OIS WEEKLY REPORT (3-9 OCTOBER 1985)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP87-00058R000300550012-0
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 16
• Document Creation Date: December 27, 2016
• Document Release Date: February 25, 2014
• Sequence Number: 12
• Publication Date: October 9, 1985
• Content Type: MEMO

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STAT
ADMINISTRATIVE - INTERNAL USE ONLY
9 October 1985
MEMORANDUM FOR: Deputy Director for Administration
FROM:
Director of Information Services
SUBJECT: OIS Weekly Report (3-9 October 1985)
A. WORK IN PROGRESS
1. On 2 October, representatives from the Classification Review
Division (CRD) and the Directorate of Operations (DO) began the first
phase of the Agency's Historical Review Program (HRP). This involves
searching the list of records of the Strategic Services Unit and the
Central Intelligence Group dated 1946 and 1947. After the files have
been identified, an assessment of the material will begin. During this
latter phase a preliminary determination will be made as to historical
value and declassification possibility.
2. TRIS TRAINING. Representatives from the Information Resources
Management Division (IRMD) visited the Office of Communications/Office of
Logistics Information Services Center (OC/OL ISC) to assist users of the
new TRIS system. OC had asked for help in entering documents into the
Codeword/Collateral Document Control System (CDOCS). The problems seemed
to be based on operator reluctance to use the new system and a lack of
standard procedures. Suggestions were made to facilitate entry and
retrieval of information in CDOCS. IRMD has distributed a memorandum to
all Agency Records Management Officers and registry control point
personnel establishing standard CDOCS symbols for identifying offices,
agencies, and other organizations. In addition, further CDOCS training
will be provided on 4-5 November.
Separately, other IRMD representatives visited Top Secret control
officers in the 0/DDI, other DI Offices, and the DA registry to assist
them with TSCADS entry procedures.
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3. CLASSIFICATION STATUS OF CERTAIN DOCUMENTS AT NARA. (For
background on the topic, please refer to OIS Weekly dated 2 October, item
B. 4.) In followup to CRD's discussions with NARA concerning classified
documents possibly being seen or copied by the University Publications of
Anerica, the OIS Legal Advisor recommended against discussing the matter
with ISO?. The recommendation was based on the fact that an
authoritative declassification had not taken place because there was no
physical evidence that the documents were declassified. CRD will
recommend to NARA that the documents in question be segregated from
declassified material and stored as classified records.
4. TS DOCUMENT SEARCH. OIS annuitants continued their search for
unaccounted Top Secret documents. In the 0/DDI holdings at the Records
Center, 160 cubic feet were reviewed and 65 documents were located - -47
were recorded as charged to the 0/DDI but 18 require further analysis.
Records of the Office of Scientific and Weapons Research (OSWR) were
searched and 690 documents were located - -576 were recorded as charged to
OSWR but 114 require further research. Initial analysis indicates that
seven documents were previously unaccounted for on the OSWR account.
B. SIGNIFICANT EVENTS AND ACTIVITIES
1. ADP RECORDS SCHEDULES. Representatives from IRMD met with
representatives of the Office of Logistics (OL) to discuss Federal
Automated Requisitioning System (PARS) data files and how information
flows through the system. Information obtained will enable IRMD to
prepare a machine-readable schedule item for PARS. Separately, IRMD
representatives met with the Office of Finance RMO to go over previous
work done on the OF schedule and to offer assistance in ensuring that all
necessary data is incorporated.
2. NARA BRIEFING. Deputy Chief, IRMD, and representative briefed
representatives from the National Archives and Records Administration
(NARA) on the Agency's information management program. The NARA
representatives also met briefly with the Director of Information
Services and Chief, IRMD.
3. ICS REGISTRY SURVEY. IRMD has been requested by the Chief,
Support Staff, Intelligence Community Staff (ICS) to survey the ICS
Registry Phe purpose is to
assess the possibie need tor additional personnel. The survey is
scheduled to begin the week of 12 October.
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4. AIR FORCE RECORDS MANAGEMENT SYSTEM. Representatives from IRMD
were briefed by the U.S. Air Force RMO on a new office automation
system. The system includes a records management module that requires
front-end disposition instructions for each electronic document entered
into the system. It preserves the record copy of a document in its
original form and provides an audit trail and listing of all versions of
the document. NARA has approved the system and will not require a paper
back-up for the electronic record. NARA approval, however, is still
required for the records control schedules on which the system is based.
5. (FOR DDA INFORMATION ONLY) REGULATORY POLICY ACTIVITY. The
Regulatory Policy Division (RPD) forwarded memoranda to the office of
General Counsel OGC c
RPD told OGC that it would
proceed without OGC review and that the DDA would be so informed. The
tactic was successful. Immediate action was taken by the responsible
attorneys in OGC and final concurrence is all but completed.
6. INFORMATION AND PRIVACY DIVISION. The current backlogs are:
initial requests 1951 and requests in administrative appeal 185. For
details concerning significant requests and responses, please see IPD
report, attached.
Attachment
As Stated
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4. AIR FORCE RECORDS MANAGEMENT SYSTEM. Representatives from IRMD
were briefed by the U.S. Air Force RMO on a new office automation
system. The system includes a records management module that requires
front-end disposition instructions for each electronic document entered
into the system. It preserves the record copy of a document in its
original form and provides an audit trail and listing of all versions of
the document. NARA has approved the system and will not require a paper
back-up for the electronic record. NARA approval, however, is still
required for the records control schedules on which the system is based.
5. INFORMATION AND PRIVACY DIVISION. The current backlogs are:
initial requests 1951 and requests in administrative appeal 185. For
details concerning significant requests and responses, please see IPD
report, attached.
Attachment
As Stated
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STAT
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9 October 1985
MEMORANDUM FOR: Deputy Director for Administration
FROM:
Chief, Information and Privacy Division, OIS
SUBJECT: IPD/OIS Weekly Report (2 - 8 October 1985)
1. The Week in Review 2 - 8 October 1985 1985 Weekly Average
a. New cases 55 55.2
b. Cases closed 71 79.6
c. New appeals logged 5
d. Appeals closed 0
e. Manpower (man-weeks) 86.5
2. Current Backlogs
a. Initial requests - 1951
b. Requests in administrative appeal - 185
c. Requests in litigation - 81
3. Spotlighted Requests
2.6
1.5
100.2
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STAT IPD/ (9 October 1985) (FINAL)
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
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C -0-N-F -I -D-E-N-T-I -A-L
MEMORANDUM FOR:
Director of Information Services
8 October 1985
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FROM:
Chief, Regulatory Policy Division
SUBJECT: Regulatory Policy Division Activities - 2 October
through 8 October 1985
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1. RPD is currently processing 142 jobs, down slightly
from last
week's 146. Edited and forwarded for approval to publish was
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have been of ongoing interest to Agency
employees. Also
of interest
for Agency employees with thespian
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aspirations was
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2. Initiated by the Chairman of the DCI
Secretarial/ Clerical MAC
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was
The Chairman also
requested
that a field counterpart
be published
but, since no draft was
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furnished, such an issuance
will be prepared
by
RPD.
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3. Circulated for information
was draft B of
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which contained the changes
made as a
result of comments received on the initial draft from Agency
coordinators. RPD also prepared two memoranda for signature by the
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Deputy Director for Administration (DDA) reminding Agency senior
management that the time had come for all employees to read the current
edition of the handbook and certify that they have done so.
4. Prepared for review by the Offices of Security (OS) and
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Personnel (OP), and the EO/DDA, were draft revisions of
These drafts amalgamated material prepared by OS (the
initiator)
with material developed by RPD and considered necessary in
permanent regulatory issuances. It is RPD's intention to have
these
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revisions on the
books by the time the
expire on 1 November 1985.
two relevant notices,
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5. RPD forwarded
memoranda to the
Office of General
Counsel (OCC)
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concerning two long-delayed proposals:
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OGC attorneys were advised that RPD would proceed without
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OGC review and that the DDA would be so informed. The tactic was
successful: the former proposal (and its field counterpart) were
concurred in by OGC and the attorney responsible for the latter was
galvanized into completing her review and submitting the proposal to the
General Counsel for final concurrence.
6. Prepared for DDA approval was
following resolution of questions raised concerning its provisions by the
Director of Information Services (D/OIS). A memo to the D/OIS
synopsizing OP's answers to these questions was prepared for signature by
C/RPD. Prepared for forwarding to P&PD/OL for initial page proofs,
following DCI approval, were
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7. RPD mounted a substantial research effort in response to a
request from OP for material on previous versions of
Material going back to the 1950's was located
and documentation pertaining to each edition of this regulation since its
Initial promulgation in 1961, including background memoranda, was
compiled and forwarded to OP
8. RPD provided the Directorate of Operations (DO) with 25 copies
were forwarded to the Public Affairs
Office, and the Offices of SIGINT Operations and Scientific and Weapons
Research in the Directorate of Science and Technology. Individual copies
of various other regulatory issuances were sent to DO, OGC, the Audit
Staff, and the Agency Archives and Record Center.
Attachment
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8 October 1985
MEMORANDUM FOR: Director of Information Services
FROM:
Chief, Classification Review Division
SUBJECT: Weekly Report, 2 October - 8 October 1985
1. On 2 October 1985 the Chief and two members of CRD met with
representatives of DO/IMS and began the first phase of identifying material in
DO files that will be considered for the Historical Review Program. The team
searched through lists of files that had been retired to the Agency Records
Center searching for files that contained material dated during either 1946 or
1947. Once these files have been identified, the next phase will be to travel
to the Records Center and begin assessing the material in the files
themselves. In this phase a preliminary determination will be made as to the
declassifiability and historical value of these specific DO records.
3. of CRD spent 23 September through 1 October
at the Eisenhower Library in Abilene, Kansas, screening material containing
CIA equities. Forty three archive boxes with an estimated 30,000 pages of
1952-54 documents originated mostly by the Psychological Strategy Board and
the Operations Coordination Board were given a preliminary screening. An
estimated 60 percent were set aside as material not requiring CIA protection.
The remainder was held either solely to protect CIA identities or to protect
both CIA identities and sources/activities. There was a large volume of (XB
Daily Intelligence Abstracts or Daily Notes that contained CIA material
explicitly identified or deducible as of CIA origin; these would require
sanitization at CIA through the regular mandatory review process to declassify
for release. Another category that loomed large in volume consisted of
reports on national psychological warfare and refugee exploitation programs.
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The reviewers adopted the principle that the protection of the "Do series
plans that governed these programs is the responsibility of the NBC. However,
they held anything that recorded or implied CIA participation. Other subjects
in the material included agendas, personnel information, project status
reports, civil defense exercises, economic programs (rubber stockpiles, PL-480
food disposal, mid-east oil supplies) and Korea-related problems (refugees,
POW return, CW warfare charges against the United States). CRD has now
completed the screening of all material in the Truman and Eisenhower Libraries
identified by their archivists as involvin CIA equities. Next up should be
either the JOhnson or Kennedy Library.
4. After consulting with the OIS legal advisor, IRMD decided not to
discuss with the CIA member of ISOO the problem of the nine classified
documents possibly photographed at Suitland by University Publications of
America, About which we mentioned in the last weekly report. Their decision
was based on the opinion that the documents were never legally declassified,
and suggested that CRD write NARA that the documents remain classified and
that NARA should "take whatever steps are necessary to ensure that they will
be treated and stored as classified records in the future."
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STAT
STAT a. TRIS Information Technology Branch (ITB),
visited the Office of Communications/Office of Logistics
Information Services Center (OC/OL ISC) as part of ITB's continuing
effort to assist users of the new TRIS system. OC had asked for
help on entering documents into CDOCS. Their problems seemed to be
based primarily on operator reluctance to use the new system, and a
STAT lack of standard procedures. advised them of several
ways to facilitate entry and subsequent retrieval of information in
CDOCS, such as establishing a keyword file, entering information in
standard format, and performing quality control checks.
ADMINISTRATIVE - INTERNAL USE ONLY
MEMORANDUM FOR: Director of Information Services
FROM:
Chiet, intormation Kesources
Management Division
8 October 1985
SUBJECT: IRMD Weekly Report (2 - 8 October 1985)
1. Work in Progress
ITB also distributed a memorandum to all Agency RMOs and
registry control point personnel establishing standard CDOCS
symbols for identifying offices, agencies, and other
organizations. In addition, ITB notified these personnel that
further CDOCS training will be provided on 4-5 November in Ames
Building.
STAT Separately, Information Control Branch
(ICB), visited Top Secret control officers in the Offices of Near
Eastern and South Asian Analysis, Global Issues, African and Latin
American Analysis, and Soviet Analysis to assist them in TSCADS
STAT use. In addition, ICB, visited the 0/DDI Top Secret
control officer andthe DA Registry to assist with TSCADS data
entry procedures.
STAT
STAT
b. TS Document Search. OIS annuitants continued their search
for unaccounted Top Secret documents. reviewed
160 cubic feet of 0/DDI holdings at the Records Center and located
65 documents--47 on record as charged to the 0/DDI and 18 requiring
further analysis. searched
Office of Scientific and Weapons Research office areas, locating
690 documents--576 on record as charged to OSWR and 114 requiring
further research. Initial analysis indicates that seven documents
were previously unaccounted for on the OSWR account.
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c. ADP Records Schedules.
Information Management Branch (IMB), met with representatives of
the Office of Logistics (OL) and the OL RMO to discuss Federal
Automated Requisitioning System (FARS) data files and how
information flows through the system. This information will enable
STAT Messrs. to complete a draft machine-readable
schedule item for the FARS System. Separately, in an effort to
complete the Office of Finance (OF) draft schedule, they visited
the OF RMO to go over previous work done on the schedule. There
are still at least two systems which are not covered by schedule
items. The OF RMO will identify the items that still need
additional data before starting on the remaining systems.
STAT Messrs. promised to provide whatever assistance
is needed.
2. Significant Events and Activities
a. NARA Briefing. Deputy Chief, IRMD, and Chief, IMB,
presented a briefing on the Agency's information management program
to Kenneth Rossman, Chief, Records Appraisal and Disposition
Division, National Archives and Records Administration (NARA), and
Ray Tagge, the NARA liaison representative to the Agency. The NARA
representatives also met briefly with the Director of Information
Services and with Chief, IRMD. Mr./Rossman seemed favorably
disposed toward our program efforts, and we expressed our
appreciation for Mr. Tagge's fine work in appraising our records.
b. ICS Registry Survey. IRMD has been requested by the
Chief, Support Staff, Intelligence Community Staff (ICS) survey the
ICS Registry in The purpose STAT
of the survey is to ascertain the need for additional personnel to
handle the registry's workload. The survey will be conducted by
Shirley King, ICB, and is expected to begin the week of 12 October.
STAT c. Air Force Records Management System.
STAT and IMB, were briefed by the U.S. Air Force Records
Management Officer on a new office automation system that moves the
Air Force closer to the "paperless office." The system includes a
records management module that requires front-end disposition
instructions for each electronic document entered into the system.
The system preserves the record copy of a document in its original
form and provides an audit trail and listing of all versions of the
document. When a document reaches the end of its scheduled life
cycle, the system notifies the custodian that the document is to be
disposed of and then automatically does so unless the disposition
is changed. Items that are designated permanent or that require
long term retention will be transferred electronically to NARA or a
Federal records center. NARA has approved the system and will not
require a paper back-up to the electronic record. NARA approval is
still required for the records control schedules on which the
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system is based. All future Air Force multi-user computer systems
must employ the records management module. The IMB representatives
and the Air Force RMO agreed to maintain contact on the subject of
machine-readable records and other information management matters.
d. Records Center. Records Center personnel performed the
following activities during the week:
RAMS: Made 25 additions and 3 deletions.
ARCINS: Jobs received/edited: 19.
Jobs keyed: 15 consisting of
3,045 entries.
Jobs completed: 7.
Accessions: Received 25 jobs totaling
404 cubic feet.
Reference: Serviced 1,994 requests for
records.
Special Run: Four: 3 to OP and 1 to
Other: The current CT class will visit
the Agency Archives and Records
Center for a tour and briefing
on 9 October.
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