings. Included in these programs will be sorts by country,
country/subject, country/subject/keyword, keyword, keyword/country,
downgrade date, and requester.
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III. PROBLEM/SOLUTIONS
DECAL/AEGIS
As indicated in the introduction, DECAL was developed by CRS for
IPS because it offered a quick solution to their problems. However,
on examination of the requirements, DECAL continues to satisfy most
and exceeds some IPS requirements. In terms of data content, there
are three fields of information, the number of pages in a document,
input date, and the document location, that have not already been
included in the DECAL data base. Additionally, IPS would like to
increase the length of the old document number field. This, however,
is not a strong requirement by IPS because they have already developed
a systematic way of cutting down extremely long document numbers to
conform with the 15 characters allowed in DECAL. The problem has
been that at the time DECAL was developed, separate fields were not
used for publication date, downgrade date, old classification,
authority, requester, requester number, and released data field.
Since this information is very important for each document, IPS is
inputting the data as keywords. Consequently, only four more key-
words could be input through the initial input form. Presently,
however, even this limitation can be overcome, although not easily,
because a virtually unlimited number of keywords can be input into
a record on a subsequent Batch maintenance job.
Another current DECAL drawback, however, is the limited number
of subject codes which are converted on output into English
equivalents. Presently, subject codes are only broken down into
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seven major subjects on output, i.e. Politics, Armed Forces, etc.
While IPS would like a complete breakdown of these codes into approx-
imately 300 specific subjects, they have indicated that this is not
a strong requirement. In fact, IPS has shown flexibility with respect
to the detailed subject code requirement and has indicated that they
would be satisfied with having the capability of printing and sorting
the data under detailed subject code headers rather than the English
equivalents if the latter alternative presents any great programming
problems. Clearly, however, the latter would be more desirable.
Finally, IPS has had a terminal access problem. Presently, IPS
personnel have to go downstairs and use a CRS terminal, if available,
and this has created some inconvenience.
DECAL represents many advantages, with the most notable - the
system already exists and it works. In addition, DECAL already offers
IPS on-line query capability which exceeds their real requirements.
In stating the type of output IPS personnel wanted from a new system,
no substantial deviations in data content from what they are presently
getting were requested. Another important consideration is training.
Mr. Emerson of IPS already has a high exposure to DECAL and knows how
to make queries using DECAL with minimum SAS/CRS assistance.
One solution then, for an IPS indexing system, is to modify
DECAL. This can be handled by using other fields in DECAL/AEGIS to
store the six mandatory data elements presently being input as keywords.
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IPS would then be able to input up to ten additional keywords per
record on the initial input form. In addition, the number of pages,
document location, and input date could likewise be added to the DECAL
data base.
There are several ways the above modification of DECAL could be
made. One possibility would be to include the additional fields into
an unused AEGIS periodic set. Some of the data such as pages, document
location;: and input date might be stored in unused fixed fields. The
output tables used to convert subjects could be increased. What is
important to note is that DECAL could be satisfactorily modified to
handle the data.
In essence, the above considerations would require the following
modifications to the DECAL system.
? Alter the on-line form to include the number of pages,
document locations, and the mandatory data presently
being input as keywords.
Make available report programs which reflect the new
data fields.
Make available expandable subject codes.
In addition, ODP will need to connect the DECAL System via the
COMTEN 2 or 3 to the Delta Data terminal which IPS is scheduled to
receive. Further, IPS personnel would have to add data to the present
550 records in DECAL to provide the additional mandatory data which
would be required for a modified DECAL system.
In deference to CRS, whose staff is the most knowledgeable of
DECAL/AEGIS, precise cost figures for modifying DECAL will not.be
made; however, a similar situation to modify an application in ODP
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on the GIMS system would cost about $3800. This estimate would
include five manweeks for additional analysis and programming.
Computer cost would be about $400. The actual cost for CRS could
be more or less depending on the peculiarities of AEGIS.
GIMS
A second option would be to develop an entirely new application
using GIMS.
A GIMS system would have the following capabilities:
? On-line input and query capability.
? Hardcopy of on-line queries would be obtainable on
IPS's TI printer or through routing to DAC.
? Hard Copy Reports and listings would be made available.
The application would be essentially the same as the modified
DECAL system.
Resources required would be as follows:
1 GIMS programmer 23 manweeks
At $17/hr, total manpower cost would be:
17 x 40 x 23 = $15,640
Computer cost is estimated to be $2000. Total cost for the GIMS
System would be $17,640. The above manpower estimates includes two
ODP manweeks for user training. IPS, of course, would have to desig-
nate someone on their staff for this training.
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Contracts
Consideration was given to the possibility of contracting both
the software development and the indexing function. The current
requirements, however, do not warrant such a contract. Eight
documents per day to index is something less than a full-time job,
and a contract to perform the indexing would probably take just as
much in-house effort when all factors such as contract monitoring,
day-to-day coordination, etc. are considered. A contract to develop
the software would seem to be likewise misplaced. IPS already has
with DECAL a basic software system which meets major requirements.
With modification, DECAL could become an acceptable system. But
even if a new GIMS system were built, an external contract would
seem inappropriate since the effort is not large and the needed
resources can be made available in ODP.
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IV. RECOMMENDATION
It is recommended that IPS stay with the DECAL/AEGIS system
and submit a request to. CRS to implement the necessary changes.
13
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Attachments:
STATINTL Reference 1: Memorandum For: ODP DDA
From
Subject : Request for Feasibility Study
STATINTL
Reference 2: Memorandum for Discussion
From IPS
Subject: Tentative Proposals as to Records to be
Included in Automated Index to Released
Documents
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\1\ `--- DDA 76-4188
23 August 1976
MEMORANDUM FOR: Director of Data Processing, DDA
STATINTL Director, Central Reference Service
FROM .
ssistant tor Information, DDA
SUBJECT Request for Feasibility Study
1. Numerous Agency documents have been declassified
and released to the public in response to the Freedom of
Information Act or Privacy Act and requests for review under
Executive Order 11652. To date, there is no central indexT
to record this material despite the obvious need for main-;
tenance and publication of such an index. As the volume of
intelligence information in the public domain continues to
increase, the need becomes more critical and we can procras-
tinate no longer.
2. Confirming discussions held at meetings of the
Agency working group convened to address this general problem,
I would appreciate ODP and CRS undertaking a joint feasibility
study for the establishment of the index of substantive docu-
ments officially released through Freedom of Information or
Executive Order 11652 channels. Because of the CRS charter
for indexing and their experience with a similar file (DECAL)
in AEGIS, their participation in the study is desired.
3. This index will serve Agency customers and the public
in general. Primarily, it will assist the Information and
Privacy Staff and directorate FOI offices in surfacing and
retrieving previously released documents in response to new
requests. From the organized compilation of public informa-
tion, the DDO will be able to prepare accurate and meaningful
damage assessments of the impact of the laws. The Office of
General Counsel will find the indexed information useful in
litigation proceedings. The Office of Legislative Counsel. STATINTL
and the Assistant to the DCI, would have
access to the index when they respond to requests for Agency
information. In addition, the listing of released documents
would be available to requesters who wanted to know what we
had released.
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4. Over the past several months, the scope of this index
has been discussed frequently. We do not want to define the
scope so narrowly that future requirements and capabilities
are not anticipated. But, as we envision it now, the index
should be able to answer the question of what documents or
portions thereof have been released on a specific subject and
where the copies of those documents are located.
5. The size of the index is a disputed point. We esti-
mate the annual input to be 3,000 to 5,000 documents, but the
past two years of released material must be included if the
index is to be a useful research aid to what information is in
the public domain. One estimate of this volume is 15,000 to
20,000 documents.
6. January 1, 1977, is our target date for,an operational
index. We hope to be able to put into the system all substan-
tive intelligence documents released after that-date. The
backlog of 1975 and 1976 released material will be done as
time and resources permit.
7. Attached hereto is a copy of the minutes of the
12 August meeting of the Index Working Group which detail the
key elements of information the Group feels should be included
in -the index.
STATINT
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17 August 1976
STATINTL
Office of the Assistant for Information, DDA
SUBJECT: Meeting of the Index Working Group, 12 August
STATINTL STATINTL
1, of CRS and -
STATINTL- oI. ODP attended this meeting in the DDA conference
room to provide technical guidance on our Index requirements.
As a result: of their participation, we agreed that the feasi-
bility study should be a joint effort between ODP and CRS.
2. A List of data elements was distributed and reviewed.
The following items were agreed upon:
=i. Requester (and his organization, if known;
litigants, in the case of court action).
b. Source document originator/holding component.
c. Document number.
Document. title (expanded, if necessary, to be
meaningful; should include the subject of
original request; should keyword geographic
area and specific subjects covered in the
docurnont) .
Or.i.ginal. classification.
how was, document released:
(1) Sanitized (authority and date) or
(2) declassified (authority and date).
Ii. Code and numbering sequence to differentiate
FOIA, E.O. 11652 and PA responses.
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STATINTL
i. Date of record input (to be done autoratically
by the computer).
3. Also discussed was the disposition of Cod of
sanitized documents. Several of the people felt that the
components should not maintain the sanitized copies of their
own documents? but that IPS should be the office o] record
for all document sanitizations.
4. The proposed Index must have an update ca}>.iI i Iity
in order to be a dynamic research aid. If a saniti ;;c'd docu-
ment is requested a second time and more infon-matioii J s
released, the Index must be annotated accordingly. The
latest sanitization is the most important since we would never
release less a second time than we (lid the first.
5. This was the last formal meeting of the working
group. Shortly, will send ODP and CRS the request
for a joint feasibility study. Once that is done, additional
group meetings may be required to coordinate the details of
the Index.
TATINTL
STATI N.TL
EO/DDS&T
DI/FIO
CI
1ODP/DDA
IPS/DDA
SAS/DDA
1DDO
/DDI
1DDI
Distribution:
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MEMORANDUM FOR DISCUSSION
STATINTL FROM
Information and Privacy Staff
SUBJECT: Tentative Proposals as to Records To Be Included in
Automated Index to Released Documents
1. Purpose of Index
There is general agreement on the need for the Agency to
develop a system for recording the declassification and/or
release, in whole or in part, of records of CIA origin. At
the minimum, the system should give users the capability to:
a. List. in orderly sequence declassified CIA records to
facilitate compliance with the "holder notification"
requirements of the National Security Council Direc-
tive (II.E.) implementing Executive Order 11652.
b. Do lookups, either from a terminal or by means of
machine listings, to determine whether specific docu-
ments have been previously released.
c. Search for previously released records pertaining to
a historical event, a foreign area, an organization,
an individual, a project, or any other topic which
might be the subject of a future request.
d. Determine where copies of previously released records
may be obtained.
e. Compile listings of released records for the perusal
of members of the public, which, according to some
authorities, is a requirement of 5 U.S.C. 552(a)(2).
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2. Assumptions
In various meetings where the need for an index was
discussed, spokesmen for other Agency components stressed
their desire that the data base be all-inclusive, covering
"information" (e.g., disclosures found in the reports of
the various groups which investigated the CIA) as well as
documents released to members of the public by the Agency
in administering the Freedom of Information Act, the Pri-
vacy Act, and Executive Order 11652. No component, however,
has volunteered to maintain the index or to contribute sub-
stantial resources toward its maintenance. We are proceeding,
therefore, under the following assumptions and constraints:
a. 1aintenance.of the data base (i.e., selection of
records, indexing, data input and verification,
etc.) will be the responsibility of the Information
and Privacy Staff, with systems support provided by
the Office of Data Processing. The Central Refer-
ence Service will be asked to assist in devising a
standardized scheme for recording bibliographic
citations, which is complicated by the diverse
nature of the items to be indexed.
b. No additional manpower will be added to the Informa-
tion and Privacy Staff, thereby limiting the coverage
of the index to what can be accomplished with the
manpower currently-available. (Indeed, the on-board
strength of the Staff may be reduced during the coming
Months.)
c. !{ith rare exceptions, the file coverage will be
confined to records released pursuant to Executive
Order 11652, the Freedom of Information Act, and,
very selectively, the Privacy Act. Any program to
develop a capability for retrieving data concerning
other categories of information releases (e.g.,
information disclosed in the Church and Rockefeller
Committee reports, documents or information included
in the Pentagon Papers, records released in the
course of litigation, press releases, etc.) will
result in a separate, but hopefully compatible,
system(s).
d. The system design should be such as to permit future
expansion with respect to scope of coverage and data
elements indexed.
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e. Inputting of records into the existing DECAL system
should be continued in the interim, with the expecta-
tion that this file will be converted to the new
record format as soon as a new index system is opera-
tional.
f. It would be desirable to retroactively index, on a
time-available basis, all significant CIA records
released since 19 February 1975, the date that the
amended Freedom of Information Act took effect.
g. The information retrieval capabilities represented by
the IPS subject case filers and the automated log now
under development should. be taken into account in the
design and scope of the proposed index to released
records.
3. Subject Matter Coverage
.11.1henever a request is received which duplicates, or is very
similar to, one previously processed, we must be able to identify
the earlier request(s) and locate all relevant files. By so
doing, we would be able to avoid redundant searches and reviews,
and also ensure that we did not deny information to one requester
which had already been released to another. At the risk of over-
simplification, it can be said that any of the broad areas listed
below could be the subject of repeated requests, and therefore
responsive records released should be indexed or retrievable
through some other system:
a. Reporting and analysis on any foreign intelligence topic.
b. Information maintained by the Agency on U.S. domestic
organizations and institutions.
c. Information pertaining to the Agency mission, functions,
organization, history, etc.
d. Information on programs '(such as drug ex",erimentation)
widely regarded as extralegal or falling outside the
Agency charter.
e. Information concerning Agency covert action programs.
f. Information on public figures (U.S. or foreign; living
or dead).
g. Information on topics of proven interest (such as UFOs
or the JFK assassination).
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4. Records to be Excluded from Index
Inindexed material will nonetheless be subject to a measure
of control. With regard to those records released to the public
in connection with FOIA, PA, and EO requests, the IPS case files
contain lists of records denied or released in their entirety,
plus actual copies of all records released in sanitized form.
Moreover, documentation in these files identifies the components
holding the records not physically included in the folders. Re-
trieval, however, is now limited to retrieval by name of requester
or case number (supplemented, of course, by the recollections of
individuals who worked on the requests) . Indexed material, on
the other hand, will be retrievable by any combination of attri-
butes (document number, document title, keywords, area code,
publication date, original requester, originator, sanitized or
declassified, ad inf.).
The Information and Privacy Staff currently maintains a
manual log for all FOIA, PA, and EO requests. The Office of
Data 'rocessing has under development an automated logging
system to replace the manual log. One of the capabilities of
the automated log will be that it will be possible to search
the "subject" field, probably through keywords. If this system
is implemented, the automated log would thus enable us to
identify previous requests for records on named projects,
organizations, individuals, etc.--assuming that the search
topics had been keyworded--and examine the relevant case files
to determine what has been released.
It is proposed that the following categories of records--
some of which are seldom involved in request responses anyway--
not be indexed:
a. Open source materials.
b. Unclassified records, unless released in segregated
form.
c. Records originated by other agencies, even though they
may contain information derived from CIA reports or
concern CIA activities or personnel.
A. Unclassified maps, reference aids, intelligence studies,
translations of foreign broadcasts and press items,
etc., released to the public through the facilities
DOCEX/LC, NTIS/Coru^erce, or the GPO.
Approved For Release 2002/?1J98,~~QDP>4-p P9~313Q,~Q0250001-3 3? 1 1'17n, V77 -
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 Approved For?Jase 2002/01/08: CIA-RDP84-0093300250001-3
e. Speeches, Congressional testimony, press releases, and
similar materials not involved in requests from the
public.
f. Records declassified as a result of the 30-year declas-
sification review program.
Records which, if released to anyone other than the
original requester, would constitute an invasion of
personal privacy.
S. Records to be Included in Index
Subject to the exclusions listed above, all records released
pursuant to FOIA, En, and PA requests from the public will be
considered for indexing. It is anticipated that all CIA records
released in connection with EO (mandatory classification review)
requests will be indexed; that a large percentage, but not all,
of the CIA records released in connection with FOIA requests will
be indexed; and that very few of the CIA records released in con-
nection with PA requests will be indexed. It will be the respon-
sibility of the IPS case officer to review all releases, identify
the records which meet the criteria for inclusion in the file,
and set aside copies for indexing.
It is expected that the types of CIA records listed below
will be among the items indexed:
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STATINTL
a. Intelligence information reports and cables
b. Finished intelligence (intelligence memoranda and
reports, situation reports, current intelligence
daily and weekly periodical issuances,
versions, as well as the final disseminated versions
of certain of these series, and, of course, the
nomenclature has undergone change.
STIRs, NISs, ~;IFs , SNIEs, etc. Y. The
system s ould be designed to accommodate draft
c. Typescript monographs--usually in the fore of memo-
randa--which received limited dissemination.
d. Reference aids.
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e. Staff studies and related policy, nanagement,.investi-
gative, or operational papers.
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 Approved Forase 2002/01/08 : CIA-RDP84-0093300250001-3
f. Correspondence. (Transmittal letters and memoranda
containing no substantive information would not be
indexed, however, unless released in sanitized form.)
g. Staff cables.
h. Agency administrative issuances such as notices,
regulations, directives, handbooks, etc.
i. Maps.
J. Photographs and motion picture films.
Ic. Agency histories.
1. Certain computer listings.
m. Forms.
6. Other Options Under Consideration
It has been suggested that it night be desirable to
design the index system so as to accoodate references to
"files" as well as individual documents. This option would
be followed in instances where a large number of records
has been released, many of which would not meet our standards
for inclusion in the index (e.g. newsclippings or-items) STATSPEC
Examples would be the "Rosenberg documents" and the "Kennedy
assassination" documents. A variation of this approach would
be to index selectively individual documents judged to be of
general interest, in addition to indexing the "file" as a
separate entry. If the Staff's plans for an automated log
materialize, however, the file entry approach should be unnec-
essary since the log would afford us the sane retrieval capa-
bility.
Another suggestion is that we explore the possibility of
contracting out the tasks of document indexing and data input
preparation. There would seen to be no security problems,
and this option would greatly ameliorate the manpower problem.
STATINTL.
IPS cb/16 September 1976
Distr, uti.won:
Orig., Aj.dressee
1 S Chrono
1 SIPS Subject File
STATINTL
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 Approved FoLRelease 2002/01/08: CIA-RDP84-00933R000300?30091--3._._ _
24 November 1976
ODD -1 FOR :
FROM
Information and Privacy Coordinator
SUBJECT : Privacy Act Request.
STATINTL
STATINTL
1. This is in reply to your request for a copy of your
fitness report, 1 January-31 Decerr.1975.
2. Attached is a copy of segrcgablo portions of the re-
quested report. Deletions have been made under the exemption
provisions of the Privacy Act of 1974. The specific subsection
pertinent to the deletions made is (j)(1).
3. By way of explanation, subsection (j)(1) of the Pri-
vacy Act permits the Director of Central Intelligence to exempt
those portions of documents which consist of, pertain to, or
would otherwise reveal the names of Agency employees, as defined
in Section 6 of the CIA Act of 1949, as amended.
4. As specified in the Privacy Act, I am advising you of
your right to appeal these determinations to the appropriate
senior official, by writing to the undersigned.
5. We trust that the attached document will meet the
requirements of your request.
STATINTL
Attachment
IPS/DM/ps: 24 Nov 76
Distribution:
Orig. - Addee
1 -
IFS
Chrono
1 -
IPS
CP
(P-76-2111)
-
oP
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 STATINTL Approved For Release 2002/01/08 : CIA-RDP84-00933R000300250001-3
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