CIA'S IMPLEMENTATION OF THE SYSTEMATIC REVIEW REQUIREMENTS OF E.O. 12065 AND ITS PREDECESSOR E.O. 11652

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP85B00236R000200130005-4
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 5
• Document Creation Date: December 12, 2016
• Document Release Date: December 18, 2001
• Sequence Number: 5
• Publication Date: February 5, 1980
• Content Type: MF

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CENTRAL INTELLIGENCE AGENCY
WASHINGTON. D.C. 20505
ISS Registry
2O -o9z
5 February 1980
MEMORANDUM FOR: Mr. Douglas Cannon
Deputy Team Leader
Logistics & Communications Division, GAO
STATINTL FROM:
STATINTL
e , Information Services Staff
Directorate of Administration
SUBJECT: CIA's Implementation of the Systematic Review Require-
ments of E.O. 12065 and its Predecessor E.O. 11652 -
REFERENCE: Telephone Conversations of 4 and 7 January 1980. between
Mr. Cannon and Concerning Specific GAO
Questions
1. Your questions and answers thereto are set forth below in
logical sequence:
Q. Status of Records Schedules - total holdings with percent permanent
and temporary.
A. The Agency has Records Control Schedules approved by the National
Archives and Records Service identifying permanent and temporary
records. However, a precise percentage breakdown of permanent and
temporary records depends upon: (1) completion of our records review
which under ISOO Directive No. 1 isn't due until December 1, 1980;
and (2) updating of our records control schedules. At this point
the estimated Agency total records holdings, both permanent and
temporary, is 274,997 cubic feet of records. 224,199 cubic feet
are considered temporary -- an estimated 50,798 cubic feet are
permanent as follows:
TOTAL (cu. ft.)
PERMANENT (cu. ft.)
24,497
24,497
68,517
HEADQUARTERS
181,983
Constituting:
DCI
5,237
estimative factor of
DDA
48,935 X
5% - 2,708
DDO
32
416
DDS&T
,
40,441
estimative factor of
15,489
NFAC
54,954 X
10% - 12,781
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ESTIMATED TOTAL PERMANENT RECORDS 50,798
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Estimate of percent of CIA records which must be reviewed document
by document as opposed to bulk declassification.
A. Generally all CIA permanent records must be reviewed document by
document to avoid the inadvertent declassification of national
security information meeting the classification criteria of E.O.
12065. Certain unique files, such as chrono files of an office,
which are largely classified and in which file integrity is essen-
tial, may be reviewed on a folder basis. Under this procedure, the
file is reviewed as a single document. Classification of the file
is maintained with each document stamped for individual review if
it is requested under the FOIA or Mandatory review provisions of
E.O. 12065.
Number of pages reviewed to date and percent declassified - OSS vs.
CIG/CIA. .
A. CIA has reviewed 862 cubic feet or 1,724,000 pages of OSS permanent
records for accessioning to NARS, of which a first increment of 200
cubic feet has been accessioned. Over 90% of OSS material reviewed
thus far has been declassified. CIA has systematically reviewed
1,166,384 pages of CIG/CIA information 20 years of age or older of
which 58,161 pages or 4.98% has been declassified.. Declassification
of later information varies according to category. For example, of
855 documents constituting 9,786 pages of older (1947-1950) finished
intelligence reports reviewed, 7,133 pages or 72.9% were declassi-
fied. On the other hand no permanent information on certain sensi-
tive operations can be declassified.
Q.
The estimated number of pages of permanent records to be reviewed
by 1988. Rate of review with current and projected resources.
Shortfall if any.
A. Of the estimated 50,798 cubic feet of permanent records, some 25%
are "guesstimated" as 20 years of age or older. An additional 25%
are estimated as becoming 20 years of age or olderby 1988. The
estimated workload to be accomplished by 1 December 1988 is there-
fore half of the permanent records or 25,399 cubic; feet. At 2,000
pages per cubic foot, the estimated number of pages to be reviewed
by.1988 is 50,798,000. In FY 79, excluding OSS documents, 20 CIA
review officers systematically reviewed over a period of 250 work
days, nearly 700,000 pages of material. An additional 11 personnel
were involved as intelligence assistants, data inputers, secretaries,
and managers. The rate of review was 140 pages per day per reviewer.
Estimated number of pages reviewed per year at the: FY 79 rate are:
FY 80 - 1,050,000; FY 81-84 - 1,225,000; and FY 85-88 - 1,330,000;
or a total of 11,270,000 pages. This number amounts to 22% of the
estimated workload to be completed during the period FY 80 through
1988 leaving a shortfall of 78%.
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Q. The number of CIA personnel working on systematic review for declas-
sification and the yearly cost beginning with FY 73 to FY 80 with
projections'for FY 81 - FY 88.
A. CIA personnel allocated to systematic review and costs incurred are
set forth below beginning with FY 73 and continuing through FY 88.
It should be noted that CIA's review program began modestly in FY 73
with 3 part-time independent contractors to review OSS documents.
This part of the systematic review program subsequently increased
to 15 part-time independent contractors at an annual cost of $160,000.
This allocation rate of personnel and funds for OSS documents is
projected through FY 83 when hopefully all OSS documents will have
been systematically reviewed.
In FY 77 and FY 78 components began to detail personnel for the
systematic review program pending the authorization of required new
positions. In FY 79, 39 new positions were authorized for the
systematic review program with an additional 5 positions projected
for FY 81. Approval was also secured to hire retired annuitants as
part-time contract employees equivalent to 8 AE. A 5% inflation
factor is included in cost projections beginning in FY 82.
FISCAL YEAR
NO. OF PERSONNEL
COSTS
1973
3
$ 31,500
1974
7
65,000
1975
10
94,484
1976
15
143,650
1977
25
421,820
1978
30
547,022
1979
46
1,038,277
1980
57
1,647,000
1981
62
1,728,000
1982
62
1,806,400
1983
62
1,896,720
1984
47
1,823,556
1985
50
2,019,600
1986
50
2,120,580
1987
50
2,226,609
1988
50
2,337,939
TOTAL
$19,948,157
Q. If CIA were relieved of the systematic review requirement and con-
tinued mandatory review only, what would be the saving.
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it~ NW
A. Excluding OSS permanent records for which we believe systematic
review should be completed at modest cost by the end of FY 83, it
will cost beginning in FY 80 an estimated $17,606,404 to accomplish
22% of CIA's estimated workload to be completed by 1988. The
savings would be tremendous if CIA were relieved of the systematic
review requirement and serviced only mandatory review requests. In
1978 CIA spent $260,000 servicing mandatory review requests and a
comparable amount in 1979. If $260,000 for mandatory review
requests is projected for the years FY 80 - FY 88 the cost is
$2,340,000. This amount compares to an estimated $17,606,404 for
systematic review for the same period to accomplish only 22% of the
task. Estimated savings would be $15,266,404. It should also be
recognized that overall most intelligence permanent records cannot
be declassified for reasons of national security. Relief from the
systematic review requirement of E.O. 12065 would not only enable
funds and personnel to be directed against high priority intelli-
gence objectives, but would also lessen the possibility of error in
releasing sensitive information which could result in. serious damage
to national security. The latter possibility increases an a worsening
international environment when release of older information about a
country whose government has changed could adversely affect U.S.
relation9 with the new government. Finally, it could be noted that
if personnel were allocated to complete by 1988 the estimated work-
load of permanent records, the cost would be in the neighborhood of
$80,000,000.
2. Guidelines as listed below governing the systematic review program
are attached:
a. Guidelines for Classification Review of CIA Predecessor.
Records and Information Between 1941-1946;
b. Review of Foreign Government Information (OSS Documents);
c. Guidelines for the Review of Records for the Period From
the End of OSS to the Beginning of CIA 1 October 1945 -
20 September 1947;
d. CIA Systematic Review Guidelines;
e. Guidelines for. Systematic Review of Foreign Government
Information Thirty Years Old or Older;
f. Special Procedures for Use in Systematic Review of
Cryptologic Information Pursuant to Section 3-403 of
Executive Order 12065; and
g. Categories of Information for Which the Director of the
Information Security Oversight Office (ISOO) Has Granted
Waivers of the 10-ydar Review Requirement of Section
3-401 of Executive Order 12065.
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3. It is requested that information provided by CIA and included
in proposed GAO reports be checked with CIA from the standpoints of
classification and use prior to publication.
STATINTL
Attachments: a/s
Distribution:
Original Addressee watts
I ISS Subject Watts
I ISS Chrono w/o acts
I CRD Watts
STATINTL Ret d: ISS/DDA:ydc Feb (Feb 90)
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