OIS WEEKLY REPORT (27 FEBRUARY - 5 MARCH 1986)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP87-00058R000300560008-4
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 13
• Document Creation Date: December 23, 2016
• Document Release Date: September 6, 2011
• Sequence Number: 8
• Publication Date: March 6, 1986
• Content Type: MEMO

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MEMORANDUM FOR: Deputy Director for Administration
Director of Information Services
OIS Weekly Report (27 February - 5 March 1986)
2. Representatives from IRMD met with the Records Management
Officer, Office of Finance (OF), and other OF personnel to review the
first draft of a records control schedule item for machine readable
records pertaining to CIA Retirement and Disability System (CIARDS)
payroll information.
3. OIS annuitants continued to search for unaccounted for Top Secret
collateral documents. Annuitants continued to review the retired records
of the Office of Global Issues and the Directorate of Operations (DO).
Of the 2,814 documents reviewed in the DO, 2,728 were determined to be
properly accounted for, but 86 will require further research to determine
accountability. A representative from IRMD reviewed the results with
personnel from the DO and discussed various methods for locating
unaccounted for TS collateral documents. A representative group of DO
divisions and staffs will be selected for searches in order to determine
the best way to search the remaining DO components.
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4. An IRMD representative met with personnel from the New Building
Project Office (NBPO) to discuss the establishment of Information
Services Centers (ISC) in the new Headquarters Building. Discussions
focused on the design of the centers, planning by the DO for a registry
facility, copy center locations in the new building, and other matters.
In addition, IRMD representatives met with representatives from the
Office of Technical Service (OTS) to discuss requirements for ISC support.
5. OIS has developed tentative dates for the annual Information
Security Oversight Office (IS00) inspection of Agency classification
practices. A formal request from the Director of ISOO to the DDA is
expected shortly. Normally, an ISOO officer visits at least one
component in each directorate to inspect the classification markings on
documents and to determine if the personnel understand proper
classification procedures. The tentative inspection dates are as follows:
A. Directorate of Intelligence, 16 April 1986
B. Directorate of Operations, 6 May 1986
C. Office of the Director, 9 July 1986
D. Directorate of Administration, 26 August 1986
E. Directorate of Science and Technology, 24 September 1986
6. Representatives from IRMD participated in a meeting with Agency
Records Management officers to discuss the Privacy Act requirement that
all records systems containing information on American citizens and
resident aliens be identified and properly reported in the Federal
Register. The meeting was chaired by the Chief, Information and Privacy
Division. He called particular attention to computer systems that might
contain personal information and reminded the participants that any
records systems reported must be covered in an approved records control
schedule. He said that a memorandum containing additional guidance will
be provided.
7. The backlog of initial FOIA requests was reduced by 11 and is now
at 1514. The backlog of administrative appeals increased by two and
stands at 200. Litigation cases remained at 72. IPD completed one 1977,
one 1978, and two 1981 Privacy Act requests during the reporting period.
A separate report is attached.
ADMINISTRATIVE - INTERNAL USE ONLY
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MEMORANDUM FOR: Deputy Director for Administration
Chief, Information and Privacy Division, OIS
SUBJECT: IPD/OIS Weekly Report (26 Feb. - 4 Mar. 1986)
1.
The Week in Review 26 Feb. - 4 Mar. 1986 1986 Weekly Average
a. New
cases
72
53.8
b. Case
s closed
83
68.0
c. New
appeals logged
4
3.3
d. Appe
als closed
2
1.9
e. Manp
ower (man-weeks)
106.8
109.9
2. Current Backlogs
a. Initial requests - 1514
b. Requests in administrative appeal - 200
c. Requests in litigation - 72
3. Spotlighted Requests
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ADMINISTRATIVE-INTERNAL USE ONLY
IPD/FPO:sh~ I(5 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 - OLL
1 - OP
1 - OL
1 - C/IMS~
1 - DDO/IR
25 - DDO/IM
1 - DDI/IR
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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UNCLASSIFIED
MEMORANDUM FOR: Director of Information Services
FROM: Chief, Classification Review Division
SUBJECT: CRD Weekly Report, 26 February - 4 March 1986
Cabling for WANG equipment was run this week and four WANG terminals
installed in CRD offices. These new terminals work off the stand alone WANG
system that CRD uses and increases our WANG terminals to six.
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MEMORANDUM FOR: Director of Information Services
Chief, Information Resources
Management Division
SUBJECT: IRMD Weekly Report (26 February - 4 March 1986)
1. WORK IN PROGRESS
a. TRIS Training. Information Technology
Branch, met with registry personnel of t e Offices of Scientific
and Weapons Research and Development and Engineering to review
their use of the CDOCS (Codeword/Collateral Document Control
System) portion of IRIS. reviewed the way in which they
were inputting data into the system and their selection of key-
words to retrieve the data. She offered some suggestions on how to
make use of the system's features. visit is part of
ITB's continuing effort to encourage components to make full use of
CDOCS and to assist them with any problems that they are
experiencing. In this connection, ITB has also sent a notice to
component records management officers advising them that it will be
sponsoring two-hour tutorials on CDOCS. The training, which will
be conducted during the week of 17 March, will cover such features
as standardization of data elements, maintenance, quality control,
filing, and records destruction.
Information Management Branch, met wit
Machine Readable Records. and
Langston u ustus, Records Management Officer, Office of Finance,
Messrs. ADP Control Officer, OF, and
Chief, Retirement Pay Branch, OF, on 26 February to review the
first draft of a machine readable schedule item for the CIA
Retirement and Disability System (CIARDS). A second me the
CIARDS System was conducted on 28 February with and
Office of Information Technology, who were una a to
attend the earlier meeting.
MPsrs.l lalso met with
RMO, Office of Logistics, and
System Administrator for the Contract Information System (CONIF ,
OL, to answer questions developed from an earlier meeting. They
also gathered additional data required to start writing a draft
schedule item for the CONIF System. The meeting went well, but
because there was additional data to review a third meeting was set
for 7 March.
UNCLASSIFIED Except
Where Marked
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c. TS Documents. OIS continued to make progress in
reducing the number of unaccounted for TS documents. Annuitant
reviewed additional retired records of the Office
of Global Issues. He found eight TS documents during the week,
four of which were charged to OGI and three which will require
followup research. another annuitant, reviewed
additional documents in the
Information Management Staff. He identified
ocumen s, ,728 of which were charg
ownership could not be readily determined.
Information Control Branch, continued to process information on
documents found by the annuitants.
ICE, met with
IMS an o er members of e
review the results of research
Chief,
The meeting also covered methods that could be
used in searching DO office areas for missing TS collateral
documents. It was agreed that a sample group of DO divisions and
staffs would be selected for searches and the results of those
efforts reviewed to determine how to proceed with the other DO
components. ill participate in a followup meeting
on these matters during the week of 10 March.
Other personnel in ICB on different
aspects of the TS control program. is processing
information received from components certi yang t e estruction of
TS documents or their transfer to other agencies.
provided assistance to the TS control officers in the Offices of
Central Reference and Communications on the inputting of
information into TSCADS. is in a list of TS
collateral documents that were identified by__________ re r in his
current search work as having been downgraded in classification or
declassified. The list will be provided to the DO for followup
action.
d. Information Services Centers.) IMS,
reported for duty to help staff the new Information Services Center
is one of four officers
that eventually -will staff the en er at will service all of the
tenants will spend one week in training in the
use of communications equipment that will be used to process cable
traffic The Center began providing
limited service to COMIREX elements this week with assistance
provided by from the Intelligence Community Staff
Registry.
ICE, had several meetings last week
relating to 'the establishment of Information Services Centers in
the New Headquarters Building. met first with
a New Building Project ice architect, on the design
2
CONFIDENTIAL
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of the centers, DO's planning for a registry facility in the new
building cocv center locations, and other matters. She also met
with
to t
with
Service, and
that will support OTS in the new building. briefed the
OTS representatives on the current plans for mation
Services Center that will support their office. The OTS personnel
provided with updated requirements for the ISC and after
some discussion agreed that the Center should be staffed by an
additional person to handle office ouchin and four additional
terminals for document control. invited to
attend an OTS meeting on 14 March Which wi discuss the o ice's
move to the New Headquarters Building in 1987.
SIGNIFICANT EVENTS/ACTIVITIES
a. ARCINS Training. ITB, provided
training in the use of the Archives and ecords Center Inventory
System to records managers in the Offices of Finance, Medical
Services, and the DDA. reviewed their procedures and
ensured that each office had the updated files needed to use
ARCINS. After completing this review, eight retirement jobs were
sent to the Records Center for processing. and
personnel from the Computer Section at the 1ecor s en er have been
familiarizing DA personnel with the process of inputting data on
retired records directly into ARCINS. Until last year, the
Computer Section had been doing all of this inputting, but the
long-term goal is to have components input their own material
directly into ARCINS.
b. ISOO Inspections.) IIMB, has developed
tentative dates for the Information Security Oversight Office to
inspect the classification practices of Agency components. ISOO
normally conducts an annual classification inspection of each
Agency for which it has oversight responsibility. Normally an ISOO
officer will visit at least one office in each directorate to
inspect the classification markings on documents and to determine
if office personnel understand proper classification procedures.
Working with directorate RMOs, has developed the
following schedule: the first inspection will take place in the
Directorate of Intelligence on 16 April, followed by the
Directorate of Operations on 6 May, the Office of the Director on
9 July, the Directorate of Administration on 26 August, and the
Directorate of Science and Technology on 24 September. A formal
request from the Director of ISOO for this inspection schedule is
expected shortly.
3
CONFIDENTIAL
Chief NBPO, to discuss several issues relating
FiA ly, Chief, ICB, met
e f, Support Group, 0 ice of Technical
RMO for OTS, to discuss plans for the ISC
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rtin on Records Systems. I (Chief, IMB,
and IMB, participated in a meeting with all Agency
Recor s anagement Officers to discuss the necessity of ensuring
that all records systems containing information on American
citizens and resident aliens are identified and properly reported
in the Federal Register. The meeting, chaired by
Chief, Information and Privacy Division, called attention to
computer systems that might contain such information and reminded
the RMOs that any records systems reported had to be covered in an
approved records control schedule. The attendees were advised that
a memorandum containing additional guidance would be prepared by
C/IPD and disseminated within the next two weeks.
e. Records Center Holdin s. Chief, Archives
and Records Center Branch, Deputy Chief, ARCB, and
hief, Dispose ion ec ion, ARCB, met with
Records Management Officer, Office of Current
r eon and Policy Support, and other CPAS officers to discuss
CPAS' supplemental holdings at the A&RC. Supplemental deposits
include the extra copies of DDI intelligence reports that are
disseminated by CPAS. These copies are held at the Center in the
event that an additional or supplemental dissemination is required,
and are systematically reduced in number each year, over a period
of five years. Last week's discussions centered on streamlining
the system of manually maintaining these reports and periodically
reporting their status to CPAS. It was also decided to reduce the
number of supplemental copies that the Record Center holds.
will discuss the possibility of automating stem
with representatives during the next week. and
his staff members were also given a detailed tour of the Center .7
4
CONFIDENTIAL
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f. Records Center. Records Center personnel performed
the following activities during the week:
Made 32 additions, 4 changes, and
16
deletions.
Jobs
received/edited:
21.
Jobs
keyed: 23 consisting of
2,646 entries.
Jobs completed: 1.
Received 46 jobs totaling
439 cubic feet.
Serviced 2,427 requests for
records.
A&RC personnel completed the annual inventory of
the Center's holdings on 26 February. The staff must
now re-label, re-box, and re-stamp various items
throughout the Center. No major discrepancies were
encountered during the inventory.
3. SCHEDULED EVENT
Chief, IRMD, Chief, ICB,I IICB,
Chief, IMB, and IMB, will meet with
Chief, Printing and Photography Division, OL, and
members of his staff on 6 March to discuss recommendations
resulting from the Inspector General's inspection of P&PD.
5
CONFIDENTIAL
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C-O-N-F-I-D-E-N-T-I-A-L
Chief, Regulatory Policy Division
SUBJECT: Regulatory Policy Division Activities - 26 February
through 4 March 1986
1. RPD is currently processing 115 jobs.
2. RPD was notified by the Office of Congressional Affairs that
Paragraph la of was approved
by SSCI and HPSCI. It will now be forwarded for DDA approval and
subsequent publication.
3. Just as RPD was planning to send EB 1348, Update on Association
Benefit Plan Rebate, forward for approval, we were informed by the
Insurance Operations Division, OF, that the President had signed
legislation allowing retirees to receive the same refunds as Government
employees. OP is rewriting the bulletin to include this information.
4. RPD is updating the checklists for headquarters and field
regulatory issuances. The checklists are updated annually and include
all current regulations, handbooks and notices.
UNCLASSIFIED WHEN SEPARATED
FROM ATTACHMENT
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