OIS WEEKLY REPORT (1-7 AUGUST 1985)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP87-00058R000300570004-7
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 14
• Document Creation Date: December 27, 2016
• Document Release Date: February 21, 2014
• Sequence Number: 4
• Publication Date: September 8, 1985
• Content Type: MEMO

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STAT
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ADMINTFTRATIVE orricIAL USE ONLY
MEMORANDUM FOR: Deputy Director for Administration
Director of Information Services
OIS Weekly Report (1-7 August 1985)
A. WORK IN PRC, PSS
8 August 1989
1. TS DOCUMENTS. OIS annuitants continued their efforts to locate
unaccounted for TS collateral documents. One annuitant found nine
documents in the Intelligence Community Staff's holdings at the Agency
Records Center, six charged to the Office of Global Issues and one each
to the DO, OSO, and ICS. Another annuitant found 169 documents in the
Office of Soviet Analysis, 52 charged to SOV A and 117 requiring
additional research.
2. ADP RECORDS. A representative from the Information Management
Branch attended 3 meeting hosted by the Data Center Management Division,
Office of Information Technology, to discuss changes proposed for
improving OIT's control over "permanent" magnetic tapes.
SIGNIFICANT EVFNTS AND ACTIVITIES OF INTEREST
1. DeCLASSIFICATION OF WARNINGS HANDTIOOK. a
warning expert retired from DIA is trying for the third time to obtain
CIA's approval to declassify a SECRET warnings handbook that she wrote
for training new analysts in the 1970s. The Agency has twice denied her
request. The Classification Review Division, the NIO for Warning, and
the DoD Public Affairs Office have agreed that the handbook would be of
significant value to an enemy planning a surprise attack on the United
States. Unfortunately, DIA has decided to support request
and the latest version, reduced from 29 to 12 chapters, was accompanied
by a letter from the Director, DIA, stating the belief that the handbook
in its present form should be declassified. who was once
supervisor at the National Warning Center, is reviewing the
latest version for CRD.
ADMINISTRATIVE: INTPRNAL TJET ONLY
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STAT
ADMINISTRATIVE - INTERNAL USE ONLY
3. ISO? TASK FORCE. The Deputy Director of Information Services;
Chief, Policy and Plans Group, Office of Security; and representatives
from the Information Management Branch attended the first meeting of the
Joint CIA/Air Force Task Force on Information Security Oversight Office
initiatives to control the overdistribution of classified information.
(Please refer to the OIS Weekly Report dated 1 August 1985.) As a result
of the meeting, OIS will assemble an Agency working group of representa-
tives from the four directorates to draft an initiatives paper for
discussion at the next Task Force meeting. The Air Force will take
similar action.
4. SUGGESTION TO CHANGE CORRESPONDENCE FORMAT. Two members of the
Regulatory Policy Division reviewed a suggestion submitted by a DO
division chief to change the format for internal Agency correspondence as
STAT contained in In their evaluation they
STAT pointed out that is the result of an Agency-wide effort to bring
consistency to the preparation of correspondence and documentation and
reflects the coordinated views of the Agency's senior secretaries as
approved by senior Agency management. Moreover, standardizing the format
is a means of increasing both readability of the product and in assisting
secretaries and typists in document preparation. In addition, they
pointed out that the format offered in the suggestion would take no less
time or effort to prepare than the present format and would not offer the
same degree of readability.
5. INFORMATION AND PRIVACY DIVISION ACTIVITIES. The backlog of
initial requests has been further reduced to 2161. Among the more
STAT
Attacnment
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STAT
STAT
ADMINISTRATIVE-INTERNAL USE ONLY
7 August 1985
MEMORANDUM FOR: Deputy Director for Administration
FROM:
Chief, Information and Privacy Division, OIS
SUBJECT: IPD/OIS Weekly Report (31 July - 6 August 1985)
1. The Week in Review 31 July - 6 August 1985 1985 Weekly Average
65 55.1
b. Cases closed 67 79.8
c. New appeals logged 3 2.6
d. Appeals closed 2 1.6
e. Manpower (man-weeks) 133.9 101.3
2. Current Backlogs
a. New cases
a. Initial requests - 2161
b. Requests in administrative appeal - 168
c. Requests in litigation - 84
3. Spotlighted Requests
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STAT
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STAT IPD,
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
(7 August 1985) (Final)
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STAT
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CLASSIFICATION REVIEW DIVISION
RECORD OF HISTORICAL REVIEW
PERIOD COVERED 29 Jul-02 Aug 1985 DIVISIONAL HRB INDIVIDUAL Combined Division
ACTIVITY MATERIAL EFFORT
Job / Boxes
RECORDS SEARCH/SURVEY FT HRS
PREPARATION FOR REVIEW FT HRS
DECLASSIFICATION REVIEW (Mandatory Review) DOCS 1 PGS 38 HRS 22
1 2
PROCESSING
PREPARATION FOR RELEASE
COMPUTER INPUT
SYSTEM RIMS
CAPTURING DATA
FOR RIMS
(Publication Review)
HRS
DOCS PGS HRS
DOCS 36 PGS 36 HRS 40
DOCS PGS HRS
TRAINING TYPE VM/RIMS/bkgrnd rdg HRS 41
ADMINISTRATIVE DUTIES TYPE HRS 42
OTHER ACTIVITIES TYPE Misc. HRS 17
TYPE Mandatory Review HRS 56
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CLASSIFICATION REVIEW DIVISION
RECORD OF REVIEW
PERIOD: 29 Jul-02 Aug 1985 REVIEWER: BRANCH: Combined Division
NO. OF DOCUMENTS NO. OF PAGES
SOURCE OF MATERIAL TYPE OF REVIEW
EXTERNAL REQUESTS:
DOD
AIR FORCE
ARMY
DIA
JCS
NAVY
NSA
OSI)
NARA
Systematic
73
280
STATE
CDC/SR (FRUS)
CDC/MR
OTHER
Book Review
1
246
SUB TOTALS
74
526
INTERNAL REQUESTS:
PRB
Pre-publication
2
294
IPD
OLL
OGC
SAE
Separation
37
46
OTHER
SUB TOTALS
39
340
SPECIAL PROJECTS:
RIMS
Spy-Teck Book
1
11
OTHER
GRAND TOTALS
114
877
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STAT
ADMINISTRATIVE - INTERNAL USE ONLY
6 August 1985
MEMORANDUM FOR: Director of Information Services
FROM:
Acting Chief, Information Resources
Management Division
SUBJECT: IRMD Weekly Report (31 July - 6 August 1985)
A. WORK IN PROGRESS
1. TS DOCUMENTS. OIS annuitants continued their efforts
STAT to locate unaccounted TS collateral documents.
found nine unaccounted documents last week in the Intelligence
Community Staff's (ICS) holdings at the Records Center, six
charged to the Office of Global Issues, and one each to DO and
STAT ICS. found 169 documents in the Office of
Soviet Analysis' (SOVA) files, 52 charged to SOVA and 117
requiring additional research. Two of the SOVA documents
previously were unaccounted for and charged to ODDI.
STAT
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2. ADP RECORDS. (IMB), attended a meeting chaired by
Information Mana7ement Branch
Data Center
Management Division, Office of Information Technology (OIT), to
discuss proposed changes for improving OIT's control over
"permanent" (indefinite retention) magnetic tapes. OIT wants to
prevent unnecessary creation of permanent tapes; reduce tape
retention periods; promote greater involvement of component
Records Management Officers (RMO) in managing electronic
records; and enhance existing controls over magnetic tapes.
Under OIT's proposed plan, which grew out of earlier discussions
with IMB representatives, users would no longer be allowed to
create permanent tapes and would have to justify through their
component RMO the retention of tapes beyond one year. OIT would
like to implement this plan on 1 October 1985 ot yet
discussed it with components outside the DA. is
arranging for OIT to discuss the plan at a DirectorateRMO
meeting later this month.
B. SIGNIFICANT EVENTS AND ACTIVITIES OF INTEREST
1. ISO? TASK FORCE. The Deputy Director of Information
Services; Chief, Policy & Plans Group, Office of Security;
STAT Chief, IMB; and IMB, attended the first meeting of
the joint CIA/Air Force Task Force on Information Security
Oversight Office initiatives to control the overdistribution of
classified information. [See IRMD weekly dated 30 July 1985.1
As a result of this meeting, OIS will assemble an Agency working
group of representatives from the four Directorates to draft an
ADMINISTRATIVE - INTERNAL USE ONLY
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ADMINISTRATIVE - INTERNAL USE ONLY
STAT
STAT
initiatives paper for discussion at the next Task Force meeting
scheduled for 20 August. The Air Force will take similar
action.
2. MICROGRAPHICS. IMB, continues to
assist component RMOs with micrographics applications and
equipment. During the past week he met with the Intelligence
Community Staff (ICS) RMO to revalidate ongoing ICS applications
and to help ICS acquire several microfiche storage cabinets from
surplus. He also assisted the ODDA RMO in reactivating an
application for microfilming document control cards.
3. RECORDS CENTER. Records Center personnel performed the
following activities during the week:
RAMS:
ARCINS:
Accessions:
Reference:
Made 85 additions, 74 changes, and
7 deletions.
Jobs received/edited: 21.
Jobs keyed: 40 consisting of
3,956 entries.
Jobs completed: 11.
Title searches: 4.
Received 30 jobs totaling
276 cubic feet.
Serviced 2,395 requests for records.
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STAT
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6 August 1985
MEMORANDUM FOR: Director of Information Services
FROM:
SUBJECT:
Chief, Regulatory Policy Division
Regulatory Policy Division Activities - 31 July
through 6 August 1985
1. RPD currently is processing 120 jobs. One newly initiated proposal
was EB No. 1271, Annual Awards Ceremony. This ceremony, on 18 September,
commemorates the 38th anniversary of the Agency. Awards will be given to
representative Agency employees for varying lengths of service.
2. Processed for publication on a priority basis was
and, on an immediate basis,
3. In response to a request from the EO/DDA, RPD prepared revisions of
to include paragraphs concerning
relations by Agency employees with foreign nationals. These proposed
and are intended to
permanently incorporate the policy set forth in them into the Agency
regulatory system, since the notices expire on 1 November 1985. RPD next
plans to forward the proposals to the Office of Security, which initiated the
notices, for review in accordance with any current policy changes.
4. As comments come in to RPD concerning the proposed
revisions
are based upon
they have been
incorporated into a revised working draft. These comments, from OIT, OL, OIS,
and the DI, primarily concern the inclusion of explicit exemptions. Comments
from the DS&T are anticipated.
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5. RPD has had extensive discussions with OGC concerning the proposed
revision of paragraph c(11) of
The paragraph, concerning legal responsibilities of attorneys
representing Agency employees, required extensive editing by RPD and, although
the revised RPD version was initially concurred in by OGC (following minor
changes), certain of its senior attorneys subsequently raised questions about
the text. OGC has advised RPD that, unless these questions can
the proposal will be cancelled.
be answered,
STAT
6. Following DDA approval, a comprehensive revision of
STAT
was prepared for forwarding to the Printing and Photography
Division
STAT
(P&PD) of
OL for initial page proofs.
The final page proofs for a revision of
were reviewed by RPD and returned, with
corrections, to P&PD for final printing.
This revision represents a complete
updating of the regulation.
Published by P&PD following significant editorial
STAT
and coordination work were
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The proposed
bulletin,
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announcing the opening of the lower level of the new headquarters parking
garage and the concomitant closing of a temporary parking lot on 5 August,
received immediate handling and was processed for DDA approval and publishing
in one day.
7. Cancelled by the Office of Personnel was the proposed reissuance of
due to a
decision by the initiator to confer with OGC regarding clarification of the
wording.
8.
reviewed a suggestion submitted by a
DO division chief to change the format for correspondence contained in
2
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They both pointed out that the information
contained in the handbook reflected the coordinated views of all senior
secretaries in the Agency and the approval of senior Agency officials; that
the illustrated memorandum in the handbook applied primarily to correspondence
being forwarded to the DDCI and DCI; that directorate correspondence might be
modified for internal memoranda; and that the alternate formats provided with
the DO suggestion interfered with the contents of the message.
9. In the course of the reporting period, RPD carried out what was
essentially a records management function by providing numerous copies of
regulatory issuances to Agency components. RPD furnished OLL with a complete
set of headquarters regulations, with binders; OGC, a complete set of field
regulations with binders; and a massive delivery for DO/IMS. That component
requested, and received, two
in addition to complete sets
and one set of the former
sets of headquarters regulations, with binders,
of the current
categories
category. Other Agency components (OP, OL,
OIT, OC, OS) received smaller numbers of individual regulatory issuances.
10.
attended the WANG training course AL20, Advance Word
Processing, on 1-2 August.
RPD's newest staff member, completed her
orientation training and is now receiving WANG training.
Attachment
3
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STAT
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