OIS WEEKLY REPORT (14-20 NOVEMBER 1985)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP87-00058R000300550006-7
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 16
• Document Creation Date: December 27, 2016
• Document Release Date: February 25, 2014
• Sequence Number: 6
• Publication Date: November 21, 1985
• Content Type: MEMO

Declassified in Part - Sanitized Copy Approved for Release 2014/02/25: CIA-RDP87-00058R000300550006-7
STAT
ADMINISTRATIVE - INTERNAL USE ONLY
MEMORANDUM FOR: Deputy Director for Administration
FROM:
Director ot Intormation Services
21 November 1985
SUBJECT: OIS Weekly Report (14-20 November 1985)
A. WORK IN PROGRESS
1. HISTORICAL REVIEW PROGRAM ACTIVITIES. The Classification Review
Division (CRD) has begun a document-by-document review of Strategic
Services Unit (SSU) records under the custodianship of IMS/DO. These SSU
records had been excluded from an earlier declassification review
covering records of both the Office of Strategic Services (OSS) and the
SSU. That review had used various cutoff dates between late 1945 and
late 1946 in selecting records for inclusion. CRD will try to pick up
all the unreviewed documents through 1946 and will apply established CIA
review guidelines.
2. TS DOCUMENT SEARCH. An OIS annuitant reviewed 44 cubic feet of
retired records of the Office of the Deputy Director for Intelligence
(0/DDI) stored at the Agency Archives and Records Center (AARC).
Approximately two hundred Top Secret (TS) collateral documents were
located; 140 were charged to the 0/DDI and another 60 will require
follow-up research to determine their ownership. Another annuitant has
begun reviewing the retired records of the Office of European Analysis
(EURA). Approximately 140 cubic feet of material were searched.
Twenty-five TS documents not charged to EURA were found. The results of
the search, location, and identification of TS collateral documents
continue to be processed into TSCADS, a subset of TRIS.
3. SURVEY FOLLOWUP. The Chief and representatives of the
Information Resources Management Division (IRMD) met with the Deputy
Director, Office of Imagery Analysis (DD/OIA) concerning the information
management survey IRMD had conducted in OIA in 1984. The participants
reviewd the survey's findings and recommendations and discussed further
assistance that IRMD will provide OIA. DD/OIA stated that some of the
recommendations had already been implemented, including reconfiguration
of the registry, assignment of the registry to the OIA Administrative
Branch, and retirement of inactive records to AARC.
ADMINISTRATIVE - INTERNAL USE ONLY
Declassified in Part - Sanitized Copy Approved for Release 2914/02/25: CIA-RDP87-00058R000300550006-7
Declassified in Part - Sanitized Copy Approved for Release 2014/02/25: CIA-RDP87-00058R000300550006-7
STAT
STAT
STAT
4.
ADMINISTRATIVE
The Information
Offices
- INTERNAL USE ONLY
Services Center
which serves the
of Communications (CC) and Logistics
in OC with lists of the cables and
(OL), has begun providing divisions
memoranda that require action. This procedure was established at the
request of the Director of Communications to keep track of action items.
A total of 72 items requiring
action were provided last week. Chief,
STAT
ISC reported that OC
officials
are cooperating fully and the
system
is working well.
STAT
5.
IRMD representatives briefed
representatives
from the Office of
TPrhniral Sprvirpq (nTql nn fhp
STAT
proposed Information Services Center
OTS supports the concept and offered
one staff position and FTE for
another as well as funds to purchase mail and sorting equipment. A
follow-up meeting, that included representatives from OIT, was held soon
after to identify OTS's requirements for cable service and to focus on
STAT
the technical requirements for developing an on-line cable distribution
center Representatives from the Headquarters Facilities Group,
OIT, explained that it would be necessary for OTS to prepare statements
of component cable requirements to assist OIT programmers in developing
cable routing profiles for OIT's Automated Cable Dissemination System.
B. SIGNIFICANT EVENTS AND ACTIVITIES
1. INFORMATION MANAGEMENT, DO RECORDS. Representatives from IRMD
met with representatives from the Directorate of Operations' Information
Management Staff (DO/IMS), to exchange views on a number of information
management topics. Items covered included plans to change the
disposition of some paper and microform records in the DO records control
schedule from permanent to temporary and substituting a machine-readable
record as the permanent records copy; the media, format, and
documentation required for computer records transferred to NARA; the
front-end disposition of computer system information; and possible
revision in policy covering magnetic tape retention and storage. DO/IMS
is revising its current records control schedule and plans to submit it
to OIS in December. The representatives agreed to continue a dialogue on
these items as well as other information management topics of common
concern.
2. ANNUAL RECORDS INVENTORY. The 1985 Annual Records Inventory
forms have been sent to directorate Records Management Officers (RMOs)
with a request that they report their records holdings to IRMD by
20 December 1985. Two significant changes have been made on the form.
For the first time the RMOs will report magnetic and film records by
quantity rather than by linear feet. Secondly, IRMD has included last
year's statistics on each component's inventory form. In this way RMOs
can easily spot an increase or decrease in each category of records.
These changes should provide a more meaningful picture of the Agency's
records holdings.
ADMINISTRATIVE - INTERNAL USE ONLY
Declassified in Part - Sanitized Copy Approved for Release 2914/02/25: CIA-RDP87-00058R000300550006-7
Declassified in Part - Sanitized Copy Approved for Release 2014/02/25: CIA-RDP87-00058R000300550006-7
STAT
STAT
ADMINISTRATIVE - INTERNAL USE ONLY
3. INFORMATION AND PRIVACY DIVISION ACTIVITIES. *The backlog of
initial cases continues to fall. It is now at 1803. Of interest is a new
Attachment
ADMINISTRATIVE - INTERNAL USE ONLY
Declassified in Part - Sanitized Copy Approved for Release 2914/02/25: CIA-RDP87-00058R000300550006-7
Declassified in Part - Sanitized Copy Approved for Release 2014/02/25: CIA-RDP87-00058R000300550006-7
STAT
STAT
ADMINISTRATIVE-INTERNAL USE ONLY
20 November 1985
MEMORANDUM FOR: Deputy Director for Administration
FROM:
Chief, Information and Privacy Division, OIS
SUBJECT: IPD/OIS Weekly Report (13 - 19 November 1985 )
1. The Week in Review 13 - 19
November
1985 1985 Weekly Average
a.
New cases
69
54.8
b.
Cases closed
80
79.1
c.
New appeals logged
4
2.8
d.
Appeals closed
4
1.8
e.
Manpower (man-weeks)
82.9
100.4
2. Current Backlogs
a. Initial requests - 1803
b. Requests in administrative appeal - 185
c. Requests in litigation - 77
3. Spotlighted Requests
ADMINISTRATIVE-INTERNAL USE ONLY
Declassified in Part - Sanitized Copy Approved for Release 2914/02/25: CIA-RDP87-00058R000300550006-7
STAT
Declassified in Part - Sanitized Copy Approved for Release 2014/02/25: CIA-RDP87-00058R000300550006-7
R
Next 1 Page(s) In Document Denied
Declassified in Part - Sanitized Copy Approved for Release 2014/02/25: CIA-RDP87-00058R000300550006-7
Declassified in Part - Sanitized Copy Approved for Release 2014/02/25: CIA-RDP87-00058R000300550006-7
STAT
IPD/
Distribution:
Orig - Adse
1 - DCl/DDCl/Executive Director
1 - DCI History Staff
1 - DDI
1 - DDO
1 - DDS&T
5 - OIS
1 - C/PAO
1 - Comptroller
1 - IG
1 - OGC
1 - OLL
1 - OP
1 - OL
STAT 1 - C/imS
1 - DDO/IRO
STAT 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
ADMINISTRATIVE-INTERNAL USE ONLY
(20 November 1985) (FINAL)
ADMINISTRATIVE-INTERNAL USE ONLY
Declassified in Part - Sanitized Copy Approved for Release 2914/02/25: CIA-RDP87-00058R000300550006-7
Declassified in Part - Sanitized Copy Approved for Release 2014/02/25: CIA-RDP87-00058R000300550006-7
19 November 1985
MEMORANDUM FOR: Director of Information Services
FROM: Chief, Classification Review Division
SUBJECT: Weekly Report, 13-19 November 1985
As of 18 November CRD had approval from D/OIS and IMS/DO to begin the
Historical Review Program with a document-by-document declassification review
of DO-held essentially SSU records left over from the 1972-82 declassification
review of OSS-SSU records. That review used various dates between late 1945
and October 1946 for cutoffs in selecting records for inclusion. The reason
was that there was a long transition (January 1946 to October 1946) from SSU
to CIG during which CIG existed in statute but a CIG sense of identity had not
yet taken root. A given box of records, depending on what cutoff date was in
effect at the time of review, had varying periods of 1946 records left
unreviewed. CRD will seek to pick up all the unreviewed documents and for the
sake of a neat cutoff date will include in its review all documents dated
through 1946.
The first group of records is due at CRD from the AARC during the week of
18-22 November. CRD will apply CIA guidelines. The OSS-SSU review had
followed more concessive guidelines for release because of the wartime
military character of most of OSS's operations and the predominently military
staffing of the OSS and SSU ranks.
Declassified in Part - Sanitized Copy Approved for Release 2014/02/25: CIA-RDP87-00058R000300550006-7
STAT
Declassified in Part - Sanitized Copy Approved for Release 2014/02/25: CIA-RDP87-00058R000300550006-7
CONFIDENTIAL
19
MEMORANDUM FOR:
Director of Information
Services
25X1
FROM:
Chief, Information Resources
Management Division
SUBJECT:
IRMD Weekly Report (13 - 19 November
1. Work in Progress
November 1985
1985)
. TRIS. Members of the Information Technology Branch
25X1 met with Records Management Officer, Office of
25X1 Security, and Chief, OS Registry, to discuss the
possibility of converting information in the data base of the OS
Common Automated Registry System into CDOCS--the document control
and records management portion of TRIS. It was decided that this
data would not be converted because the information was not easily
retrievable or usable in its present form. Instead, OIT will
furnish OS with various hard copy reports of the data contained in
the system for use by OS registry personnel. The discussion also
addressed the current organization of OS files and what changes
will be necessary to make CDOCS effective in retrieving information
contained in them.
25X1 the DDS&T RMO, notified ITB that it will not be
necessary to meet to discuss conversion of the DS&T registry data
25X1 base to CDOCS. indicated that he is attempting to
determine the type of reports which the registry needs on data
contained in its current automated system for controlling documents.
25X1
25X1
25X1
25X1
25X1
25X1
25X1
25X1
25X1
25X1
25X1
LOA!
b.
Machine-Readable Records.
Information Management Branch, and
and
Records Management Officer, Office of Finance, met with
Chief, Finance & Budget Support Branch, Finance & Budget Division,
Office of Information Technology, to discuss the information needed
to complete the draft machine-readable schedule items for the
and the CIA Retirement
and Disability System (CIARDS). agreed to provide the
systems documentation to the OF/RMO that he felt would enable
to describe each system. He indicated, however, that
would have to be read in his office at
reminded that at some point
and members of his staff will have to answer questions,
provide clarification, and to review what is written for
completeness and accuracy. agreed to do this.
the information
CONFIDENTIAL
Declassified in Part - Sanitized Copy Approved for Release 2914/02/25: CIA-RDP87-00058R000300550006-7
Declassified in Part - Sanitized Copy Approved for Release 2014/02/25: CIA-RDP87-00058R000300550006-7
25X1
25X1
25X1
25X1
25X1
CONFIDENTIAL
also met with
RMO, Office of Medical Services (OMS), and ADP
Control Officer, OMS, to review the draft schedule items submitted
by OMS for six of its ADP systems. The IMB representatives
suggested some changes in format and content, discussed data
collection methods, and offered guidance and assistance to OMS as
continue to write their machine-readable
schedule items, indicated that as a result of this
discussion, she had gained a better understanding of what is
required and will resume writing schedule items for the OMS systems.
c. TS Document Search. an OIS
annuitant, continues to search the Records Center holdings of the
Office of the DDI for unaccounted for TS collateral documents.
Last week, he reviewed 44 cubic feet of retired records and found
201 TS documents, 141 charged to 0/DDI and another 60 required
follow-up research to determine their ownership. Another
25X1 annuitant, began reviewing the retirement holdings of
the Office of European Analysis at the Records Center. He reviewed
142 cubic feet of material last week, finding 25 TS documents not
25X1 charged to EURA. Information
Control Branch, continue to process documents found by the
annuitants into TSCADS.
25X1
25X1
25X1
25X1
25X1
25X1
25X1
25X1
25X1
25X1
d. Survex_Followup. Chief, IRMD, Information
Control Branch, and OIS annuitant, met with
Deputy Director, Office of Imagery Analysis, and
Chief, Administrative Branch, OIA, to discuss the
implementation for a survey that IRMD conducted in OIA in 1984.
The purpose of the meeting was to review the survey's findings and
recommendations, and to determine role in assisting
OIA with implementation. It was determined that OIA had already
acted on some of the recommendations including reconfiguration of
the registry, the assignment of the registry to the Administrative
Branch, and the retirement of inactive records to the Records
Center. will work with OIA's Records
Management Officer, in following through on the other
recommendations, began work on 19 November and will
work three days a week until all of the recommendations have been
implemented.
e. The Information Services Center in
serving the Offices of Communications and
Logistics began providing divisions in the OC with lists of cables
and memoranda requiring action. This system was established at the
request of the Director of Communications to keep track of action
items. A total of 72 items requiring action were reported last
week. Chief, ISC, reported that OC officials are
cooperating fully in implementing the system and thus far it is
working well.
2
CONFIDENTIAL
Declassified in Part - Sanitized Copy Approved for Release 2914/02/25: CIA-RDP87-00058R000300550006-7
Declassified in Part - Sanitized Copy Approved for Release 2014/02/25: CIA-RDP87-00058R000300550006-7
25X1
25X1
25X1
25X1
25X1
25X1
CONFIDENTIAL
also attended a meeting of senior secretaries in
the Office of Logistics. She briefed the secretaries on
classification authorities, guidelines, and the procedures used in
preparing documentation for which they are responsible.
Participation in these meetings provides the opportunity for
to discuss ISC services, as well as receive feedback on
the quality of its services.
f.
Chief,
ICB, and ICB, briefed Chief,
Collection Group, Office of Technical Services, and his Deputy,
on the proposed Information Services Center at
indicated that he fully
supported the concept and was prepared to support the Center with
personnel and financial resources. He offered one staff position
and FTE for another, as well as funds to purchase mail and sorting
25X1 equipment.
representatives of OTS,
for cable service
was attended by
25X1
25X1
25X1
2bAl
25X1
25X1
proposed a follow-up meeting between
OIS, and OIT to identify OTS' requirements
That meeting was held on 19 November and
Signals Analysis Division Ms. Mptropolitan
Facilities Group, OIT, Headquarters
Facilities Group, OIT, and by Messrs. The
meeting focused on the technical requirements and problems
associated with developing an on-line cable distribution center at
The representatives from the Headquarters Facilities Group
explained that it would be necessary for OTS to prepare statements
of component cable requirements. The statements would assist OIT
programmers in developing cable routing profiles used in OIT's
automated Cable Dissemination System (CDS).
2. Si nificant Events and Activities
25X1
25X1 with
a. DO Records. Messrs.
IMB, met
25X1 InTmation Manaaement Staff I iMS). DO. andl
25X1 and IMS, to exchange
views on a number of information management topics. Items covered
included the DO'S plans to change the disposition of some paper and
microform records in the current DO records control schedule from
permanent to temporary and substituting a machine-readable record
as the permanent records copy; the media, format, and documentation
required for computer records transferred to NARA; the front-end
dispositioning of computer system information; and OIS discussions
with OIT relating to a possible revision in the magnetic tape
retention and storage policy. The latter two items provide for the
inclusion of the component Records Management Officers in the
approval process for tapes requiring long-term storage. They also
would require RMOs to work with customers and systems developers in
any new application to assign disposition instructions to
information before a system or application is operational. The DO
3
CONFIDENTIAL
Declassified in Part - Sanitized Copy Approved for Release 2914/02/25: CIA-RDP87-00058R000300550006-7
Declassified in Part - Sanitized Copy Approved for Release 2014/02/25: CIA-RDP87-00058R000300550006-7
CONFIDENTIAL
is revising its current records control schedule and plans to
submit it to OIS sometime in December. The group agreed to
continue a dialogue on these items as well as other information
management topics of common concern.
b. Annual Records Intalax. The 1985 Annual Records
Inventory forms have been sent to the Directorate RMOs with a
request that they report their records holdings to IRMD by
20 December 1985. The inventory form was completely revised this
year and the method of recording volumes of records has also been
changed. For the first time, magnetic and film records will be
reported by quantity rather than by linear feet and IRMD will make
the required conversions to cubic feet for each category of
records. In addition, IMB has included last year's statistics on
the component's inventory form so that RMOs can easily spot an
increase or decline in each category of records. These changes
should make it easier for the RMOs to conduct the inventory and
provide a more meaningful picture of the Agency's records
holdings. Don Wessel, IMB, is the focal point in IRMD for this
effort.
25X1 c. ARCINS Trainina. Chief, Computer
Section, Archives and Records Center Branch, conducted a worksho
25X1 on inputting material into ARCINS for DDA RMOs.
7
25X1 assisted by RCB, outlined
procedures that the DDA RMOs will use in inputting shelf lists
directly into the ARCINS system. This class was the first step in
an effort aimed at eventually turning over the responsibility for
inputting, and correcting, shelf lists to component RMOs. In the
past, RMOs have mailed hand-written shelf lists to ARCB for
correction and inputting into ARCINS at the Center. The new
procedure, which is scheduled to start 1 December, should not only
save time for both the ARCB and the component, but should also give
RMOs greater access to their material stored at the Center. A&RC
Computer Section personnel will continue to be available to provide
one-on-one guidance to components as necessary. If the inputting
goes well, ARCINS training will be provided to RMOs in other
directorates, so they can also input directly into ARCINS.
d. Records Center. Records Center personnel performed
the following activities during the week:
RAMS: Made 19 additions and 5 deletions.
ARCINS: Jobs received/edited: 16.
Jobs keyed: 5 consisting of
2,974 entries.
Jobs completed: 1.
Accessions: Received 22 jobs totaling
172 cubic feet.
Dispositions: Transferred 60 cubic feet of
material to hammermill.
References: Serviced 1,474 requests for
records.
4
CONFIDENTIAL
Declassified in Part - Sanitized Copy Approved for Release 2914/02/25: CIA-RDP87-00058R000300550006-7
Declassified in Part - Sanitized Copy Approved for Release 2014/02/25: CIA-RDP87-00058R000300550006-7
CONFIDENTIAL
3. Scheduled Meetings/Events
The Directorate RMOs will meet with members of IRMD on
22 November to discuss some records management issues and to hear a
25X1 presentation by OD&E's on the Bio Star project.
25X1
5
CONFIDENTIAL
Declassified in Part - Sanitized Copy Approved for Release 2914/02/25: CIA-RDP87-00058R000300550006-7
Declassified in Part - Sanitized Copy Approved for Release 2014/02/25: CIA-RDP87-00058R000300550006-7
25X1
STAT
C-0-N-F-I-D-E-N-T-I-A-L
19 November 1985
MEMORANDUM FOR: Director of Information Services
FROM:
SUBJECT:
Chief, Regulatory Policy Division
Regulatory Policy Division Activities - 13 November
through 19 November 1985
1. RPD is currently processing 131 jobs including six received
during the reporting period. Prominent among those recently processed in
the Division is
25X1
25X1
2.
processed EB No. 1307, Flood Relief, on an
Immediate
basis. Editing,
typing,
and preparation of the requisition
25X1
were completed in short order and
hand-carried the bulletin
directly to the Printing and Photography
Division for publication and
distribution by the following day. The 0/DDA had previously concurred.
(U)
25X1
3.
is processing
25X1
Since
the policy
for all three of these paragraphs had
been approved by the
DDCl/Acting DCI, it was determined that the HR would
be sent to P&PD for page proofs, and the FR would be sent to IMS for
information and approval to publish.
At the suggestion of the Office of
25X1
General Counsel, the Agency sent
to the Senate Select Committee on
Intelligence and the House Permanent
Select Committee
on Intelligence
for review prior to publication. Late
25X1
on 15 November,
of
the Office of Legislative Liaison called
25X1
C-0-N-F-I-D-E-N-T-I-A-L
Declassified in Part - Sanitized Copy Approved for Release 2014/02/25: CIA-RDP87-00058R000300550006-7
Declassified in Part - Sanitized Copy Approved for Release 2014/02/25: CIA-RDP87-00058R000300550006-7
C-0-N-F-I-D-E-N-T-I-A-L
25X1
25X1
25X1
to report that both the Senate and House Committees approved the
publication of the regulation
but that the SSCI has second thoughts and has requested
covered by this program.
4. On 13 November 1985, C/RPD and DC/RPD visited the Chief, Liaison
and Coordination Staff,
to discuss how the regulatory system is responsive to a
bigoted, highly classified program
25X1 5. processed EB No. 1304,
Overflow, originated by the Office of Logistics.
employees
vicinity
25X1
25X1
25X1
25X1
Parking
This bulletin advised
the
that overflow parking spaces have become available in
An extraordinary amount of work went
Into the attachment to this bulletin, a color-coded map of available
parking spaces
worked with the
Cartography Division of the Office of Current Production and Analytic
Support to have color plates prepared for this map.
6.
prepared
for sending to P&PD for page proofs. Because of changes in
specific authorizations and dollar amounts to reflect new delegations of
authority in addition to new responsibilities for Operating Officials,
DCI approval was obtained on 13 November 1985.
2
C-0-N-F-I-D-E-N-T-I-A-L
Declassified in Part - Sanitized Copy Approved for Release 2014/02/25: CIA-RDP87-00058R000300550006-7
25X1
25X1
25X1
25X1
25X1
Declassified in Part - Sanitized Copy Approved for Release 2014/02/25: CIA-RDP87-00058R000300550006-7
C-0-N-F-I-D-E-N-T-I-A-L
25X1
25X1
7. RPD welcomed
to its ranks on 18 November after
she spent 2 1/2 years as a Records Analyst in OC/OL-ISC.
Attachment
3
r-O-N-F-T-D-R-N-T-T-A-L
Declassified in Part - Sanitized Copy Approved for Release 2014/02/25: CIA-RDP87-00058R000300550006-7
25X1
25X1
Declassified in Part - Sanitized Copy Approved for Release 2014/02/25: CIA-RDP87-00058R000300550006-7
R
Next 1 Page(s) In Document Denied
Declassified in Part - Sanitized Copy Approved for Release 2014/02/25: CIA-RDP87-00058R000300550006-7