OIS WEEKLY REPORT (8 - 14 MAY 1986)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP87-00058R000300540015-8
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 17
• Document Creation Date: December 27, 2016
• Document Release Date: July 12, 2011
• Sequence Number: 15
• Publication Date: May 15, 1986
• Content Type: MEMO

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15 May 1986
MEMORANDUM FOR: Deputy Director for Administration
Director of Information Services
SUBJECT: OIS Weekly Report (8 - 14 May 1986)
1. *The Chief, Classification Review Division (CRD) met with the
Chief, History Staff (O/DCI) to discuss an incomplete Allen Dulles
manuscript on the USSR which was found during the historical review of
records from the Office of the DCI. The discussion lead to an agreement
that CRD would make notes describing any material determined to be of
outstanding historical value so it may be more easily relocated in the
future.
2. *The Agency Security Classification Officer from IRMD and Steven
Garfinkel, Director, Information Security Oversight Office (D/ISOO), met
with Office of Security (OS) representatives for a briefing on 43
unauthorized disclosures of classified information that occurred during
the past six months. These unauthorized disclosures have been referred
to the Department of Justice (DoJ). OS's internal investigations have
developed sufficient leads in 11 cases to justify further DoJ
investigation. Investigations are not likely to be pursued in the
remaining 32 cases because there is inadequate information to narrow the
list of possible perpetrators. The meeting participants also exchanged
views on the difficulties in bringing an investigation of unauthorized
disclosure to a successful conclusion.
3. The 1986 inventory of the Agency's Top Secret (TS) collateral
documents was initiated during the reporting period. Thirty components
were provided listings of their TS documents for verification. After the
inventories have been verified, an audit will be conducted of each
component's TS holdings and document handling procedures.
4. OIS annuitants continued their search for Top Secret collateral
documents in component holdings at the Agency Archives and Records
Center. Their efforts focused on records of the Office of Development
and Engineering and the Office of Scientific and Weapons Research. A
total of 54 records deposits were searched and 366 TS documents were
found. Of this number, 313 were on record as properly charged, but the
ownership of the other 53 require followup research. Results of the
searches and review continue to be put into TSCADS, a subset of TRIS.
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5. The OIS Planning officer and representatives from the Information
Technology Branch, Information Resources Management Division (IRMD),
visited the Air & Space Museum to see a demonstration of its optical disk
system. This system enters documents by optically scanning and then
storing them in digital form. A user can retrieve information by word
search without having to index individual documents. This technology can
be adapted to the Officially Released Information System (ORIS). IRMD
representatives will return to the Air & Space Museum with copies of
documents released under FOIA to see a demonstration of their conversion
to digital form. The estimated cost for such a system, including
hardware and software, is $120,000-$130,000.
6. An IRMD representative visited the Kodak Company for a
demonstration of the Kodak Information Management System (KIMS). This
system uses both microfilm and optical disk technologies for converting
film images to digital form and sending them to workstations. The system
also can be adapted for use by the Officially Released Information
Program. The cost for such a system, as applied to Agency needs,
probably would be in excess of $100,000.
7. An IRMD representative met with the Chief, Copier Management
Staff, Printing and Photography Division, OL, and two members of his
staff to discuss the possib' tablishing a copy center in the
Information Services Center The
location of the AHS/ISC makes it attractive as a central copying
facility. A followup meeting has been scheduled.
8. *The twelfth increment of OSS records, consisting of 212 cubic
feet, was transferred to NARA on 13 May 1986. The records include
intelligence reports prepared in Europe, the Middle East, and the Far
East and cover all phases of military, political, and economic
intelligence. The Agency has transferred a total of 1,698 cubic feet of
OSS records to NARA.
9. With the expiration of the current sixty-day review period
allowed the Senate Select Committee on Intelligence (SSCI), the new
records control schedules of the Offices of Communications, Logistics,
and Finance have been implemented. Moreover, The National Archives and
Records Administration recently approved the records control schedules of
the Offices of Information Technology and Personnel. Following SSCI
review, all of the Directorate of Administration's schedules will have
been revised and implemented.
10. The revised Agency Forms Catalog has been printed and
distributed to all Agency Records Management Officers (RMOs) and
Logistics Officers. The catalog contains a listing of all approved forms
and should help users obtain needed forms in a more timely manner. Plans
are being made to make this information available to RMOs on their
computer terminals.
ADMINISTRATIVE - INTERNAL USE ONLY
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11. *The Classification Review Division (CRD) continues its special
review of OSS and National Security Council (NSC) records. The OSS
segment consists of classified remnants of previously reviewed Research
and Analysis (R&A) files later placed on microfilm by NARA which would
like as many as possible to be declassified. The NSC records are the
first under its new systematic review program wherein NARA is asked to
coordinate their declassification with Agencies whose equities are
affected. CRD has reviewed three boxes and anticipates a continuing flow
of such material from the NSC.
12. A survey of the information management practices of the Office
of Logistics began on 14 May 1986.
13. *The backlog of initial FOIA requests fell by five cases this
week and stands at 1420. This compares with 2396 cases one year ago and
3103 cases two years ago. The Department of Justice is promoting a bill
that would substantively amend the Freedom of Information Act (FOIA).
Among other things, the bill contains new and troublesome provisions
concerning fees that would effectively eliminate the recovery of any
sums, exponentially increase the number of requests received and the time
required for response, and, in turn, the costs of administering the act.
More details as well as other items of interest are included in a
separate report from the Information and Privacy Division.
ADMINISTRATIVE - INTERNAL USE ONLY
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14 May 1986
MEMORANDUM FOR: Deputy Director for Administration
Chief, Information and Privacy Division, OIS
SUBJECT: IPD/OIS Weekly Report (7 - 13 May 1986)
1.
The Week in Review 7 - 13
May 1986 1986 Weekly Average
a.
New cases
60
61.3
b.
Cases closed
65
73.0
c.
New appeals logged
2
3.6
d.
Appeals closed
1
2.5
e.
Manpower (man-weeks) 1
16.5
103.7
2. Current Backlogs
a. Initial requests - 1420
b. Requests in administrative appeal - 208
c. Requests in litigation - 57
3. Spotlighted Requests
ADMINISTRATIVE-INTERNAL USE ONLY
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 STAT
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5. Special Items of Interest
a. As reported last week, the Department of Justice
continues in its efforts to promote a bill, also endorsed by
Representative English, to substantively amend the FOIA
notwithstanding the strong opposition of the other Executive
Branch agencies and departments. Our concerns are numerous.
First, while the bill provides some relief to the FBI
(relating to intelligence, CI, or terrorism), it fails to
protect similar files in the hands of other agencies. Indeed,
by the absence of appropriate language, it could be argued that
this provision limits to the FBI and thus abrogates to the other
agencies the existing, judicially-established "glomar."
Second, as to fees, the bill contains new and troublesome
provisions which effectively would eliminate the recovery of any
sums, exponentially increase the number of FOIA requests
received, and, in turn, the costs of administering the Act as
well as the time required for a response.
Third, as to sanctions, the bill provides that a Court may
issue a finding not only with respect to the wrongful
withholding of records, but also (1) destruction, removal or
alteration of records, (2) fee estimates and denials of fee
waivers, and (3) denials of expedited access. The practical
effect of this proposal would be to increase litigation demands
and burdens on all Executive Branch agencies.
Fourth, as to expedited access, the bill requires all
requests for expedited access to be decided and responses
transmitted within five (5) days of receipt. Moreover, failure
to comply would subject the government and individual officers
to the new penalty provisions irrespective of good faith, due
diligence, or other defense. In addition, the proposed section
does not purport to define "compelling need," but rather
authorizes each agency to promulgate regulations thus insuring
yet more litigation.
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In sum, while the FBI has clear needs for the relief
provided, it must be applicable government-wide if it is to have
any efficacy, and, moreover, the totality of the provisions
would significantly impede our general operations, our improved
level of compliance with the FOIA, and the gains made to date
through the CIA Information Act.
At the last inter-agency meeting on the proposed bill,
chaired by the DOD General Counsel on 7 May, and attended by
C/IPD and CIA General Counsel, the Assistant Attorney General
stated his surprise at the strong level of opposition from the
various agencies and promised to reconsider the Department's
position before moving forward. A response from DOJ is expected
by this Friday.
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IPD/CAS:sh) I(13 May 1986) (FINAL)
Distribution:
Orig - Adse
1 - DCI/DDCI/Executive Director
1 - DCI History Staff
1 - DD I
1 - DDO
1 - DDS&T
5 - OIS
1 - C/PAO
1 - Comptroller
1 - IG
1 - OGC
1 - OCA
1 - OP
1 - OL
1 - C/IMS
1 - DDO/IRO
25 - DDO/IMS
1 - DDI/IRO
1 - DDA/IRO
1 - IC/IRO
1 - OTE/MAT
1 - OIS/LA
1 - IRG/OS
1 - IPD Subject
1 - IPD Chrono
1 - IPD Reading Board
1 - HGH
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CnNFIDENTIAL
MEMORANDUM FOR: Director of Information Services
FROM: Chief, Classification Review Division
SUBJECT: CRD Weekly Report, 6 May - 14 May 1986
1. At the request of the Office of Security, CRD conducted a security
analysis of numerous documents believed to have been compromised by Larry
Chin, a former Agency employee convicted of espionage on behalf of the PRC.
This analysis was primarily for use by the Department of Justice in preparing
its case against Chin. A complete damage assessment has not yet been made,
and since the damages would involve more than one Agency component, it has not
been determined whether the task will be assumed by the CI staff or the EA
desk in the DO. Both have stated that they are shorthanded for making such a
damage assessment and the records are expected to number in the thousands.
CRD has contacted both CI Staff and EA Division and has offered to assist them
in preparing the assessment.
2. On 12 May, HRB/CRD briefly discussed with chief, DCI History Staff,
an uncompleted Allen Dulles manuscript on the USSR found during Historical
Review of O/DCI records. The subject of discussion was then extended to all
material that may be encountered that would be of outstanding historical
value, such as the original CIA-Lockheed contract for the U-2 or the original
mission plots for U-2 flights annotated with modifications noted by President
Eisenhower. It was informally agreed that HRB will make notes describing the
material and its location in CIA's records so that they may be easily
re-located in the future.
3. Consultation was held with C/IPD and DC/IPD to make available to CRD
completed mandatory review cases so CRD can:
1) check the final result to see if the coordinating review
agreed with that of the CRD reviewer and if not to record the
differences; and,
2) to put items of questionable classifiability into the
Released Information Management System (RIMS) to help us be
consistent in future classification decisions.
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CONFIDENTIAL
4. CRD continues to expend two man days each week at NARA on a special
review of OSS and NSC records. The OSS records are the classified remnants of
the Research and Analysis (R&A) files originally reviewed 1972-75 and which
are now to be put on microfilm to preserve the paper records. To maximize the
microfilm effort NARA wants as many of the documents declassified as
possible. We have reviewed about six feet of R&A records during recent weeks
and have about seven feet left to do. About ten percent are being
declassified. The NSC material is the first reviewed by NSC in their new
systemic review program. In their review NSC tabs each document to indicate
which agencies must be coordinated with and sends the boxes to NARA to handle
the coordination process. CRD has review three boxes since the beginning of
1986 and we anticipate the modest flow of such records will continue
indefinitely.
Chief, (tYassification Review Division
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13 May 1986
MEMORANDUM FOR: Director of Information Services
Chief, Information Resources
Management Division
SUBJECT: IRMD Weekly Report (7 - 13 May 1986)
1. WORK IN PROGRESS
a. TS Documents. OIS annuitants continued their search
for TS collateral documents in component holdings at the Agency
Archives and Records Center. Their efforts focused on records for
the Offices of Development and Engineering, and Scientific and
Weapons Research. A total of 54 retirement jobs were searched and
366 TS documents were found. Of this number, some 313 were on
record as charged to those offices, while the ownership of the
other 53 required followup research. Information
Control Branch, continued processing in orma ion on documents
located by the annuitants into the TSCADS system. Processing of
other information provided by the Directorate of Operations by
resulted in the identification of
DO officers continued their search for unaccounted for
TS documents in the office areas of the Near East Division. No
additional TS documents were found last week.
The 1986 inventory of the Agency's Top Secret
collateral documents was initiated. Thirty offices were issued
instructions for the inventory this week and provided listings of
their TS documents for verification. This material was prepared by
ICB. After the inventories have been verified,
an audit ot the component's TS holdings and document handling
procedures will be conducted.
Machine-Readable Records. I land
Information Management Branch, completed the review of
the Office of Logistics' (OL) REALESTATE System User Manual. They
then met with representatives of the Real Estate and Construction
Division, OL, to conclude their research on the REALESTATE System.
The REALESTATE System was found to be housekeeping in nature and
the information processed by the system was identified as
disposable under the provisions of NARA's General Records
Schedule 20, Machine-Readable Records. A system description has
been written and it will be added to the inventory of Agency
computer systems.
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2. SIGNIFICANT EVENTS/ACTIVITIES
a. New Technology.
Chief, Information
andl IOIS Planning Officer, visited the Air & Space Museum
on 6 May to see a demonstration of its optical disk system. The
software allows documents concerning museum aircraft to be entered
into the system by means of a scanner and stored in digitized
form. Through the software, a user would have the capability to
retrieve information on any word in the text with the exception of
"noise words" as defined by the program; the user would no longer
have to index individual documents. This system could easily be
applied to OIS' ORIS (Officially Released Information System) and
ITB will continue to explore the feasibility of this application.
In the next few weeks, members of ITB will return to the Air &
Space Museum with examples of documents released under FOIA to see
how well they can be converted to digitized form. A rough estimate
of the system's cost, including hardware and software, is
$120,000-$130,000.
Chief, ITB, I and
ITB, visited Kodak on 7 May to see its information
management system known as KIMS (Kodak Information Management
System). This system uses both microfilm and optical disk
technologies, converting film images to digital form for
transmission to the workstations. When a document image is
requested, the system automatically accesses the proper microfilm
magazine, locates the documents, scans it, and loads the digitized
images onto the high-speed KIMS network. The KIMS display
workstation incorporates state-of-the-art features, such as the
ability to access mainframe data and stored information
simultaneously, stack document images, view several document images
simultaneously, update/annotate documents and data, pan, scroll,
and zoom in on an areas of interest. The cost for such a system is
contingent upon the configuration of the workstation but probably
would be in excess of $100,000. This system could also have
application to ORIS/DECAL, but would be more costly than the
Smithsonian system and be more labor intensive to maintain.
b. Office Surveys. The survey of the information
management program and registry operations of the Office of
Logistics will begin on 14 May. In preparation for the survey,
ICB, met with Chief, Information Management
support aff, OL, the Records Manager for OL,
Chief o the Information Services Center
that supports OL, and replacement, to
discuss and plan the sure r ~gave an in-depth
briefing on all OL components, describing their functions and
interaction. ICB, will form the survey
team, which will begin its work in the Supply Division.
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c. Information Services Centers (ISC):
ISC, met with representatives from the Foreign Network Division,
Office of Communications, and Message and Data Communication
Activity (formerly known as Cable Secretariat) to discuss the
updating of FND's cable requirements. Since OIT does not have the
manpower to assign a profile writer to work with FND, a working
group consisting of a member from each FND section will work on
updating the profiles.
Chief, ICB, met
with Chief, Copier Management Staff, Printing and
Photography Division, OL, and two members of his staff to discuss
the possibility of establishing a copy center in the ISC at
The location of the ISC, as well as
copier requirements of Agency tenants
make the ISC attractive for the establishment of a central copying
facility. will contact Chief, ICB, at a later date
after he has reviewed the l (copier requirements.
Ames Building ISC: ICB, and
Chief of the Ames Building ISC, me wi ]Chiet
Administrative Staff, Office of Global Issues, an
Chief, OGI Registry, to discuss the service provided b the ISC to
OGI elements located in the Ames Building. briefed
who recently joined OGI, on the ISC concept and the
extent of OGI's commitment to the Ames Building ISC.
indicated that the office was pleased with the service provided and
was not aware of any problems. was invited to visit the
Ames ISC to become more familiar with its operation. (C)
d. OSS Records. The twelfth increment of OSS records,
consisting of 212 cubic feet, was transferred to the National
Archives and Records Administration (NARA) on 13 May 1986. The
records represent Item 22 of the OSS Records Control Schedule: The
Washington Registry Intelligence Field Files. This series includes
Intelligence Reports prepared in Europe, the Middle East, the Far
East and covers all phases of military, political and economic
intelligence. To date, the Agency has transferred a total of
1,698 cubic feet of OSS records to NARA.
e. Records Control Schedules. The Senate Select
Committee on Intelligence's (SSCI) sixty-day period for reviewing
the records control schedules for the Offices of Communications,
Logistics, and Finance, expired on 6 May. These schedules had
previously been approved by the National Archives and Records
Administration, and then forwarded to the SSCI for review. The
three approved schedules were forwarded to their respective offices
for implementation on 7 May. The records control schedules for the
Offices of Information Technology and Personnel recently were
approved by NARA and are being prepared for transmission to the
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SSCI for review. Upon completion of the SSCI's review of the OIT
and OP schedules, all of the Directorate of Administration's
schedules will have been revised and implemented. NARA currently
is processing the last two Agency schedules in its possession,
those for the DCI area and the DS&T. Work is expected to be
completed on these later this month.
f. Unauthorized Disclosures. Agency
Security Classification Officer, and Steven Garfinkel, Director,
Information Security Oversight Office (ISOO), met with Office of
Security (OS) representatives for a briefing on 43 unauthorized
disclosures of classified information that occurred during the past
six months. These unauthorized disclosures have been referred to
the Department of Justice for investigation. OS internal
investigations developed sufficient leads in 11 cases to justify
further Doi investigation. There is little likelihood, however,
that the remaining 32 cases will be investigated by Doi because OS
could not find adequate information to narrow the list of possible
suspects. OS personnel provided details on the internal
investigation, as well as a brief analysis of each unauthorized
disclosure. There was also an exchange of views between
Mr. Garfinkel and OS representatives on the difficulties in
bringing an investigation of an unauthorized disclosure to a
successful conclusion. The Director of ISOO commended the Office
of Security on the thoroughness of the briefing.
g. Agency Forms Program. The revised Agency Forms Catalog
has been printed and was distributed to all Agency Records
Management Officers (RMO) and Logistics Officers on 13 May. The
catalog is intended to assist Agency personnel in determining the
availability of various types of forms and the procedures for
obtaining them. The catalog contains all approved forms available
for use and will be beneficial to users in obtaining needed forms
in a timely manner. the Agency Forms Management
Officer, revised the catalog, and is working with ITB to make the
information on forms available to RMOs via their computer terminal.
h. Records Center. Records Center personnel performed
the following activities during the week:
RAMS: Made 9 additions, 20 changes, and
9 deletions.
ARCINS: Jobs received/edited: 8.
Jobs keyed: 22 consisting of
3,090 entries.
Jobs completed: 27.
Accessions: Received 10 jobs totaling
134 cubic feet.
References: Serviced 2,479 requests for
records.
Dispositions: Transferred 260 cubic feet of
material to the hammermill for
destruction.
Special Runs: Five: one each to NCD, OCA, ORD,
O/DDA, and OF.
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3. SCHEDULED MEETINGS
Chief, ITB, will attend a BIOSTAR briefing
on 14 May.
Deputy Director of OIS, Chief, IRMD,
(Chief, IRMD designee), Chief, ITB, and
ITB, will attend at meeting on 19 May with
representatives from CIT to discuss OIS programming requirements.
Chief, IRMD Chief, ICB, and
ICB, will meet with Chief, Dissemination
Branch, OCR, on 20 May to discuss registry operations.
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13 May 1986
Chief, Regulatory Policy Division, OIS
SUBJECT: Regulatory Policy Division Activities
6 - 13 May 1986
1. RPD is currently processing 125 jobs, a modest increase over last
weeks total of 111. F--]
2. On 7 May 1986 the Regulatory Policy Division (RPD) began using
TRIS to log and control all regulatory issuances. Although it is too
soon to make an accurate assessment, the system seems to be working well
and we have received very good support from the Ames Building ISC in
resolving the many procedural difficulties that have developed.
3.I laddressed the Office of Personnel's Regulations
Workshop. The workshop was attended by Personnel Officer Trainees and
other OP personnel who are involved in the regulatory process.
presentation included a discussion of the types of
regulatory issuances handled by RPD, the steps involved in processing
each of these issuances, and ways in which OP and RPD personnel can work
together to improve the system.
4. The Deputy Chief, RPD met with Chief, Fields
Systems Group (DO/IMS) to discuss any present or future plans they might
have to include Field Regulations in the DO automated field support
system. This discussion was in response to the recommendation made by
the CIA Travel Policy Committee that proposed eliminating FR's and
replacing them with a single regulatory series that would provide field
stations the same policy information available at Headquarters. Although
the DO has not considered including FR's in their automated field system,
indicated that implementing such as system would be difficult
because of the amount of storage media required. Further discussions are
planned with other IMS personnel.
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