OIS WEEKLY REPORT (7 - 13 AUGUST 1986)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP87-00058R000300540003-1
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 14
• Document Creation Date: December 23, 2016
• Document Release Date: September 25, 2013
• Sequence Number: 3
• Publication Date: August 14, 1986
• Content Type: MEMO

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STAT
ADMINISTRATI USE ONLY
MEMORANDUM FOR: Deputy Director for Administration
FROM:
SUBJECT:
DTttThtonuat Services
OIS Weekly Report (7 - 13 August 1986)
14 August 1986
1. *The Agency Security Classification Officer, assigned to the
Information Resources Management Division (IRMD), continues to work with
the Office of Training and Education (OTE) to develop the most effective
means of instructing Agency personnel in classification procedures. For
example, a classification markings training package obtained by OTE from
the National Security Agency (NSA) and an Information Security Oversight
Office slide presentation are being reviewed to determine if they can be
used in the Agency.
2. *The Chief and Deputy Chief, IRMD escorted the National Security
Agency Historian and five members of his staff to the Agency Archives and
Records Center for a briefing and tour. They seemed impressed with the
operation and commented that the Agency services more requests in a day
than NSA does in a month.
3. IRMD representatives met with the Records Management Officer
(PMO) for the DCI Area and personnel from the Executive Registry to
discuss the Codeword/Collateral Document Control System (CDOCS), a subset
of The Records Information System (TRIS). The meeting represented a
continuing effort to improve TRIS applications for Agency records and
information management personnel. The participants discussed the
problems CDOCS users are having in identifying the originating component
on codeword material and the difficulties in developing meaningful
keywords. Proposals for dealing with these and other problems associated
with CDOCS will be discussed at the next meeting of directorate RMOs.
4. An IRMD representative met with personnel from the Directorate of
Operations (DO) for follow-up discussions regarding the disposition of
temporary records from a data base in the There was
concern in the DO that labeling information in the data base as temporary
might lead to its destruction before operational needs are met. The IRMD
representative explained why this could not occur and assured the DO
representatives that the data would be available to meet all operational
requirements.
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5. The Acting Agency Micrographics Officer, assigned to IRMD,
arranged for the acquisition of a surplus microfiche reader-printer for a
component in the Office of Personnel. Knowing of the need, he discovered
that a 3M 500 Reader-Printer was being declared surplus within the
Directorate of Intelligence and arranged the transfer thus saving
approximately $3,800.00 in the cost of new equipment.
6. The Agency Forms Manager, assigned to IRMD, questioned the
necessity of printing the Privacy Act statement on certain Agency forms
that require an individual's Social Security Number but are not filled
out by or usually seen by the individual. Such forms might surface
during a search in response to a Privacy Act request and could pose a
legal problem. The OIS Legal Adviser is discussing the question with the
Office of General Counsel.
7. The Chief, Information Technology Branch (ITB), IRMD, met with
the Chief of the Regulatory Policy Division (RPD) and representatives
regarding REGINDEX, an automated index of headquarters and field
regulations and handbooks. ITB has programmed a menu to facilitate the
input of REGINDEX into VM. After it is on-line, RPD will issue an Agency
Notice that REGINDEX is available to all VM users and how it can be
accessed.
8. The Chief, IRMD along with other IRMD personnel visited the
Washington National Records Center (WNRC) in Suitland, Maryland where the
Director, WNRC provided a briefing and tour. WNRC employs approximately
160 people and holds approximately four million cubic feet of records.
It accessions both unclassified and classified records up through Top
Secret and services about 54,000 reference requests annually. The
Director, WNRC said that the Information Security Oversight Office is
reviewing WNRC's procedures and practices for handling classified
information.
9. The Classification Review Division (CRD) under the Agency
Historical Review Program (HRP) has reviewed for possible
declassification or sanitization approximately 30 of the 70 boxes of
records from the Office of the DCI (0/DCI) covering the period
1945-1955. Of this material CRD has determined that only 5 percent or
approximately 3,000 pages can be declassified or sanitized. Of the
3,000 pages CRD believes there is little of paramount interest to
historical researchers. CRD, therefore, has asked the DCI History Staff
to examine the 3,000 pages and give an opinion whether the materials are
of sufficient interest to historians to warrant CRD continuing to review
these records.
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10. CRD received a request from the Office of Naval Intelligence
(ONI) regarding the classification status of Section 23 of all the
National Intelligence Survey series. (Section 23 concerns meteorology
and was originally compiled by the U.S. Air Force.) CRD determined that
all sections have been declassified pursuant to the Freedom of
Information Act and so informed ONI.
11. The PMO for the DCI Area asked CRD's assistance in locating for
the Director a copy of National Intelligence Authority Number 6. This
directive was published on 26 July 1946 and is entitled 'Provision for
Coordinating the Acquisition of Foreign Publications. Because CRD is
reviewing 0/DCI records for the period 1945-55, the division was able to
go to its logs and locate the original document in a matter of minutes.
A special courier was sent to CRD to pick up the document.
12. The backlog of initial FOIA requests was reduced by five this
week to 1275. This compares with a 2153 case backlog one year ago and
1n73 two years ago Of interest among the new FOIA requests is one from
Attachment
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MEMORANDUM FOR:
STAT
FROM:
Deputy Director for
13 August 1986
Administration
Chief, Information
and Privacy Division, OIS
SUBJECT: IPD/OIS Weekly Report (6-12 August
1986)
1.
The Week in Review 6-12 August 1986
1986 Weekly Average
STAT
a.
New cases
55
60.7
b.
Cases closed
60
72.5
c.
New appeals logged
3
3.6
d.
Appeals closed
8
3.4
e.
Manpower (man-weeks)
71.0
98.3
2. Current Backlogs
a. Initial requests - 1275
b. Requests in administrative appeal - 193
c. Requests in litigation - 54
3. Spotlighted Requests
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August 1986) (FINAL)
Director
Staff
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(13
Distribution:
Orig - Adse
1 - DCl/DDCl/Executive
1 - DCI
1 - DDI
- DDO
History
1 -
DDS&T
5 -
OIS
1 -
C/PAO
1 -
Comptroller
1 -
IG
1 -
OGC
1 -
OCA
1 -
OP
1 -
OL
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1 -
C/ IMS
1 -
DDO/IRO
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25 -
DDO/IMS
1 -
DDI/IRO
1 -
DDA/IRO
1 -
IC/IRO
1 -
OIS/LA
1 -
IRG/OS
1 -
IPD Subject
1 -
IPD Chrono
1 -
IPD
Reading
Board
1 -
1 -
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12 August 1986
MEMORANDUM FOR: Director of Information Services
FROM: Chief, Classification Review Division
SUBJECT: CRD Weekly Report, 5 August - 12 August 1986
1. HRP and yield from ODCI Records: CRD so far has reviewed about 30 of
the 70 boxes of 1945-55 ODCI records committed to the Historical Review
Program. The pages that have proven to be declassified including by
sanitization, have amounted to a disappointing 5% or some 3,000 pages.
Moreover, it has not been possible to declassify much of the materials that
would be of paramount interest to the historical researchers that the HRP
intends to serve, i.e., Allen Dulles calendars, notes of DCI and ODCI staff
meetings. CRD therefore has asked the DCI History Staff, in pursuance of its
designated role in the HRP, to read the 3,000 pages of yield, and render an
opinion whether the quantity and types of materials are of enough interest to
historians to warrent continuation at attempts to declassify ODCI records.
The barriers to declassification have been intelligence soruce ? hs and
25X1 activities; foreign liaison; and Privacy Act considerations.
2. CRD received a call from Mr. Michael Brown, Office of Naval
Intelligence, requesting verification of the classification status of Section
23 of all the National Intelligence Survey series. Section 23 concerns
meteorology and they were originally compiled by the U.S. Air Force. About
ten years ago they were declassified in response to an FOIA request. Mr.
Brown was so informed. He informed CRD that the Navy Oceanographic Service
intends to use the information from the Section 23 series on an unclassified
25X1 basis.
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3. On the afternoon of 12 August, Deputy Executive
Secretary, 0/DCI called CRD with an urgent request to locate, for the
Director, a copy of National Intelligence Authority Number 6. This directive
was published on 26 July 1946 and was titled "Provision for Coordinating the
Acquistion of Foreign Publications." was aware that 0/DCI records for
the 1945-55 period were being reviewe un er the Historical Review Program and
reasoned that CRD/HRB might be able to locate the document quickly. Using its
logs, CRD/HRB was able to locate the original of the document in a matter of
minutes. A special courier was sent to take the document from Ames to
Headquarters.
CON ?ENTIAL
C/CRD
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MEMORANDUM FOR: Director of Information Services
FROM:
Chief, Information Resources
Management Division
12 August 1986
SUBJECT: IRMD Weekly Report (6 - 12 August 1986)
1. WORK IN PROGRESS
a. Top Secret Collateral Documents. and
Document Accountability Section (DAS), assisted
the Directorate for Intelligence (DI) Offices of Soviet Analysis
and Scientific and Weapons Research in recording information into
TSCADS. Mary Jane continued processing Classification Review
Division (CRD) downgrading actions resulting from the CRD review of
U-2 files. , summer employee, has completed
reviewing the Form 26s recalled from the Records Center.
b. TRIS Standardization
Information Services Branch, and , Lnief, Information
Technology Branch, met with the DCl/RMO,I
Chief, ER, and ., o ?iscuss the TRIS CDOCS system
on 7 August. This meeting was the
effort aimed at improving and expanding the ways in which TRIS is
used by component Records and Information management personnel
throughout the Agency. Among the items discussed were: the
problems that system users are having with the requirement to
identify the originating agency/office on codeword material, and
the difficulties encountered by most inexperienced records
personnel when trying to develop meaningful keywords. Proposals
for dealing with these and other problems associated with the CDOCS
portion of TRIS will be addressed at the next scheduled Directorate
RMO meeting.
Chief
first step in a continuing
2. SIGNIFICANT EVENTS/ACTIVITIES
a.
Washington National Records Center Visit. Chief/IRMD
alona with Deputy Chief/IRMD, Chief/Information Management Branch,
and IMB, visited the Washington National Records Center
in Suitland, Maryland, on 11 August. The tour was arranged by
Colonel Ray Tagge of the National Archives and Records
Administration. The Director of the Center,
provided both a briefing and a tour of the facility. The
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Washington National Records Center employs approximately 160 people
and can hold almost four million cubic feet of records, of which
90 percent are temporary and 10 percent are permanent. The Center
accessions both unclassified and classified records up through Top
Secret and services about 54,000 reference requests annually.
stated the Information Security Oversight Office was now
in the process of reviewing the Center's procedures and practices
for handling classified information.
b. Machine-readable Records.
IMB
met with Office of Finance Records Management
Officer (OF/RMO) to obtain answers needed to complete draft
machine-readable records control schedule items for the remaining
eight OF computer applications to be scheduled.
Chief, Information Technology Branch,
X ITB, ani IMB, met on
7 August 1986 to discuss machine-readable records control
schedule item for The Records Information System (TRIS). The draft
item, written by , included a description of the three
subsystems of TRIS; The Top Secret Control Automated Data System
(TSCADS), The Codeword/Collateral Document Control System (CDOCS),
and The Records Center & Archives Management System (RAMS). The
draft schedule item will be added to those of other OIS computer
applications completed prior to the implementation of the TRIS
system.
IMB, met with and
, Information Management Staff, Directorate of
Operations (MS/DO), on 8 August 1986. requested the
meeting as a follow-up to the 28 July survey of the LINTERNA data
base which operates under the DO Lantern System. I j the
Lantern System Data Base Manager, had questions regarding temporary
records disposition, and how it might impact the current retention
requirements for information stored in the Lantern System.
had the misconception that labeling the information in
this data base as temporary would require that the data would be
deleted before their operational needs were met.
assured that the data would be available to meet all
operational requirements. Meanwhile, I _ _ I is arranging a
date for the next data base to be researched. This should take
place sometime during the week of 11 August.
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IMB, met with STAT
Information Systems Security Division, OS, on 8 August 1986.
briefed one another on their STAT
responsibilities to reach areas of common interest. is STAT
currently working on the accountability of magnetic media, the
procedures for the destruction of magnetic media and the movement
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of magnetic media among buildings outside of the Headquarters
complex. : briefed on the OIS effort to
develop machine-readable records control schedule items for Agency
computer applications, personal computers and word processing
systems, as well as concerns about information management and
control in electronic recordkeeping systems. While
and ) could find nothing directly related at present,
their interest areas are sufficiently related that they agreed to
remain in contact on matters that either party felt the other would
be interested in.
c. Micrographics Applications.
Acting Agency Micrographics Officer, arranged for the acquisition
of a surplus microfiche reader-printer for the Office of Personnel,
Employment Programs Staff, Military Support Section (OP/EPS/MSS).
became aware of a 3M 500 Reader-Printer that was being
declared surplus by the Office of Near Eastern and South Asian
Analysis, Directorate of Intelligence (NESA/DI). The transfer of
this equipment from NESA to MSS means that MSS will not have to
seek approximately $3800.00 that would have been required to
purchase the unit.
d. Forms Management. the Agency Forms
Manager, in reviewing Agency forms which solicit Social Security
Numbers (SSN), questioned the necessity of printing the Privacy
Act, Public Law 93-579, statement on the forms which are never seen
by the individual. The statement notes that Federal Agencies are
required to inform individuals when they are requested to provide
their Social Security Number. These forms, which an individual
would most likely not be aware of, may surface during a search in
response to a Privacy Act request and could pose a legal problem.
The question was brought to the attention of the OIS Legal Adviser,
who is resolving the matter with the Office of General Counsel.
Our primary concern is to ensure we are complying with the spirit
and intent of the Act.
e. Automated Index of Regulations. Chief,
Technology Branch Larry O'Ferrall, Carl Zimmer, and
n, ITB, met with 1, Chief, Regulations Policy
Division RPD, regarding
REGINDEX (automated index of Headquarters, field and handbook
regulations) on 6 August. RPD was happy with the configuration of
the index, but indicated that they would like the date (year/month)
of the publication also included in the index. ITB has programmed
a menu to facilitate the input of the index into VM by RPD. Once
RPD has the complete index on-line, they will send a notice to
Agency personnel advising that REGINDEX is available to all VM
users and how it can be accessed. For those offices who prefer a
hard copy of the index, RPD plans to check with OL/P&PD regarding
the feasibility of transferring the data from VM to ETECS.
Information
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f. Security Classification Training
Chief, Classification Management Branch, and B,
continue to work with the Office of Training and Education (OTE) to
identify the most effective ways of publicizing correct
classification procedures and techniques within the Agency. A
classification markings training package obtained by OTE from the
National Security Agency (NSA) and an Information Security
Oversight Office (IS00) slide presentation are being reviewed to
determine whether they can be modified for use within the Agency.
Information Services Centers (ISC) Planning.
Chief/ISB, and ISB members and STAT
attended a meeting at Headquarters to discuss plans
25X1 for Information Services Centers at the
25X1 (RCC) on 7 August. In attendance were I DDS&T/RMO,
OD&E/RMO, Chief/DDs&T Registry, and CM
Chief/Data Support Systems/GOG/OIT. Unfortunately, STAT
25X1 OIT member of the I Steering
Group, was forced to cancel out of the meeting at the last minute.
As Joanne is the focal point officer for DDS&T's communications and
computer support at the RCC, her absence detracted from the intent
of the meeting. volunteered to set up another meeting
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at a time when can be present.
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h. Information Services Centers Activity. STAT
25X1 Chief, OC/OL/ISC, will brief
personnel on the proper control and packaging of SCI material on
13 August. The Security -],Security Officer requested the briefing because
material sent to Iin advance of meetings g
he believes that 1
not handled properly when returned to the operating components. STAT
i. Archives and Records Center Activities. I I
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Chief, IRMD,I . IDC/IRMD, accompanied National
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Security Agency (NSA) Historian, and five members of his staff to
the Agency Archives and Records Center for a tour and briefing on
6 August. They seemed impressed with our operation and commented
that we serviced more requests in a day than they did in a month.
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, newly appointed Director
was provided a briefing and tour of the A&RC on
7 August. I 1, having been a former Director of OIS, was
familiar with A&RC operations and only needed to be briefed on the
most recent additions to our operation.
worked at the A&RC reviewing
A memo of understanding dated
27 January 1984 regarding these models requires that the models be
re-reviewed after two years. We also discussed their records
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C-O-N-F-I-D-E-N-T-I-A-L
12 August 1986
MEMORANDUM FOR: Director of Information Services
FROM:
Chief, Regulatory Policy Division, OIS
SUBJECT: Regulatory Policy Division Activities
6 - 12 August 1986
1. RPD is currently processing 119 jobs, down from last weeks total of
123.
2. A Headquarters Notice proposed by the Office of Logistics to
implement procedures for the control and accountability of government-owned
videotapes and computer software (previously reported in RPD weekly dated 8
July 1986) has been returned to OL to consider the extensive comments made by
the Office of Information Technology, OIT. Because of the proliferation of
personal computers within the Agency, OIT believes the the complexities of
this issue should be further examined before a policy statement is issued on
software accountability. They recommend that the notice be postponed until
all of the issues have been resolved.
3. Priority processing was provided for the preparation of a
Headquarters Notice which originated in the DCI's office and announced the
appointment of as Counselor to the Central
Intelligence Agency. This announcement was rather unique in that it not only
announced the appointment to a key position but also provided biographic data
on the appointee.
4. A Headquarters Notice advising employees of a reduction in Federal
Employees' Group Life Insurance (FEGLI) has been initiated by the Office of
Personnel and is being prepared for immediate distribution. The premium rates
for Basic Life insurance and certain categories of optional coverage have been
reduced effective the first pay period on or after 1 August 1986.
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