INFORMATION SERVICES STAFF

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP87-00058R000200070013-0
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 27
• Document Creation Date: December 14, 2016
• Document Release Date: February 5, 2003
• Sequence Number: 13
• Publication Date: February 15, 1980
• Content Type: PAPER

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I~F?R~t~iTl?N
SERVICES
STAFF
15 FEBRUARY 1980
25
UNCLASSIFIED when se arated
from att~}I~f"i~xY?~ F~r Release 2003/04% ~~C
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Page (s)
Biography
Chief, ISS
Deputy Chief, ISS
Brief Description of Fwzctions 4-6
(Organization) 7-8
Flow chart
9
Classification Review Division
(CRD)
10-13
Records Management Division (RMD)
14-15
Regulations Control Division (RCD)
16-17
Information and Pxivacy Division (IPD)
18-23
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This paper contains a brief description of the history and
activities of the Information Services Staff (ISS). 0
The Staff was officially farmed on 14 Jtme 1979 by combining
four existing 0-DDA elements: (1) the Information Systems Analysis
Staff (ISAS); (2) the Inforrn~~tion and Privacy Staff_ (IPS); (3) the
CIA I-Iistory Staff; and 4 the 0-DDA staff position of Assistant for
Information (AIJDDA).
Th.e resulting line crganization consists of four divisions plus
the History Staff. and has approximately or
part-time employees.
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INFORb1ATION SERVICES STAFF (ISS)
Overall Functions
Responsible for planning and managing the Agency Records Management
Program, coordinating and responding to public rec{uests under the Freedom
of Information and Privacy Acts, implementing Executive Order (E. 0.) 12065
concerning national security classification and declassification of
Agency records and other information, and. maintaining the Agency regulatory
system.
Designated Agency Security Classification Officer, Agency
Declassification Officer, Agency Records Management Officer, Agency
Archivist.
Responsible fox liaison with the National Archives and Records
Service and Office of the Federal Register.
Serves as F-lead of the MI Career Service; DDA representative to the
Public Affairs Advisory Group and Publications Review Board; Executive
Secretary of the Information. Review Committee (IRC); Chairman of the IRC
laorking Group; DCI representative on the Interagency Information
Security Committee; and Agency's focal point for contact with the
Information Security Oversight Office (IS00).
Executive Staff
Provides daily administrative support to the Chief and Deputy
Chief, ISS; clerical support; logistical support (i.e., procurement,
space management, etc.); financial planning and budgeting; ADP advice
and planning; personnel management advice, planning and support; records
management.
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CIA I-Iistory Staff
Maintains the Historical Document Index pertaining to t}ie Agency's
institutional growth; maintains the collection of published Agency
histories; provides support to internal CIA requesters and historical
offices of other government agencies regarding requests of historical
nature; and conducts research and writes history of major Agency
activities.
Classification Review Division
Manages the Agency program for systematic classification review
under E. 0. 12065; establishes systematic classification review guide-
lines; develops and implements systematic classification review
procedures; prepares classification guides in. coordination with other
Agency cor~onents; and maintains liaison with other U.S. government
agencies concerning systematic review of permanent records over which
they or the Agency have classification jurisdiction.
Information and Privacy Division
Receives and processes all requests submitted to the Agency under
the Freedom of Information and Privacy Acts and the mandatory
classification review provisions of E. 0. 12065; assigns records search
and/or review tasks to appropriate Agency components; processes appeals
on denied requests; conducts liaison with other government agencies
regarding the processing of requests; and prepares reports for Congress
or other governmental elements as required by law or Executive Order.
Regulations Control Division
Directs and monitors the processing, coordination, and publication
of Agency regulatory issuances; works directly with initiators and
coordinators of regulatory issuances to resolve substantive differences;
and prepares coordinated regulatory issuances for D(:I, DDA, or DDO
approval.
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Records Management Division
Provides for controls over the creation, maintenance, use, and
disposition of all Agency records; develops and encourages the
application of standards, procedures, and technic{ues designed to
improve the management of records; ensures the maintenance and security
of records of permanent value; facilitates the segregation and disposal
of records of temporary value; and is responsible for the Agency Security
Classification Program undex E. 0. 12065.
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AllAHMSTRATIVI?;- INTI?RNAI. USh: ONLY
TAT
r k. IIvFORhfATIOiV SERVICE;S STAFF
(I) MISSION
(a) The Chief, Information Services Staff is respousihl?? for planning and rnanaging the
Agency ltr?cords tv1an:rgcnu?nt I'rograrrr, coordinating and responding to public
requests antler the I~reedorn of Information and Privacy Acls, implenu~uting
Executive Order 12065 concerning natirnrai security classification anti declassifica-
tiorr of Agency records and other infornurtion, and maintaining the Agency
regulatory system.
(b) The Chief, Information 5rrvicr~s Staf( (ISS) is designated the Agency Security
t;lassification CN(icer, Agency I)eclassifirilion Of(iccr, Agency Recorris Manage-
ment Of(iccr, At*.eney Archivist, and thr? officer responsible (or liaison ~~?ilh the
National .Archivr?s and Records Service (NABS) and its Office of the Federal
Register. The Chief, ISS is authorized in rede;legate in writing these responsibilities to
other individuals on the stn([. "fhe Chief, ISS also serves as Henri of the MI Career
Soh-(:roue; DDA representative to the Public Affairs Arlvisnry Group and the
Publications Review Board; I'.xecutive Secretary of the Information Review
Conrmiltce (IBC); Chairman of the IBC: Working (:roue; llCI representative on thr?
Interagency Information Security Committee; and the Agency's focal point for
contact with the information Security Oversight Office.
(2) FUNC"I70NS. 'I'hc Chief, Information Services Staff directs:
(a) The Records Management Division (BMD). Through its components this division
directs the Agency Records !slanagement Program which provides for controls over
the creation, mmintenance, use, and disposition of all Agency records, develops and
encourages the application r,f standards, erocednn?s, and techniques designed to
improve the managt?mi'nt of records; ensnres lbe nurintenance and security of
records of permanent 1 ahu?; and facilitates the segregation and disposal of records of
temporary vahu>. RMD also is responsil;le' for the Agency Security Classification
Program as mquircd by 1?xecutive Order 120G5. "I'he chief of the riivisinn serves as
the llllA Records Managenu~nt Officer.
(h) The Information ant) Privacy Division (IPD). "Phis division receives and processes all
requests submittcc] to the Agency under the Preedorn of Information and Privacy Acts
and the mandatory classification review provisions of Executive Orrler 1.20fi5. IPD
reviews the requests to determine if sufficient information has teen provided to initiate a
records search; acknowledges receipt of requests within statutory time requirements;
assigns records search and~or review tasks to appropriate Agency components, and
provides guidance to them on the intcrprchrlion of requesters' queries and on sanitization
and release of materials; prepares responses to requesters with the assistance of
components that maintain the requested records; assesses processing fees or waives fees as
appropriate; processes appeals on denied requests; conducts liaison with other
Government agencies regarding the erocessing of requests; and prepares reriorts for
Congress ar other C;ovrrnmental elements as required by law or Executive order.
(c) "I'hc C:Iassification Review Division (CBI)). 'I'bis division manages the Agency
program for systematic classification review under hxecutive Order I`2Q(i5. CRD
cstablislu?s systcrnatic classification n?vicw guidelines, devi?loes and implements
systcrnatic classification review trrocedures, :rod empares classification guides in
coordination with other Agency components and the Agency Security Classification
Officer. CBI-) also maintains liaison with other lr.S. Government agencies concerning
the systematic review of permanent records over which they or the Agency have
t, classification jurisdiction. "
-.l3cviscd: 4 Seplrmbr?r 1970
Al?l~1INI5 E-IN"FERNAI, US1C ONLY
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STAT
ADMINISTRATIVE-INTERNAL USE ONLY
r (d) The Regulations Control Division (RCD). "Chic division directs and monitors the
processing, coordination, and publication of Agency regulatory issuances. IiCD is
responsible for maintaining editorial standards, working directly with initiators and
coordinators of regulatory issuances to resolve substantive differences during
coordination, ensuring that time limits imposed by~for completing the
regulatory process are adhered to, and preparing arorc}inated regulatory issuances
for the Director of Central Intelligence, Deputy Director for Administration, or
(3) ORGANIlATION. See organization chart, figure 26.
(. Not Used.
80
_8_ -.Revised: 4 September 1979 r
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The Classification Review Division (CRD), with ^ full-time
positions, is responsible for the centralized direction, conduct, and
management, including maintenance of appropriate records systems, of
the Agency program for systematic classification review required under
Executive Order 12065:
? Develops, coordinates and maintains declassification
guidelines;
? Prepares classification review procedures and takes
action, as appropriate, to retain classification, declassify,
dotimgrade, or upgrade information aver which the Agency has
classification jurisdiction;
? Recommends to the DCI that he certify information
requiring classification protection beyond 2U years, or 30
years in the case of foreign government information, and
advises Agency components concerning declassified permanent
CIA and predecessor organization documents tiahich may be
accessioned to the National Archives and Records Service;
? Assists the Archivist of the United States in
reviewing for declassification those documents and
information in the permanent holdings of the National
Archives for which CIA has original or final classification
authOrlty;
? Maintains liaison with other U.S. government agencies
or departments that hold classified Agency records and copies
thereof or whose own classified records or copies thereof
may be included in Agency records;
? Develops and maintains, in coordination with other
Agency components and the Agency Security Classification
Officer, t11e classification guides specified in the Order;
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? Performs other classification review responsibilities
delegated by senior Agency management, including review of
official Agency publications, texts of oral presentations,
or testimony by current or farmer Agency officials;
? Review of manuscripts and texts of oral presentations
submitted to the Agency for clearance by present or former
employees;
? Review of Agency materia.Is involved in litigation; and
? Review of galley proofs made available by the
Department of State prior to issuance in the unclassified
series, "Foreign Relations of the United States." ~~
the CRD also operates separately a special unit of contract employees ~
to conduct a program f_or systematic classification review of OSS records,
including maintenance of appropriate records systems.
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Significant A tivities Of SlTppflrY. ~h.LT1J~E'31TCnt tl~axing 1979?
Classification Itevieti~ Division/ISS
- review of some 640,UUO pages as pare:. of t}~c 20-year. declassl,acation
program with the resultant declassification oC nearly 13,000 pages;
- review of same 56,000 pages of of}Ter nTaterials, i. e., c~dplo~~eo and
.other manuscripts, galley proofs in t~se 5t~Ttc i}epari~nent "F~reign
Relations of the United States" series, otrTer iTT:i.scellaneo~as ~~;vi~+P;
- preparation and issuance of classification guides fox? tl~~ fog~r Dirc:_- .
torates of the r~,gency; preparation of the :`~~,ncy de-ol.a~;d,:~fi~~tion
guidelines;
- preparation of papers approved by the archivist of tha United States
exempting Lmevaluated intel:lige?ce reports Pram declassification;
- preparation o.f papers approve-add by tho U/ISCK7 and adopted #or t;1~
Intelligence Corrmnmity increasing the s~-sttYm~~ti.c review into~.'~val from
10 years to 30 years far seveY?al categories of infotion;
- input to th.e P~ational Archives a.nd Recot?ds Service declassification
guidelines for .foreign govea?nment infor;nation;
- development of procedures for review and cooT?dinatian. of State T~part-
ment galley proofs for publication in the ?'}'oreigYl Relations of the
United States" series;
- developed new guidelines for systolnatic r?~vie~v of (1SS record~~ with a
view of accessioning these records to N,1R.S; about 930,U00 pages were
processed from January - Octobe~? 1979.
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THE RECORDS P~ANAGF~~NT D I~~ I S I ON
The Records Management Division, with
full-time positions, 2 5
comprises three branches: The Records Systems Branch, the Information
Technology Branch, and the Archives and Records Center Branch.
'' 2 5
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The division through these components directs the Agency Records
A~anagement Program. This is an active program covering the life cycle
of records from creation, through their maintenance as active files, to
their final disposition either through destruction or preservation as
archival materials. The Agency Records A'tanagement Program provides for
effective controls over the creation, maintenance and use, and disposition
of all xlgency records; develops and encourages the application of
standards, procedures, and techniQues designed to improve the management
of .records; ensures the maintenance and security of records of permanent
value; and facilitates the segregation and disposal of records of
temporary value.
The records management function as carried out by the Records
Management Division is important because records creation and main-
tenance consume significant portions of salaries, space, and ectuipment
allocated to administrative activities within th.e Agency. A well run
program is necessary to safeguard essential records and will conserve
office space, money, materials, and manpower. P~oreover, an effective
records management program is rec{uired by law. ^
Th.e Records Systems Branch, with eight positions, provides guidance
anal assistance to Agency components on records management matters and
develops standards, procedures, and technic}ues that apply to the life
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cycle of records. The branch also conducts component records reviews
and assists in the development anal approval. of records control schedules.
Additionally, the branch is responsible .for the Agency classification
program, as required by Executive Order 12065, and for programs relating
to reports and forms management, records equipment, vital records,
correspondence, and records ranagement training. ^
The Information Technology Branch, with
positions, manages
the Agency micrographics program and supports the records management
function through a computer-based. management information system. In
the micrographics area, the branch coordinates technical developments
with Agency components, assists in developing new applications, and
maintains an equipment and applications inventory. In the automated
systems area, the branch also provides assistance to the Information
Services Staff in the application of information technology to solve
records management problems, and performs systems analysis of office
automation programs with emphasis on records systems.)
I'he Archives and Records Center Branch, with ~positions~provides
for the economical storage of records not currently active but retained
for future use and :Eor ultimate destruction or transfer to the National
Archives. This function frees high-cost office space for other utilization,
provides better care and control. of inactive records, and preserves
records of permanent value. The branch comprises the Accessioning
Section, Reference Section, and the Disposition and Archives Section
which together carry aut the branch's function. The total capacity
of the records center is 133,500 cubic feet of materials.
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RIJCULATIONS CONTROL DIVISION
The Regulations Control Division (RCD) consists of ~ full-time
staff employees and manages the Agency regulatory system on behalf of
the Deputy Director for Administration. The processing of all Agency
regulatory issuances involves:
? insuring proper form and content;
? Pstablisliing and maintaining editorial standards;
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? Reviewing regulatory issuances to prevent duplication,
conflicts, and inconsistencies;
? Maintaining the Agency's official record of coordination
and approval of regulatory issuances;
? Initiating regulatory issuances as appropriate;
? Determine when coordination is required and monitor the
coordination effort;
? Publish Agency regulatory issuances after they have been
approved by the DCI, DDCI or by the DDA for headquarters
issuances and the DDO for field issuances;
? Oversee the distribution of regulatory issuances; and
? Monitor other component directives based on Agency
regulatory issuances to ensure their compliance with Agency
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Major activities:
a. RCD normally processes mare than 100 regulatory issuances
each month. Those issuances signed by or prepared for the DCI or DDCi
and those which the DDA re uests pxiority handling are processed within
24 hours for publication.
b. RCD's NiBO objective is to update all A enc re latory issuances
which include: 17 headquarters re lations, 12
headquarters handbooks, and
c. RCD acts as referent authority for all Agency regulatory
issuances, past and current; oversees distribution and determines 'the
scope of circulation for each issuance depending on content; and
notifies ap ro riate components when revisions to regulations are
necessary.
Regulatory proposals generally will be sent to the Agency
coordinators for comments and suggestions. The Agency coordinators
are:
Office of the Director
The Deputy Directors
The General Counsel
The Inspector General
T11e Comptroller
? The Legislative Counsel
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This division, with ^ full-time employees, receives and processes
all requests submitted to she Agency tinder the Freedom of Information
and Privacy Acts and the mandatory classification review provisions
of Executive Order 12065. 'I'11is is accomplished by the following
activities:
? Reviews the requests to determine if sufficient
information has been provided to initiate a records search;
? Acknowledges receipt of requests within. statutory
time requirements;
? Assigns records search and/or review tasks to
appropriate Agency components, and provides guidance to them
on the interpretation of requesters' queries and on
sanitization and release of materials;
? Prepares responses to requesters with the assistance
of components that maintain the requested records;
? Assesses processing fees or svai.ves fees as
appropriate;
? Processes appeals on denied requests;
? Conducts liaison with other Government agencies
regarding the processing of requests;
? Processes requests for amendment of records in Privacy
Act cases where the requester claims our information is
inaccurate or should not be in our records at all;
? Refers to other originating agencies non-CIA records
surfaced during Agency searches for their review and direct
response to requesters;
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? Maintains computer index of all formerly classified CIA
documents of general public interest which have been released
under the FOIA, E. 0. 12065 and sometimes under the Privacy Act;
? Maintains Agency's case record containing a.ll official
correspondence and other information pertaining to requests; and
? Prepares reports for Congress or other governmental elements
as required by law or Executive Order.
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Receipt ira IPA
F'r?cessing ~equenc~ f?r FiA--P~--its Requ~~~s
Requester
?ther
Agencies
Mailing
Logging
AcQ~nowrledgement
Tasking
8000200070013-0 ~ ~ DEB ~~~~
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Components
Preparation of Reply I
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REQUEST STATISTICS
1975
1976
1977
1978
1979
.
FOIA
Totals ~}
Requests received
6609
761
1252
1608
1306
11536
Granted in full
300
148
167
175
214
1004
Granted in part
428
562
241
315
201
1747
Denied in full
174
122
95
128
149
668
Misc.*
4577
523
269
636
642
6647
PA
P.equests received
552
2356
3023
2136
1635
9702 ~
Granted in full
4
154
195
179
103
635
Granted in part
3
404
520
568
395
1890
Denied in ful7_
0
56
124
121
38
389
b4isc.*
189
1500
1559
1268
1.036
5602 `
EO
Requests received
232
374
568
428
181
1783
Granted in full
63
81
156
85
66
451
Granted in part
88
220
268
105
101
782
Denied in full
28
37
101
25
36
227
D4isc. *
5
6
11
12
5
39
Total requests recd
7393
3491
4843
4172
3122
23021
Total requests answ'd
5859
3813
3706
3617
3086
20081
* T4isc. category includes "no record avai"lable" and "no CIA record
available" responses; canceled or withdrawn requests; requests referred
to other agencies; early appeals; and early litigation.
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STATISTICS ON APPBALS
INFORMATION AND PRIVACY DIVISION
Appeals Appeals
Received Closed
Backlog
Increment
:t
filet
Backlog
1975
303
178
125
125
1976
276
155
121
246
1977
185
139
46
292
1978
160
73
87
379 a
1979
226
133
93
472 1/
Note:
Records (Appeals/Litigation cases) were originally stored in
1 safe. Now they must be stored in 6 safes and 2 open-shelf
storage units in IPD's vault.
1/ Figure includes some open appeal cases that are now in litigation.
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ADMINISTRATIVE - INTERNAL USE ONLY J [1`
(This notice is NOT to be filEd in Agency
manuals. Please destroy after reading.)
31 ~uiy 19so
OFFICE OF INFORMATION SERVICES
DIRECTORATE OF ADMINISTRATION
" 1. Effective 1 August 1980, the Information..Servi.ces~~:Staff"is
renamed the Office.- -of~:Informati.on .:Services .
2. is the Director of Information Services,
and is t`e Deputy Director of Information Services.
3. The Office of Information Services is composed of the
following components: Information and Privacy Division, Classification
Review Division, Records Management Division, and Regulations Control
Division.
DON I. WORTMAN
Deputy Director
for
Administration
~~b1S ~O~1N00
S N 01 "i.'. ~i X10 ~ ~
Q8~ r~~ ~S Ol I ~~d
STAT
ADMINISTRATIVE - INTERNAL USE ONLY
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This Notice Expires 1 April 1981
ORGANIZATION
Extension
RELOCATION OF THE OFFICE OF INFORMATION SERVICES
DIRECTORATE OF ADMINISTRATION
1. The Office of Information Services (with the exception of the
Classification Review Division and the Information and Privacy Division)
will be relocated to the Ames Center Building, 1820 North Fort Myer
Drive, Rosslyn, Virginia. Effective dates of the relocation, addresses,
and new telephone extensions are as follows:
Address
Office of the Director
Director 1206 Ames Bldg.
Deputy Director 1206 Ames Bldg.
Executive Officer ~ 1206 Ames Bldg.
Personnel Officer 1206 Ames Bldg.
Budget Officer 1206 Ames Bldg.
Administrative Officer 1206 Ames Bldg.
Regulations Control Division
1105 Ames Bldg.
Records Management Division
Chief, Records
Management Division 1236 Ames Bldg.
Information Technology
Branch 1236 Ames Bldg..
Records Systems Branch 1236 Ames Bldg.
0
Effective Date
24 October 1980
24 October 1980
24 October 1980
24 October 1980
24 October 1980
24 October 1980
6 November 1980
6 November 1980
2. The Classification Review Division will remain in 211 Key Building,
0
ADMINISTRATIVE - INTERNAL USE ONLY
Approved For Release 2003/04/29: CIA-RDP87-000588000200070013-0
 Approved For Release 2003/04/29: CIA-RDP87-000588000200070013-0 y
ADMINISTRATIVE - INTERNAL USE ONLY
AT
0
3. The Information and Privacy Division will remain at Headquarters
Building; the address, extensions, mailing address, and secure telephone
extensions are as follows:
Mailing
Address Black Address Red
Secure
Chief, I
nformation
and Pr
Appeals
Branch
ivacy Division
and Litigation
1A16 Hqs.
1A16 Hqs.
1A16 Hqs.
1A16 Hqs.
ST
Correspo
Editin
Processi
Registry
ndence and
g Branch
ng Branch
and Records
1A10 Hqs.
1A16 Hqs.
1A16 Hqs.
1A16 Hqs.
?
Branch
1A16 Hqs.
1A16 Hqs.
DON I. WOR
Deputy Dir
TMAN
ector
?
for
Administration
DISTRIBUTION: AB
?
Approved Fo~~l~~?~~@4/29~N f~~~F~7E0R000200070013-0