OIS WEEKLY REPORT (13 - 19 MARCH 1986)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP87-00058R000300560006-6
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 16
• Document Creation Date: December 23, 2016
• Document Release Date: September 6, 2011
• Sequence Number: 6
• Publication Date: March 20, 1986
• Content Type: MEMO

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20 March 1986
MEMORANDUM FOR: Deputy Director for Administration
Director of In ormation Services
SUBJECT: OIS Weekly Report (13 - 19 March 1986)
1. *Activities in the Historical Review Program are moving forward
with the review of three distinct groups of historical documents: the
Strategic Services Unit (SSU), the Office of the Director of Central
Intelligence (O/DCI), and the U-2 Program. Some 20 feet of SSU records
have been initially reviewed by the Classification Review Division
(CRD). The results and the documents have been sent to the DO for
coordination. No complications are expected at this first stage. The
review of O/DCI records covering 1945 to 1955 is under way. The records
of the U-2 Program--previously reported--are being examined to identify
any special problems. For example, names of Agency personnel identified
in the U-2 Program are being compiled preparatory to checking with the DO
for possible covert status, and consultations are beginning with
personnel from the Office of General Counsel on how to handle
declassification problems involving cor rations, their employees, and
their experimental, developmental data.
2. The Agency transferred another 164 cubic feet of OSS records to
the National Archives and Records Administration.
3. On 13 March, representatives from the Information Technology
Branch of the Information Resources Management Division (IRMD) hosted a
meeting of the major users of the Records Center Archives Management
System (RAMS). Attendees included representatives from NPIC, the Offices
of Finance and Personnel, and personnel from the Agency Archives and
Records Center (AARC). The meeting provided helpful insights into the
diverse needs of each office and how these needs could be incorporated
into RAMS.
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4. Representatives from IRMD met with the Records Management Officer
for the Office of Security (RMO/OS) and a data programmer from the office
of Information Technology (OIT) to gather information on OS's
Community-wide Computer-assisted Compartmentation Control System (4C) for
an item on its records control schedule. When the draft of this records
control schedule item is completed, it will be reviewed with RMO/OS. A
second meeting will be scheduled with the OIT programmer responsible for
the maintenance of the system, to review and revise the draft 4C System's
schedule item. IRMD representatives also met with the RMO for the Office
of Logistics and completed a major portion of a draft record control
schedule item for OL's Contractor Information System (CONIF). Upon
completion of the entire draft, a meeting will be arranged with OL to
review and revise as needed.
5. Representatives from IRMD attended a conference on "Archival and
Records Management Concerns in Electronic Record Keeping Systems" at the
General Accounting Office Auditorium. Two of the topics presented were
Electronic Records Keeping and Government-wide Policy Initiatives in
reference to Records Management and Archival Considerations in Electronic
Records Systems. The session provided some insights into what is being
done with electronic records elsewhere and the problems that are being
encountered.
6. Progress continues regarding the location of unaccounted for Top
Secret (TS) collateral documents. In the case of a Directorate of
Operations (DO) component, more than 15,000 TS documents required further
research and review. Of that number, 426 were not recorded in TSCADS;
research on the 426 revealed that 285 documents had been downgraded from
Top Secret; a listing of these documents will be provided the DO for
review and followup action. In addition to the 426 documents above,
annuitants' research identified 381 documents that were previously
unaccounted for and charged to the DO or to the Office of SIGINT
Operations.
7. On 12 March, IRMD representatives met with the Executive Officer
of the Office of Logistics (EXO/OL) to discuss plans for the Information
Services Center (ISC) that will service OL and the Office of Finance in
the New Headquarters Building. EXO/OL was given a copy of a 1984
Memorandum of Understanding signed by the Director of Logistics and the
Director of Finance indicating their willingness to participate. He was
also shown the design that was developed from requirements provided by
both offices. The OL/RMO will serve as focal point with IRMD to update
requirements.
8. The Director of the Information Security Oversight Office
(D/ISOO) requested Agency views on a Department of Justice (DoJ)
recommendation that ISOO develop standardized jackets and labels for
classified computer diskettes. In response, the Director of Information
Services (DIS) recommended against adoption of DoJ's recommendation
because of its limited scope, i.e., it could be used with only one
automated data processing (ADP) medium. Moreover, DIS advised D/ISOO
that due to the Agency's concern for the protection of classified
C O N F I D E N T I A L
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information stored in ADP media, the Agency has developed three types of
nonremovable labels to be affixed to all types of ADP storage media, not
only diskettes. Samples of these labels were provided to ISOO suggesting
that it promote the standardized use of nonremovable labels similar to
these three types.
9. Based upon the Agency's FY 1985 single-sampling report to ISOO
showing that approximately one million more derivative classification
decisions were made than in FY 1984, D/ISOO suggested that the Agency
take additional samplings for future reports. In ISOO's view, the
additional sampling would provide an indication of whether an increase in
classification decisions is real or simply reflects unusually high
classification activity during the particular sampling period. In
response to the suggestion, the first of two such samplings will be taken
during the week of 17 March. Following an analysis of the two samplings,
a decision will be made on whether semi-annual samplings will be
necessary.
10. A specialist in U.S. foreign policy from the Library of Congress
has made an inquiry regarding declassified CIA material. He asked C/CRD
if there were declassified CIA material available for use similar to that
which exists in presidential library material. The specialist serves the
Congressional Research Service which is writing a four-volume study for
the Senate Foreign Relations Committee. He would like to include
appropriate CIA material that may be declassified and available. CRD has
obtained examples of such material from the declassified data system
(DECAL) in the Information and Privacy Division (IPD) and from an
AEGIS/RECON run from the Office of Central Reference (OCR). The
specialist has been invited to visit CRD to view and to discuss the
material.
11. While slowing down, the IPD FOIA backlog on public requests for
information continues to decline; it is now 1501. The backlog of
requests in administrative appeal has moved up by eight to 212 as well as
has litigation cases; it is up by three to 75. Attached is a separate
IPD report on items of interest concerning requests and responses.
C O N F I D E N T I A L
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ADMINISTRATIVE-INTERNAL USE ONLY
MEMORANDUM FOR: Deputy Director for Administration
ie , norm and Privacy Division, OIS
SUBJECT: IPD/OIS Weekly Report (12 - 18 March 1986)
1.
The Week in Review 12 -
18
March 1986
1986 Weekly Average
a.
New cases
88
57.2
b.
Cases closed
92
77.0
c.
New appeals logged
9
3.9
d.
Appeals closed
1
1.6
e.
Manpower (man-weeks)
120.7
108.1
2. Current Backlogs
a. Initial requests - 1501
b. Requests in administrative appeal - 212
c. Requests in litigation - 75
3. Spotlighted Requests
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 STAT
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ADMINISTRATIVE-INTERNAL USE ONLY
IPD/FBR:shLI(19 March 1986) (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 - 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
ADMINISTRATIVE-INTERNAL USE ONLY
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CONFIDENTIAL
MEMORANDUM FOR: Director of Information Services
Chief, Classification Review Division
SUBJECT: CRD Weekly Report, 12-18 March 1986
1. The Historical Review Branch accelerated to full throttle operation
with the restoration of normal funding for its annuitants. The HRB has been
operating with only 72 hours total time a week from its three reviewers, all
annuitants. Three groups of documents are under review. Some 20 feet of SSU
records have been initially reviewed by CRD and sent to the DO for
coordination; the returns so far have contained no significant differences in
judgment between CRD and the DO, and we anticipate easy sailing at least to
the point where coordination outside CIA begins (not required on the SSU
records however). The review of O/DCI records of the 1945-55 period is in the
early stage. U-2 records of the DS&T are being examined to anticipate special
problems that the review will present. A long list of names of Agency
personnel is being compiled preparatory to checks with the DO for covert
status; consultations are beginning with OGC personnel on how to handle
declassification problems involving corporations, their employees, and their
experimental-developmental data.
2. Mr. William C. Gibbons, specialist in U.S. foreign policy in the
Foreign Affairs and National Defense Division of the Congressional Research
Service, Library of Congress, recently asked whether CRD could tell him what
declassified CIA materials are available for use as presidential library
material is used in the Foreign Relations of the United States series. The
Congressional Research Service is writing a four-volume study for the Senate
Foreign Relations Committee on U.S. Government executive and legislative roles
and relationships during the Vietnam war, and would like to include
appropriate CIA material that is declassified and available. To answer Mr.
Gibbons we obtained computer printouts from the DECAL system, used by IPD to
record documents released through FOIA, and an AEGIS/RECON run from OCR.
C/CRD invited Mr. Gibbons to visit CRD offices to see and discuss how we might
help him. CRD now waits for Mr. Gibbons to set up a visit.
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CONFIDENTIAL
3. One of the main purposes of CRD's Released Information Management
System (RIMS) is to make available to declassification reviewers official
Agency statements on activities related to the CIA. Some of the most official
and widely disseminated registers of such statements are the publications of
various Congressional committees before which various Agency officials are
called upon to testify. In searching for the best documents to input into
RIMS, CRD has found about 35 shelves of as of yet-unindexed Congressional
publications with CIA interest in the files of the Historical Collection in
the Agency library. CRD is arranging with the Historical Collection a program
of utilizing these publications for RIMS input.
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STAT
Chief, Information Resources
Management Division
SUBJECT: IRMD Weekly Report (12 - 18 March 1986)
1. WORK IN PROGRESS
STAT a. TRIS Training.
STAT Technology Branch,
(Chief, Information
ITB, conducted two refresher training classes on the CDOCS
(Codeword/Collateral Document Control System) for registry
personnel and Records Management Officers. Ten officers attended
each of these sessions which addressed subjects, such as quality
STAT control, maintenance, filing, and document retrieval.
provided instruction on keyword indexing and provided some
practical exercises for the participants to test their
understanding. Three more training sessions on CDOCS are scheduled
for 19-21 March 1986.
b. TRIS Enhancement. Members of ITB hosted a meeting of
the major users of the RAMS system on 13 March. Attendees included
representatives from NPIC, the Offices of Finance and Personnel,
and personnel from the Agency Archives and Records Center.
Personnel from the Information Management Staff, DO, were not in
attendance, but provided comments by telephone. RAMS is a
sub-system of TRIS that allows the user to access the records at
the Agency Archives and Records Center. The meeting provided ITB
personnel insights into the diverse needs of each office and how
these needs could be incorporated into RAMS to make it a more
effective system. There will be additional meetings of this type
STAT once the RAMS menus have been revised. the
programmer responsible for this enhancement, chaired the meeting.
STAT
STAT
STAT
STAT
STAT
STAT
hine Readable Records. Messrs.
Information Management Branch, met with
Records Mana ement Officer for the Office of
Security, and OIT, to gather information on the
Office of Security s OS Community-Wide Computer-Assisted
Compartmentation Control System (4C). When the draft
records control schedule item is completed, Messrs. d
will return to OS and review this writeup with
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STAT
STAT
STAT
STAT
who will then draft the records control schedule items for the
remainin OS systems. A second meeting will be scheduled with
the system, to review and revise the draft 4C System schedule item.
he OIT Programmer responsible for the maintenance of
Messrs . lalso met
with Records Management Officer for the Office of
Logistics, and comp eted a major portion of a draft schedule item
for OL's Contractor Information System (CONIF). Upon completion of
the draft, a meeting will be arranged with Data
Base Administrator, to review and revise the information as
needed. It is anticipated that this followup meeting will be
scheduled on or about 21 March.
STAT On 12 March 1986, the Chief, IRMD,
STAT Chief. MB and Messrs. IMB, met with
STAT Chief, Publications Center, Office of Current
Production and Policy Support, DI, to discuss a recently formed
STAT Agency microcomputer user's Group (MUG). ---described the
nature of the group and what had happened at earlier MUG meetings.
The IRMD representatives explained their interest in the
disposition and maintenance of records created on PCs and expressed
an interest in attending and participating in future MUG
activities. The next meetin is tentatively scheduled for
STAT September 1986 and indicated that representatives from
IRMD are welcome to participate.
STAT
Messrs.l attended a conference on
"Archival and Records Management Concerns in Electronic Record
Keeping Systems" at the General Accounting Office Auditorium. The
conference was sponsored by the Information Resources
Administration Councils, Records Management and Micrographics
Council and Society for History in the Federal Government. The
major topics presented by a number of speakers included: Agency
Organization Structure, IRM, and Electronic Record Keeping, and
Government-wide Policy Initiatives re Records Management and
Archival Considerations in Electronic Records Systems. The session
provided some insights into what is being done with electronic
records elsewhere and problems that are being encountered.
d. TS Documents. Progress continued to be made in our
efforts to locate unaccounted for TS collateral documents.
STAT Annuitant continued his review of the retired
records holdings of the 0 fice of Global Issues during the week.
He found 14 documents, eight of which were charged to OGI and
STAT another six which will require followup research.
another annuitant, began reviewing the retired records o e
Office of Development and Engineering. She found 15 TS collateral
documents, 10 of which were unaccounted for and five others whose
STAT ownership could not be determined. A third annuitant,
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STAT
continued his review of the retired records holdings of the Office
of Scientific and Weapons Research, finding 10 documents: six of
the docume ts were charaed to OSWR and four will require followup
research. Information Control
Branch, continued to process the in orma ion on documents found by
the annuitants.
The processing of the results of the search efforts of
STAT in
STAT n ormation Management Staff, DO, showed
STAT
Research on these 426 documents showed 285 had been downgraded from
Top Secret; a listing of these documents will be provided for IMS
review and followup action. The annuitants' search identified 381
documents that were previously unaccounted for and charged to the
DO or to the Office of SIGINT Operations.
that more than 15,000 documents were reviewed. Of that number,
they located 426 documents that were not recorded in TSCADS.
e. Information Services Center. (Chief,
STAT Information Control Branch, and ICB, met on 12 March
STAT with Executive Officer, Office of Logistics, to
discuss plans tor a Information Services Center that will service
the Office of Finance in the New Headquarters Building.
STAT was given a copy of the 1984 Memorandum of
Understand ing signed by the Director of Logistics and Director of
ating their willingness to participate in this ISC.
STAT was also shown the design for the Center that was
deve ope from requirements provided by both offices in 1984. He
agreed to name a member of the Information and Management Support
Staff, OL, to serve as focal point with ICB to update
STAT requirements. A subsequent call from IMSS, named the OL
Records Management Officer as the referent.
STAT
2. SIGNIFICANT EVENTS/ACTIVITIES
a. Professional Meeting. ITB, attended an
Association of Records Managers and minis ra ors (ARMA) meeting
on 12 March 1986. The featured speaker was Dr. David Batty, a
private consultant, who discussed "Indexing and the
Microcomputer". Dr. Batty, who has been involved with computers
and library science for many years, discussed the historical
progress, the usage, and the storage capability of computers from
the use of vacuum tubes to the small micros of today. He
emphasized the need for building a keyword dictionary for
retrieving the information that is stored on micros. Dr. Batty
conducts workshops on the design and program development for
personal computers and a two-day seminar on thesaurus construction.
3
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STAT
STAT
Optical Character Reader. I Chief, ITB,
and ITB, visited Word Processing Associates, Inc., for
a briefing and demonstration of their Optical Character Recognition
(OCR) page reader. The TOTEC TO-5000B model is a compact desk-top
design OCR page reader, which interfaces to most leading data
processing and word processing systems. Using advanced microchip
technology, the TOTEC recognizes most popular office type styles,
up to eight. To read accurately, the OCR system requires a
reasonably good quality printed page. This OCR does not read
handwritten items, such as signatures, comments, etc., that may be
part of the document. Additional information is needed to see if
this system might have any application for systems used by OIS. A
Tempest version of this system is available.
c. ISOO Request. The Director of the Information
Security Oversight Office (ISOO) requested Agency views on a
Department of Justice (Doi) recommendation that ISOO develop
standardized jackets and labels for classified diskettes. In a
STAT letter prepared by the Director of Information
Services (OIS) advised ISOO that due to the Agency's concern for
the protection of classified information stored in automatic data
processing (ADP) media, the Agency has developed three types of
nonremovable labels to be affixed to all types of ADP storage
media, not only diskettes. The labels would be used to identify
classified, as well as unclassified information, stored in these
media. Samples of the three Agency labels were provided to ISOO
with our recommendation that ISOO promote the standardized use of
nonremovable labels similar to those used in the Agency. We
recommended against adoption of DoJ's recommendation to use
standardized jackets to identify diskettes containing classified
information because of its limited scope, i.e., it could be used
with only one ADP medium.
d. Classification Decisions. The first of two samplings
of Agency classification decisions will be taken during the week of
17 March 1986. Our FY 85 report to the Information Security
Oversight Office (ISOO) showed that approximately one million more
derivative classification decisions were made in FY 85 than in
FY 84. The increase triggered a suggestion from the Director,
ISOO, that the Agency take an additional sampling rather than
relying on the results of just one. In ISOO's view, the additional
sampling would provide an indication of whether an increase in
classification decisions is real or simply reflects unusually high
classification activity during a sampling period. A memorandum
STAT prepared by the Agency Records Management Officer,
informed all RMOs of the need to take two samplings this year.
Based on an analysis of the results of the two samplings, a
decision will be made on whether semi-annual samplings will be
necessary.
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STAT
JIAI and ICB, met with Chie Secretariat
TAT Sta , Intelligence Community Staf in response to
STAT request for assistance in resolving some information handling and
STAT management problems in his staff. and one of his
staff members provided a brief overview of the problems they are
experiencing. The IRMD representatives felt improvements could be
made in several areas and indicated that a division member should
STAT review the operation. will conduct the survey beginning
the first week in Apri .
f. OSS Records. The Agency transferred another 164 cubic
feet of OSS records to the National Archives and Records
Administration.
g. Records Center. Records Center personnel performed
the following activities during the week:
RAMS: Made 33 additions, 4 changes, and
12 deletions.
ARCINS: Jobs received/edited: 20.
Jobs keyed: 20 consisting of
3373 entries.
Jobs completed: 16.
Accessions: Received 49 jobs totaling
361 cubic feet.
References: Serviced 2659 requests for records.
Dispositions: Transferred 120 cubic feet of
material to the hammermill
for destruction.
Special Runs: One to OP.
STAT
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MEMORANDUM FOR: Director of Information Services
Chief, Regulatory Policy Division, OIS
SUBJECT: Regulatory Policy Division Activities -
12 - 18 March 1986
1. RPD is currently processing 115 jobs, up from last week's 110.
2.I (spent the majority of the reporting period
preparing the tables of contents for headquarters issuances and the
checklists for both field and headquarters issuances for printing. The
tables of contents and the headquarters checklist have been forwarded to
P&PD/OL. The field checklist was sent to the DO for approval.
3. For the commemoration of the death of Dr. Sherman Kent, the
distinguished historian who was one of the Agency's founding fathers, RPD
received, and processed on a priority basis, EB No. 1355, "Sherman Kent:
1 December 1903 - 11 March 1986, Father of Literature of American
Intelligence," to inform employees of his distinguished service to the
Agency.
5. Received for processing in RPD were
These hardy perennials from the Offi-ce-of
Personnel set forth a policy of continuing Agency concern.
6. Processing of
require the circulation of a second
draft of the proposal for Agency review.
7. (returned from training and is processing RPD's
pending a new assignment.
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8. I Ihas begun using his newly installed Wang word
processor and has found the experience both pleasant and
rewarding. F-~
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