OIS WEEKLY REPORT (4-10 JULY 1985)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP87-00058R000300570008-3
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 17
• Document Creation Date: December 27, 2016
• Document Release Date: February 21, 2014
• Sequence Number: 8
• Publication Date: July 11, 1985
• Content Type: MEMO

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STAT
ADMINI f:TPArTIVE INTERNAin-USEeNT
11 July 1985
MEMORANDUM FOR: Deputy Director for Administration
FROM:
SUBJECT:
Director of Information Services
OIS Weekly Report (4-10 July 1985)
A. WORK IN PROGRESS
1. TRIS TRAINING. Representatives of the Information Resources
Management Division (IRMD) have completed initial training of the first
group of Top Secret (TS) control officers in the TSCADS portion of TRIS.
The training was divided into three sessions on recording various types
of actions involving TS collateral documents. A few participants were
not familiar with computer terminal operations and experienced some dif-
ficulty inputting information and carrying out the required procedures.
They will be given the opportunity for further instruction later in the
training cycle. If they continue to experience problems after additional
training, their components will be notified and the suggestion made that
someone more familiar with computers be appointed as the Top Secret
Control Officer.
2. TS COLLATERAL DOCUMENTS. OIS annuitants continue their search
for TS collateral documents in the holdings of the Intelligence Community
Staff at the Records Center. Fourteen different deposits were searched
and 31 documents were located. Six of these were charged to ICS but 15
require additional processing to determine which component should be
charged with responsibility. In the files of the Office of Soviet
Analysis (SOVA), 105 TS documents were located. All were charged to
SOVA, including one unaccounted for item.
3. OSWR SURVEY BRIEFING. Representatives from IRMD briefed the
Director of Scientific and Weapons Research (OSWR) on the results of the
recent survey of OSWR's information management program. The following
recommendations were made: (a) reconfiguration of OSWR's registry
operation, (b) elimination of intraoff ice mail delivery to provide more
time for office records management activities, (c) centralization of the
control of TS collateral documents, and (d) updating of the office vital
records program. The Director, OSWR, seemed pleased with the survey
results and indicated that he was looking forward to receiving the survey
team's written report.
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STAT
ADMINISTRATIVE - INTERNAL USE ONLY
4. PROCESSING OF SSU RECORDS UNDER HISTORICAL REVIEW PROGRAM.
Chief, IRMD, and representatives met with representatives from the
Directorate of Operations, Information Management Staff (DO/IMS), to
discuss procedures for transfering records of the Agency's predecessor
organizations--particularly the Strategic Services Unit (SSU)--to the
National Archives and Records Administration (NAM under the the new
Historical Review Program. DO/IMS wanted a Memorandum of Understanding
(Ma) between the Agency and NARA to ensure the same protection for the
SSU records as provided by the MOU negotiated for the OSS records. The
MOU covering transfer of the OSS records has worked well and, on occa-
sion, NARA personnel have coordinated with the Agency on questionable
items. While it was agreed that another MOU probably was not necessary,
the DO believes that inclusion of the SSU records would add credence to
the security of the Historical Review Program. IRMD has revised the OSS
MOU to accommodate the SSU records and it is being coordinated with the
Agency.
B. SIGNIFICANT EVENTS AND ACTIVITIES.
1. PROPOSAL FOR OC CORRESPONDENCE SUSPENSE SYSTEM. A representa-
tive from IRMD and the chief of the OC/OL Information Services Center
(ISC) briefed the Chief of Operations, OC, on plans for an OC corres-
pondence suspense system. Under the proposed system, ISC analysts will
be responsible for determining the action dissemination for all OC
correspondence, assigning suspense dates, and disseminating a semi-weekly
suspense list using the CARS package. The suspense list will assist OC
division and staff chiefs in meeting action deadlines by providing them
with up-to-date reports of the outstanding suspense items charged to
their components. A draft OC notice outlining implementation procedures
has been prepared and instructional briefings for OC secretaries and
clericals are planned. The system will be instituted as soon as OC
selects the individual to perform this function.
2. INFORMATION AND PRIVACY DIVISION ACTIVITIES. While workmen
literally hammered away at major renovations in the Information and
Pirvacy Division (IPD), IPD personnel figuratively hammered away at the
"backlog" of initial requests and reduced it by 26 cases; it now stands
at 2,228. In an effort to exhaust all avenues to reduce cases, Chief,
IPD sent out 98 letters addressing the issue of delinquent fees totalling
$11,000. The letters remind the requester of the rules governing failure
to pay fees assessed. (Please refer to attached IPD report, paragraph
5.)
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STAT
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STAT
STAT
ADMINISTRATIVE-INTERNAL USE ONLY
10 July 1985
MEMORANDUM FOR: Deputy Director for Administration
FROM:
Chief, Information and Privacy Division, OIS
SUBJECT: IPD/OIS Weekly Report (3 July - 9 July 1985)
1. The Week in Review 3 July - 9 July 1985 1985 Weekly Average
a. New cases 42 55.3
b. Cases closed 68 81.1
c. New appeals logged 3 2.5
d. Appeals closed 0 1.6
e. Manpower (man-weeks) 102.4 100.0
2. Current Backlogs
a. Initial requests - 2228
b. Requests in administrative appeal - 164
c. Requests in litigation
(not equal to number of lawsuits) - 87
3. Spotlighted Requests
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5. Comments
Requesters who have not paid search and/or copying fees
for completed records services owe the U.S. Treasury over
$11,000. This week we sent out 98 letters reminding these
people of their debt. Those still delinquent after 30 days
will be told that they will receive no further records service
from this agency, and all open cases will be cancelled.
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STAT
IPD/ (10
July 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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ogvi
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9 duly 1985
MEMORANDUM FOR: Director of Information Services, DA
FROM: Chief, Classification Review Division
SUBJECT:
Weekly Report, 3-9 July 1985
1. reported to CRD for duty on
1 July 1985. They represent a welcome addition to our staff that will engage
in the Historical Review Program (HRP).
2. C/CRD and C/HRP/CRD met with C/MPG/IMS/DO to discuss some questions
the latter had concerning the draft of the Schedule for Implementing the
Historical Review Program. Most of the questions related to DO concerns for
the security of information that we would record about the actions that we
would take in the HRP. We pointed out that the specific computer program that
we would use had yet to be devised or agreed upon but this still left the DO
uneasy. To satisfy DO qualms we added language that emphasizes the need to
ensure the security of information that is put into a data base to record
actions taken during the HRP.
CONFIDENTIAL
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CLASSIFICATION REVIEW DIVISION
RECORD OF REVIEW
PERIOD: 01-05 dub/ 1985 REVIEWER:
SOURCE OF MATERIAL TYPE OF REVIEW
EXTERNAL REQUESTS:
DOD
4
BRANCH: Combined Division
NO. OF DOCUMENTS NO. OF PAGES
AIR FORCE
ARMY
DIA
JCS
NAVY
NSA
OSD
Systematic
4
7
NARA (STATE)
Systematic
108
638
WNRC
STATE
OTHER
SUB TOTALS
112
645
INTERNAL REQUESTS:
PRB
Publication
1
23
IPD
2
6
OLL
OGC
SAE
OTHER
SUB TOTALS
3
28
SPECIAL PROJECTS:
RIMS
GRAND TOTALS
115
673
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CLASSIFICATION REVIEW DIVISION
RECORD OF REVIEW
PERIOD: 01-05 July 1985 REVIEWER:
BRANCH: Combined Division
SOURCE OF MATERIAL
TYPE OF REVIEW
NO. OF DOCUMENTS
NO. OF PAGES
EXTERNAL REQUESTS:
DOD
AIR FORCE
ARMY
DIA
JCS
NAVY
NSA
OSD
Systematic
4
7
NAR A (STATE)
Systematic
108
638
WNRC
STATE
OTHER
SUB TOTALS
112
645
INTERNAL REQUESTS:
PRB
Publication
1
23
IPD
2
6
OLL
OGC
SAE
OTHER
SUB TOTALS
3
28
SPECIAL PROJECTS:
RIMS
GRAND TOTALS
115
673
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CONFIDENTIAL
MEMORANDUM FOR: Director of Information Services
FROM:
Chief, Information Resources
Management Division
SUBJECT: Weekly Report of Information Resources
9 July 1985
Management
1. Work in Progress
Division, 3 - 9 July 1985
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a. OIS Records Management.
OIS Records
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Management Officer, with the assistance
of
Information and Privacy Division
(IPD), authorized the Agency
Archives and Records Center to destroy 17 jobs totaling 140
cubic feet of material due for destruction. The records in
these jobs had passed the time authorized in the office
Records Cont o Schedule
for retention, but no action had been
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taken until
assumed his RMO responsibilities.
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ese jobs for destruction,
Prior to aut orizing
identified and recalled 29 folders covering cases
of
individuals who have failed to pay fees assessed for servicing
their requests. IPD has submitted to IMB a new item for the
OIS Records Control Schedule to permit a lon er retention
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period for these types of records.
should
be
commended for her promptness in
reviewing e 17 jobs
to
identify those records
be destroyed.
to be retained so the remainder
could
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b. TRIS Training.
and
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Information
Technology Branch, completed
training
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of the first group of TS control officers on the TSCADS
portion of TRIS. Some 26 employees attended the three
sessions which involved recording information for various
types of actions involving Top Secret collateral documents.
Other than on the first day when the system was down for more
than one hour, the training session went well. A few
participants were not familiar with computer terminal
operations and experienced some difficulty inputting
information and carrying out the required procedures. They
will be given the opportunity for further instruction later in
the training cycle. If they continue to experience problems
after additional training, their components will be notified
and the suggestion made that someone more familiar with
computers be appointed as the Top Secret Control Officer.
Training on the new TSCADS will resume on 11 July.
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. Agency Regulations.
and
ITB, met with
Plans and Management Staff, and RPD, to discuss
the possibility of putting all Agency Regulations in an
on-line computer system. Some of the proposed objectives of
such a system would be to make the regulations more easily
searched for pertinent information and more readily available
for review and revision. The meeting generated some questions
that need to be addressed by RPD and PMS before a
determination can be made on how this proposal can be
addressed. The questions relate to who will be using the
system, the manner in which the information will be
structured, and all the major purposes that the system would
serve.
d. TS Collateral Documents. OIS annuitants continue
their search efforts for TS collateral documents.
is reviewing the holdings of the Intelligence
Community Staff at the Records Center. Last week he searched
14 different deposits, finding 31 documents: six of these were
charged to ICS and 15 required following processing to
determine to whom they may be charged. is
still going through files in the Office of Soviet Analysis.
Last week she identified 105 TS documents, all of which were
charged to SOVA, including one unaccounted for item.
the third annuitant, is beginning his search for
TS documents in the Office of Global Issues.
e. OSWR Survey Briefing. Chief, Information Control
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of Scientiric and Weapons Research (OSWR) on the results of
the rec-. . 's information management program.
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number or recommendations for improving OSWR's information
handling and records management practices. Some of the
recommendations included a re-configuration of OSWR's registry
operation, the elimination of intra-office mail delivery to
provide more time for office records management activities,
the centralization of the control of Top Secret collateral
documents, and the updating of the office vital records
program. The Director, OSWR, seemed pleased with the survey
results and indicated that he was looking forward to receiving
the survey team's written report.
2
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f. OC/OL Information Services Center.
25X1 Information Control Branch, and Chief OC/OL,
25X1 Information Services Center, brieted Chief of
Operations, OC, on plans for an OC correspondence suspense
system. Under the proposed system, ISC analysts will be
responsible for determining the action dissemination for all
OC correspondence, assigning suspense dates, and disseminating
a semi-weekly suspense list using the CARS package. The list
will assist OC division and staff chiefs in meeting action
deadlines by providing them with up-to-date reports of the
outstanding suspense items charged to their components. A
draft OC notice outlining system implementation procedures has
been prepared and instructional briefings for OC secretaries
and clericals are planned. The system will be implemented as
soon as OC is able to provide the ISC with a GS-05 clerical
position and the individual who will perform this function.
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2. Significant Events and Activities
a. Historical Review Pro.ram. Chief and Deputy Chief,
IRMD, an
met with
Information Management Sta , D, an
Information Resources Management Branch, IMS, to discuss the
transfer of records from predecessor organizations to the
National Archives and Records Administration under the
auspices of the Historical Review Program. wanted
a Memorandum of Understanding drawn up between the Agency and
NARA to ensure that the same protection was afforded records
of the Strategic Services Unit as those of OSS. He felt that
the MOU was needed so that the transfer of these records could
begin without another major review of the material. The MOU
covering the transfer of OSS records had worked well from the
DO's perspective because NARA personnel had called the
Agency's attention to several questionable items. While it
was agreed that another MOU probably was not necessary because
of existing NARA procedures, the DDO had made it a condition
for participation in the HRP. IRMD representatives indicated
that the use of an MOU for Central Intelligence Group and
Agency records would be inappropriate, a view which
shared. Subsequent to the meeting, IRMD revised
the OSS MOU to accommodate the extension of its provision to
SSU records and is in the process of coordinating the draft
within the Agency.
on Mana ement Branch
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b. Records Center. Records Center personnel performed
the following activities during the week:
RAMS: Made 22 additions and I change.
ARCINS: Jobs received/edited: 18.
Jobs keyed: 31 consisting of
3,498 entries.
Jobs completed: 3.
Accessions: Received 20 jobs totaling
249 cubic feet.
References: Serviced 2,978 requests for
records.
Special Runs: Two to DO.
Other: Three NPIC employees worked at the
A&RC on a job that was retired to
the A&RC incorrectly and were
aiven a tour of the Center by
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MEMORANDUM FOR: Director of Information Services
FROM:
Chief, Regulatory Policy Division
9 July 1985
SUBJECT: Regulatory Policy Division Activities - 3 July
through 9 July 1985
1. RPD is currently handling 134 jobs. Among the 13 new proposals
received for processing in the Division during the week, several items stand
out: a notice advising employees that salary checks will not be delivered to
their offices starting in September 1985; a notice on the restoration of
forfeited annual leave; a notice on employees accompanying spouses to field
assignments; and a notice alerting all employees that the U.S. District Judge
for the Eastern District of Virginia has mandated that citations given on
Federal property (including CIA) will automatically carry a $25.00 surcharge.
The monies collected will be used for a crime victims' relief fund.
STAT
2. RPD responded to a request
auditing the Office of Finance. He
that raised the amount from $15 to
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advances. Our chief of research identified
from an officer
wanted to locate
$25 on receipts
an internal
of the Audit Staff who was
the regulatory issuance
required for accounting for STAT
finance notice which
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proved
to be the object
of search.
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3.
is processing
a revision of
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to reflect
an ?GC opinion that
the Agency can discontinue
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when
the
employee has been
in a TDY status in the United States for more
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than 180
days.
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4.
is working on
This regulation was requested by the DDCI
and establishes the policy of prior review by the Public Affairs Office of all
informational materials prepared by Agency components for release to the
public. This prior review is intended to prevent the inadvertent release of
classified information and to ensure that such materials are consistent with
information previously released to the public.
5. RPD responded to requests for previously published issuances from OP,
ORD, FBIS, DDA Registry, DO, OC Registry, and OC/OL.
Attachment
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