OIS WEEKLY REPORT (7 - 13 NOVEMBER 1985)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP87-00058R000300550007-6
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 15
• Document Creation Date: December 23, 2016
• Document Release Date: September 6, 2011
• Sequence Number: 7
• Publication Date: November 14, 1985
• Content Type: MEMO

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MEMORANDUM FOR: Deputy Director for Administration
Director of In ormation Services
SUBJECT: OIS Weekly Report (7 - 13 November 1985)
1. TS COLLATERAL DOCUMENTS. The search continues for TS collateral
documents among the O/DDI records retired to the Agency Archives and
Records Center. Seventy-three cubic feet of material were reviewed and
271 TS documents were found; 174 were charged to O/DDI and another 97
will require follow-up research to determine accountability. IRMD
personnel continue to process the results of the searches into TSCADS.
2. INFORMATION SERVICES CENTERS. Personnel at the
Information Services Center are using the suspense portion of the
Codeword/Collateral Document Control System (CDOCS) to keep track of
actions assigned to elements within the Office of Communications. (CDOCS
is a subsystem of TRIS). If the system works well, a similar system may
be established for the office of Logistics, the other component serviced
by th ISC.
Operation of the data access section of the Ames Building ISC is
going smoothly. Some of the equipment still is not operational but
efforts are underway to correct remaining problems and to obtain an
additional computer terminal for registry operations. Two newly assigned
employees are being trained in ISC functions.
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4. REGULATORY POLICY DIVISION ACTIVITIES. The Regulatory Policy
Division received a request from the Office of the DCI for information on
the time limits denoted by the PRIORITY, IMMEDIATE, and FLASH labels used
to move correspondence quickly. RPD reviewed appropriate regulations and
consulted the Agency Forms Management Officer who said that the IMMEDIATE
and FLASH labels were initially requested by the office of Communications
and that IRMD initiated the PRIORITY label. The specific dates of origin
could not be determined but these precedence indicators have been in use
for over 37 years. The purpose of the 0/DCI inquiry was to try to get
faster response to action items.
Representatives from IRMD met on 13 November with OIA officals to
introduce a newly assigned OIS annuitant. She will assist OIA in
implementing OIS information management survey recommendations.
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MEMORANDUM FOR: Deputy Director for Administration
Chief, Information and Privacy Division, OIS
SUBJECT: IPD/OIS Weekly Report (6 - 12 November 1985 )
1.
The Week in Review 6 - 1
2 Nove
mber 1985
1985 Weekly Average
a.
New cases
50
54.4
b.
Cases closed
89
79.1
c.
New appeals logged
5
2.7
d.
Appeals closed
3
1.7
e.
Manpower (man-weeks)
134
100.8
2. Current Backlogs
a. Initial requests - 1814
b. Requests in administrative appeal - 185
c. Requests in litigation - 77
Spotlighted Requests
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ADMINISTRATIVE-INTERNAL USE ONLY
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STAT IPD I(13 November 1985) (FINAL)
Distribution:
Orig - Adse
1 - DCI/DDCI/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/I
STAT 25 - DDO/IM
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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MEMORANDUM FOR: Director of Information Services
Chief, Information Resources
Management Division
SUBJECT: IRMD Weekly Report (6 - 12 November 1985)
1. Work in Progress
a. Machine-Readable Records.
Information Management Branch, met with Records
Management Officer, Office of Personnel (OP), to review the
initial six hine-readable records control schedule items
drafted by and to exchange ideas on data
collection methods, format, and content. As a result of this
meeting, will select one of the six OP systems
and prepare a new draft. also met with
Records Management Officer, OL, and
FARS Data Base Administrator, concerning the
schedule item drafted for OL on its Federal Automated
Requisitioning System (FARS). suggested minor
changes to a few file identifications. once these suggestions
are incorporated into the draft schedule item, it will be
complete. The interviews with personnel responsible for the
Inventory Control System (ICS), the next OL ADP system to be
scheduled, will begin on 14 November 1985.
b. TS Collateral Documents. I Ian
OIS annuitant, continues to search the retirement holdings of
the Office of the DDI at the Records Center for unaccounted for
TS collateral documents. Last week, reviewed
73 cubic feet of material and found 271 TS documents, 174
charged to O/DDI and another 97 that required follow-up research
to determine their ownership. Another annuitant,
will join at the Records Center this week to begin
looking at the retirement holdings of the Office of European
Analysis. ICB, continue to
process information on documents tound by e annuitants into
TSCADS.
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c. Information Services Centers. The members of the
suspense portion of CDOCS to keep track of actions assigned to
elements within the Office of Communications. If the system
works well, the Center will discuss the possibility of setting
up a similar system for the Office of Logistics, the other
component serviced by the Center.
At the Ames Building Center, the operation of the data
access portion of the Center is going smoothly, thanks to the
efforts of he two employees
responsible for servicing its customers. Some of the equipment
related to the operation of the Center is still not operational
and efforts are being made to rectify this situation, as well as
to get another computer terminal for registry operations.
Meanwhile, training continues for two new emplovees recently
assigned to the ISC,
2. Significant Events and
2
CONFIDENTIAL
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b. Wang Training. I (Information
Technology Branch, will begin acting on the results of a survey
taken earlier this year about Wang features in which OIS Wang
users had expressed interest in learning. The survey showed
that users wanted to learn more about glossary, visual memory,
and messages. will be providing training to Wang
users on these features in the near future.
Records Center Fire Alarm. The Security Staff at
the conducted another test of the fire
alarm system at Agency Archives and Records Center. The test
was a followup to one conducted during October when the alarm
system failed totally and word of the fire drill had to be
transmitted via the public address system. In the latest test,
the alarm failed to sound in the Reference Section, but worked
throughout the remainder of the Center. To improve the
situation, installed a radio/telephone system in the
AARC front office area by which AARC can contact the fire
station quickly in case of an emergency. It has also instituted
the practice of testing the AARC' ensure that it
is functioning. In the meantime,
d. Records Center. Records Center personnel performed
the following activities during this week:
Made 19 additions, 18 changes,
and 1 deletion.
Jobs received/edited: 20.
Jobs keyed: 14 consisting of
1,580 entries.
Jobs completed: 12.
Accessions: Received 17 jobs totaling
470 cubic feet.
References: Serviced 1,882 requests
for records.
Dispositions: Transferred 75 cubic feet of
material to incinerator. Sent
four boxes of stripped orange
folders to OP for re-use.
3. Scheduled Events
Members of ITB, will meet with Records
Management Officer, Office of Security, on 14 Novem er 1985, to
discuss the conversion of data contained in the OS Common Use
Automated Registry System to CDOCS.
3
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Chief, ICB,I IICB,
and _ OIS annuitant, will be meeting with OIA
officials on 13 November, to discuss assistance to
the OIA in implementing survey recommendations on its
information management program.
4
CONFIDENTIAL
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MEMORANDUM FOR: Director of Information Services
Chief, Regulatory Policy Division
SUBJECT: Regulatory Policy Division Activities - 06 November
through 12 November 1985
1. RPD is currently processing 133 jobs including an employee
bulletin (EB No. 1306) announcing that office parties during the 1985
Christmas season may be held on 17 December or 19 December from
3-6 p.m..l
2. The Office of General Counsel advised that proposed
as a result of more recent OPM directives on awards. These are not major
changes and OGC has promised to forward specific comments in the next few
days. The Chairperson of the DCI Secretarial/Clerical MAG has been
informed by RPD.
3. I ledited and prepared for coordination
The processing has been
suspended, however, until the originator, the Office of Personnel,
resolves questions concerning ambiguities in the text and contradictions
between the HR and FR which
4. During the absence of our chief of research, several RPD
employees fielded research questions from Agency callers regarding:
a. A query where to obtain a copy of an Executive Order.
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ADMINISTRATIVE - INTERNAL USE ONLY
b. A call from the DO requesting information contained in the
regulatory system on panel evaluation schedules. RPD referred DO to
c. A question from the O/DCI for information on the derivation and
time limits of the labels or forms denoting "Priority," "Immediate," and
"Flash" used to move correspondence quickly. RPD reviewed logical
sources in the regulations and conferred with the Agency forms officer,
probable source for these precedence forms.
"Immediate" and "Flash" forms were initially requested by the Office of
Communications and IRMD initiated the "Priority" label. The specific
dates of origin were not determined but these indicators have been used
for over 37 years. The O/DCI was checking because the Executive Registry
would like to have faster response to action items. For example,
couriers sometimes hand-carry items to a component at 9 a.m. with a
response due by 4 p.m. and when the O/DCI calls the action office at
4 p.m. to ascertain the status, it is discovered that the named recipient
has not received the document as yet.
5.
4-7 November.
attended a proofreading course during
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