OIS WEEKLY REPORT (16-22 JANUARY 1986)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP87-00058R000300560014-7
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 14
• Document Creation Date: December 23, 2016
• Document Release Date: September 2, 2011
• Sequence Number: 14
• Publication Date: January 23, 1986
• Content Type: MEMO

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23 January 1986
MEMORANDUM FOR: Deputy Director for Administration
Director of Information Services
SUBJECT: OIS Weekly Report (16-22 January 1986)
1. DECLASSIFICATION REVIEW OF RECORDS FROM THE U-2 PROGRAM.
Representatives from the Classification Review Division (CRD) and the
Directorate of Science and Technology (DS&T) drafted a Memorandum of
Understanding to govern the review of DS&T records on the history of the
U-2 program. (Please refer to OIS Weekly dated 8 January, A. 2. for
background information.) Under the agreement a representative from DS&T
would remove the temporary material as well as the special-classification
material, leaving approximately 500 linear feet to be reviewed by CRD.
Records ultimately declassified would be transferred to the National
Archives and Records Administration under the CIA Historical Review
Program (HRP). After the MOU is signed, review will begin as soon as
classification reviewers are available. Presently, the four reviewers
(contract annuitants) assigned to the Historical Review Program are
limited to two days a week because of lack of funds. CRD will divide the
reviewers into two teams. One team will review the U-2 records when they
become available and the other team will continue the review of
historical records from the Strategic Services Unit (SSU).
2. ANNUAL RECORDS INVENTORY. A representative from the Information
Resources Management Division (IRMD) has made an initial analysis of the
annual reports of the records holdings of the DCI area and the
Directorates of Intelligence, Science and Technology, and Operations.
Preliminary analysis shows that in 1985 the DCI area and the DS&T
increased their holdings by 919 cubic feet and 4,271 cubic feet
respectively. The DI and DO in the same period reduced their holdings by
1,830 cubic feet and 40 cubic feet, respectively. Looking at these
components only, there was a net growth in the Agency's records holdings
of 3,320 cubic feet. In addition, the overall holdings of the Agency
Archives and Records Center (AARC) grew by 4,207 cubic feet in 1985.
IRMD plans to complete the analysis of all Agency components during the
coming week and provide a summary report to the DDA.
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3. TS DOCUMENT SEARCH. The Chief of the Document Accountability
Section within IRMD has completed his review of the work of three
annuitants who searched office areas and their records holdings at AARC
for Top Secret (TS) collateral documents during 1985. They resolved the
accountability of approximately 600 previously unaccounted for TS
collateral documents. Since this special project began in October 1984,
more than 25,000 TS documents have been located either in Agency offices
or at AARC. Of that number, there were approximately 9,000 documents not
on record in the offices where they were found; moreover, most of these
documents had not been previously in TSCADS. Since the beginning of the
search, unaccounted for documents have been reduced from 12,554 to
10,216. With continued assistance of our annuitants, IRMD hopes to
complete its search of components with large TS collateral holdings by
the end of 1986.
4. FOLLOWUP TRAINING FOR TRIS USERS. Discussions were held with a
number of Agency components regarding the use of the Collateral/Codeword
Document Control System (CDOCS), the document control and records
management portion of TRIS. In addition to responding to questions, an
IRMD representative discussed future training on the system. The goal
would be to enable component personnel to use the system more effectively
and to introduce them to different system features.
B. SIGNIFICANT EVENTS AND ACTIVITIES
2. BRIEFING ON CLASSIFICATION PROCEDURES. At the request of OTE, a
representative from IRMD briefed personnel attending the Freedom of
Information and Privacy Act Seminar on the implementation of Executive
Order 12365 as it pertains to classification. The IRMD representative
also discussed practical applications of the classification procedures
described in the Executive order and the use of the Agency's
ADMINISTRATIVE - INTERNAL USE ONLY
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ADMINISTRATIVE - INTERNAL USE ONLY
classification guide. It was evident from the questions that the
participants were concerned about classification procedures and wanted
more guidance. IRMD plans to provide additional ad hoc briefings on
classification procedures as opportunities arise.
3. INFORMATION SERVICES CENTERS IN THE NEW AGENCY BUILDING.
Representatives from IRMD met with representatives from the Office of
Information Technology (OIT) to discuss OIT's FY87 budgeting for Data
Access Centers (DAC) in the New Headquarters Building. Based on earlier
planning, the DACs are to be co-located with some of the Information
Services Centers (ISCs). A DAC would operate under the control of an ISC
which will provide a greater variety of services and better control of
disseminated information. OIT is trying to determine the equipment that
should be included in the new DACs. The OIT representatives also had
questions regarding the staffing of the ISCs. The OIT representatives
gave no indication of any change in the plan to budget for four
co-located DACs and one larger 24-hour facility. IRMD plans to review
the requirements for ISCs with the New Building Project Office to ensure
that they are current.
4. Representatives from the DO Information Management Staff (IMS)
met with CRD representatives to discuss the first selection of SSU
records being reviewed under the HRP. A CRD representative explained the
methods for selecting the material and the standards used during review.
DO/IMS representatives were satisfied with the procedures and the
substantive nature of the review.
5. AARC IMPROVEMENTS. On 15 January, two representatives from the
Information Technology Branch, IRMD, visited the AARC to discuss
improvements to an AARC computer system (RAMS) and the use of bar code
technology for records processing. Some changes to RAMS were suggested
that would improve its use without affecting the procedures followed by
AARC customers. There was a useful exchange concerning the use of bar
codes to inventory AARC's holdings and to charge out material. A careful
review of the Agency's bar code applications as well as developments in
this technology is being made to determine their applicability to AARC.
6. CRD has learned that the Department of Defense (DoD) has
postponed the publication of the Air Force history, "Air Interdictions in
Laos," until at least 1990. The Department of State had objected that
the accounts of U.S. bombing of Laotian territory might jeopardize the
negotiations in Vientiane concerning the search for the remains of U.S.
"MIAs" there. According to State, the argument for postponement, which
CIA supported, was taken almost to the Secretary level before DoD agreed
to postpone publication.
7. INFORMATION AND PRIVACY DIVISION ACTIVITIES. The reduction in
the initial case backlog continues and now stands at 1620. Requesters
for specific information sometimes follow uv with more general requests
that would require extensive research.
ADMINISTRATIVE - INTERNAL USE ONLY
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 STAT
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22 January 1986
MEMORANDUM FOR: Deputy Director for Administration
Chief, Information and Privacy Division, OIS
SUBJECT: IPD/OIS Weekly Report (15 - 21 January 1986)
1.
The Week in Review 15
- 21 January 1986
1986 Weekly Average
a.
New cases
42
41.3
b.
Cases closed
51
48.6
c.
New appeals logged
1
2.0
d.
Appeals closed
0
0.3
e.
Manpower (man-weeks)
146.1
121.0
2. Current Backlogs
a. Initial requests - 1620
b. Requests in administrative appeal - 193
c. Requests in litigation - 75
3. Spotlighted Requests
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IPD I(22 January 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/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
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25X1
25X1
25X1
25X1
25X1
25X1
25X1
25X1
25X1
25X1
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21 January 1986
MEMORANDUM FOR: Director of Information Services
Management Division
Chief, Information esources
SUBJECT: IRMD Weekly Report (15 - 21 January 1986)
1. WORK IN PROGRESS
a. ISSO Matters. Acting Chief, Information
Management Branch, prepared a letter to the Director, ISOO, for the
DDA's signature advising that the Agency would prefer to continue
using its method of compiling statistical information concerning
classification decisions. The letter recommends that no change
should be made in the Agency's sampling method until the 1986
statistics have been compiled and analyzed. The Director, ISOO,
had suggested that the reported increase in the Agency's derivative
classification decisions in 1985 might be attributable to our
method of collecting statistics, i.e., taking count of all
classification decisions for one week and projecting that figure
for a one-year period. He had recommended that the Agency take a
sampling of these decisions twice a year.
b. Annual Records Inventory. IMB, has done
an initial analysis of the annual reports of records holdings for
the DCI area, the DI, DS&T, and DO. He is still awaiting a report
from the Office of Training and Education, so he can complete his
analysis of the DA. His preliminary analysis shows that during
FY 1985 the DCI area and the DS&T increased their holdings by
919 cubic feet and 4,271 cubic feet respectively. The DI and DO
were able to reduce their respective holdings by 1,830 cubic feet
and 40 cubic feet during this period. Looking at just these four
directorates, there was a net growth in the Agency's records
holdings in office areas of 3,320 cubic feet. In addition, there
was a growth of 4.207 cubic feet in the overall holdings at the
Records Center. hopes to complete his analysis during
the coming week and prove e a summary report to the DDA on his
findings.
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C. TS Document Search.) (Chief,
Document Accountability Section, information Control Branch,
completed his review of the work of three annuitants who searched
office areas and the Records Center for TS documents during 1985.
He found that they succeeded in resolving approximately 600
previously unaccounted for collateral TS documents. Since their
search efforts began in October 1984, they have found more than
25,000 TS documents either in Agency offices or at the Records
Center. Of that number, there were almost 9,000 documents that
were not on record in the offices where they were located; most of
these documents had not been previously recorded in the TSCADS
system. Since the beginning of their search activities, the number
of unaccounted for documents has been reduced from 12,554 to
10,216. With the continued assistance of our annuitants, IRMD
hopes to complete its searches of components with large holdings of
unaccounted for TS documents by the end of the year. Thereafter,
IRMD will continue to monitor these missing documents, but will no
longer charge them to the components that were searched.
Two OIS annuitants,
review of the retirement holdings of the Office o
and the Office of Scientific and Weapons
Their findings are being processed by
continue their
Global Issues
respectively.
are being
Additional office searches in Headquarters
the annuitants.
ICB.
scheduled for
d. TRIS Training. Discussions were held last week with a
number of Agency components regarding the use of
Collateral/Codeword Document Control System (CDOCS), the document
control and records mana ement portion of TRIS. In addition to
responding to questions, Information Technology
Branch, discussed additional training on the system with registry
personnel. The goal of this training would be to enable components
to use the system more effectively and to introduce them to
different system features. A training outline is being prepared by
and other members of ITB in preparation for followup
training sessions with registry personnel. To the maximum extent
possible, this additional training will be concluded on a component
basis and will focus on the specific needs of that registry. These
training sessions will be held in the Ames Building and will begin
within the next two weeks.
SIGNIFICANT EVENTS AND ACTIVITIES
2
CONFIDENTIAL
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b. Briefing on Classification Procedures. At the request
of the Office of Training and Education, IMB, briefed
the Freedom of Information/Privacy Act Seminar on Agency
implementation of EO 12365. Her briefing also provided guidance on
the practical application of the classification procedures
described in the Executive Order and the use of the Agency's
classification guide. It was evident from the questions and the
interest shown by the participants, that employees are interested
in this subject and need more guidance than they are currently
receiving. IRMD plans to provide briefings on making
classification decisions to components as opportunities arise this
year.
c. ISCs in
Chief, Information C,
New Headquarters Building.
ICB, met wit
OIT representatives,
to discuss OIT's FY 87 budgeting for Data Access
centers in a New Headquarters Building. OIT apparently is trying
to determine the equipment that should be included in these new
DACs and had questions regarding the staffing of Information
Services Centers. Based on earlier planning, the DACs were to be
co-located with some of the ISCs that will be established in the
New Headquarters Building. Under this concept, the DAC would
operate under the control of an ISC, which would attempt to provide
a greater variety of services to supported components, as well as
better control of disseminated information. The OIT
representatives gave no indication of any change in planning; they
are budgeting for four co-located DACs and one, larger 24-hour
facility. IRMD plans to review the requirements for ISCs with the
New Building Project Office to ensure that they are current in view
of recent changes announced in the building's occupants.
3
CONFIDENTIAL
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R co ds Center Improvements. and
ITB, visited the Agency Arc ives and Records
Center as wee o discuss improvements to one of the Center's
computer s stems RAMS) and the possible use of bar code technology
there. met with members of the Accessioning and
Reference Sec ions and received a tour of the facility. She
discussed with the Records Center personnel some changes to RAMS
that would facilitate its use by Records Center personnel without
adverse ffecting the procedures followed by its customers.
Iv`-7met with Chief, AARC, and
Deputy Chief, to discuss a use of bar codes for inventorying
Cen dings and for charging out material. Messrs.
and will continue their review of Agency bar code
applications to determine their applicability to the Center. In
addition, is reviewing new developments i this
technology that would be available through vendors.
e. Records Center. Records Center personnel performed
the following activities during the week:
RAMS: Made 18 additions, 2 deletions,
154 changes, and cleared 5.
ARCINS: Jobs received/edited: 24.
Jobs keyed: 9 consisting of
804 entries.
Jobs completed: 55.
Accessions: Received 37 jobs totaling
329 cubic feet.
References: Serviced 1,484 requests
for records.
4
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C-O-N-F-I-D-E-N-T-I-A-L
21 January 1986
MEMORANDUM FOR: Director of Information Services
Chief, Regulatory Policy Division
SUBJECT: Regulatory Policy Division Activities - 15 January
through 21 January 1986
1. RPD is currently processing 117 jobs.
2. Among the eight new jobs received in RPD for processing was
with DO/IMS.
The editor in charge of preparing
will coordinate the revalidation
requested new page proofs from P&PD for
The page proofs
include the new language developed by the Office of General Counsel and
the Office of Legislative Liaison.
4. Our chief of research forwarded to OGC a version of
that was in effect on 1 January 1982. OGC needed this
regulation to process a former employee's lawsuit against the Agency.
5. After an absence of two weeks from work due to an illness of flu
and virus
resumed her duties in RPD on 21 January.
DECL OADR
Derived from COV 1-82
C-O-N-F-I-D-E-N-T-I-A-L
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