OIS WEEKLY REPORT (13-26 JUNE 1985)
Document Type:
Collection:
Document Number (FOIA) /ESDN (CREST):
CIA-RDP87-00058R000300570010-0
Release Decision:
RIPPUB
Original Classification:
C
Document Page Count:
19
Document Creation Date:
December 27, 2016
Document Release Date:
February 21, 2014
Sequence Number:
10
Case Number:
Publication Date:
June 27, 1985
Content Type:
MEMO
File:
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Body:
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MEMORANDUM FOR: Deputy Director for Administration
FROM:
SUBJECT:
Director of Information Services
OIS Weekly Report (13-26 June 1985)
27 June 1985
Please note that this OIS Report incorporates two weeks because of the
OIS conference held on 17-19 June.
A. PROGRESS ON ACTION ITEMS
1. TOP SECRET COLLATERAL DOCUMENTS. The Information Resources
Management Division (IRMD) continues its search of office holdings for
unaccounted for Top Secret (TS) collateral documents. The retired
records of the Intelligence Community Staff (ICS) at the Agency Archives
and Records Center (AARC) are currently under review. Thus far, 19 of
the Staff's 251 records deposits have been reviewed and 266 TS documents
have been located. Of these, 196 have been charged to ICS and the
remainder will require followup research to determine if they are entered
in TSCADS. A search of the Office of Near East and South Asian Analysis
located four unaccounted for TS collateral documents. Review of the
files of the Office of African and Latin American Analysis (ALA) has
begun. So far, 26 TS documents have been located, 10 of which were not
recorded as charged to ALA. Review of the files of the Office of Soviet
Analysis (SOVA) continues too. During the reporting period, 307
documents were found--288 charged to SOVA and another 19 whose ownership
has not been determined. Six previously unaccounted for TS documents
were also identified.
2. OFFICE SURVEY. Representatives from IRMD have concluded their
survey of the Office of Scientific Weapons Research's (OSWR) information
management program and registry operations. The survey took six weeks
and included interviews of approximately 60 percent of the office's
personnel. The survey team will brief the Director of OSWR and members
of his staff on their findings and recommendations and prepare a draft
report for formal review.
CONFIDENTIAL
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3. 'SOO INSPECTION FOLLOWUP. A representative of IRMD participated
in a briefing of selected personnel of the Intelligence Community Staff
(ICS) on National Security Classification markings and document control
procedures. The briefing was held in response to some inconsistent
document classification markings that were found during a recent
inspection of ICS by the Information Security Oversight Office (IS00).
The briefing was well received and another is being considered for
additional IC Staff personnel.
4. TRIS. Preparations continue for the first training session of
Top Secret Control Officers on the TSCADS portion of TRIS. Training
packets containing room locations, maps of the area, Metro schedule,
etc., have been mailed. Final system preparations continue with all
necessary programming on TSCADS to be completed by 28 June.
B. SIGNIFICANT EVENTS AND ACTIVITIES OF INTEREST
1. OSS RECORDS. A request to transfer an additional 122 cubic feet
of OSS records has been submitted to the National Archives and Records
Administration (NARA). This request represents the sixth group of
records offered to NARA and includes all Washington OSS Operation and
Support Records.
2 PERSONNEL FILES. A representative from IRMD and members of the
Agency's Office of Personnel met with representatives of the Office of
Personnel Management (OPM) to discuss the drafting of a Memorandum of
Understanding (MOU). The MOU will formalize the exchange and amendment
of personnel records of employees who worked for other agencies prior to
joining CIA or of former employees who are now working for other Federal
agencies. Based on these discussions, OPM is preparing a draft MOU for
coordination with the appropriate Agency officials. Memorandums have
been concluded with several other Government agencies to cover these
types of situations.
3. *NSC RECORDS. (THE FOLLOWING IS FOR AGENCY BACKGROUND
INFORMATION ONLY, NOT TO BE DISCLOSED TO OTHER GOVERNMENT AGENCIES.)
AARC received 82 cubic feet of records from the National Security Council
(NSC) for storage. This deposit brings to 579 cubic feet the amount of
NSC material currently held at the Records Center. NSC has been deposit-
ing records at AARC since 1958. The current deposit consists of records
from the Eisenhower era through the administration of Jimmy Carter.
2
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5. REVIEW OF SUMMARY OF AGENCY EMPLOYMENT. The Classification
Review Division (CRD) received an appeal from an employee regarding
deletions made from subject's Summary of Agency Employment (SAE). CRD
prepared a memorandum for the Deputy Chief of the FBIS Administrative
Staff explaining the decision to make certain deletions. The information
deleted related to budgetary and organizational information which would
fall within the authority to protect given the Director by the CIA Act of
1949.
6. NEW LOCATION FOR THE REGULATORY POLICY DIVISION. The Regulatory
Policy Division (RPD) managed to conduct normal business while at the
same time moving its entire office to Room 1112, Ames Building, and
switching its word processing equipment from a Wang System 7525 to the
Alliance during this reporting period. This was accomplished by extra
efforts and close cooperation by RPD employees who packed boxes and
processed Agency issuances at the same time--and came in after hours to
execute the move. For example, on 17 June RPD processed on an imnediate
basis the DCI's talk which had been presented on 13 June. This involved
the review, formatting, and correcting of the 19 pages which comprised
the DCI's remarks. On 18 June, a Notice initiated by the Director of
Security announcing openings for security escorts also was edited on an
immediate basis and published. That night the move was made. The move
was made easier by the efficient and cooperative effort of movers from
the Office of Logistics, Building Support Services Branch.
7. HIGHLIGHTS FROM THE INFORMATION AND PRIVACY DIVISION REPORT.
The backlog of requests continues its downward trend. Initial requests
now stand at 2297 and those in administrative appeal total 158. Among
the new requests received is one for information on the CIA's relation-
25X1 ship with
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STAT
STAT
ADMINISTRATIVE-INTERNAL USE ONLY
26 June 1985
MEMORANDUM FOR: Deputy Director for Administration
FROM:
Chief, Information and Privacy Division, OIS
SUBJECT: IPD/OIS Weekly Report (12 - 25 June 1985)*
1. The Week in Review 12 - 25
June 1985
1985 Weekly Average
a.
New cases
100
55.1
b.
Cases closed
127
80.2
c.
New appeals logged
2
2.5
d.
Appeals closed
12
1.7
e.
Manpower (man-weeks)
158.4
100.6
2. Current Backlogs
a. Initial requests - 2297
b. Requests in administrative appeal - 158
c. Requests in litigation
(not equal to number of lawsuits) - 90
3. Spotlighted Requests
*Because of the OIS annual conference and renovation of IPD's
office space, this report covers a two week period of
12 to 25 June. Regular weekly reports will resume next week.
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STAT
STAT
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
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
(26 June 1985) (Final)
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25 June 1985
MEMORANDUM FOR: Director of Information Services
FR:
Chief, Classification Review Division
SUBJECT: Weekly Report, 12-25 June 1985
1. Problems arose regarding suggested deletions from two SAEs. The
subjects appealed the deletions and CRD was asked for assistance in rebutting
the claims. CRD re-reviewed one SAE and prepared a memo for the Deputy Chief
of the FBIS Administrative Staff in which we gave arguments supporting the
original decision to delete. The questioned information related to budgetary
and organizational matters which would fall within the authorities given the
Director by the CIA Act of 1949. In the second case the subject, who was in a
hurry to apply for a new government lob, agreed to rewrite his SAE and in this
25X1 form it was passed by the DI/IRO.
2. The new Schedule for Implementation of the Historical Review Program
was rewritten to incorporate the changes that had been suggested by IRMD/OIS
25X1 and IMS/DO. It is now ready for use at the next meeting
25X1 on the HRP scheduled for 26 June 1985.
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RECORD OF REVIEW
PERIOD: 10-21 June 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
CD
NARA (State)
WNRC
Declassification
2 2
STATE
CDC/SR (FRUS)
1963, Vietnam
50 (est)
200 (est)
(FRUS)
1963, State
200 (est)
400 (est)
CDC/MR
OTHER (JFK Library)
Mandatory
4
50
SUB TOTALS
256
652
INTERNAL REQUESTS:
PRB
Article
1
2
IPD
OLL
OGC
SAE
Separation
13
19
OTHER (OSS Job 56-20)
150
150
SUB TOTALS
164
171
SPECIAL PROJECTS:
RIMS
OTHER
GRAND TOTALS
420
823
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CLASSIFICATION REVIEW DIVISION
RECORD OF HISTORICAL REVIEW
PER IOD COVERED 10-21 June 1985 DIVISIONAL HRB INDIVIDUAL Combined Division
ACTIVITY MATERIAL EFFORT
Job / Boxes
RECORDS SEARCH/SURVEY FT HRS
PREPARATION FOR REVIEW FT HRS
DECLASSIFICATION REVIEW DOCS 30 PGS 87 HRS 46
PROCESSING HRS
PREPARATION FOR RELEASE DOCS PGS HRS
COMPUTER INPUT
SYSTEM DOCS PGS HRS
CAPTURING DATA DOCS 1 PGS 104 HRS 4
FOR RIMS
TRAINING TYPE HRS 99
ADMINISTRATIVE DUT I ES TY PE HRS 14
OTHER ACTIVITIES TYPE HRS 29
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MEMORANDUM FOR: Director of Information Services
FROM:
Chiet, Information Resources
Management Division
SUBJECT: Weekly Report of Information Resources
Management Division, 12 - 25 June 1985
25 June 1985
1. Work in Progress
a. TS Collateral Documents. IRMD's three annuitants
continue to make progress in their search of office holdings
25X1 for TS collateral documents, is reviewing the
retirement jobs of the Intelligence Community Staff at the
Records Center. Thus far, he has reviewed 19 of the Staff's
251 retirement jobs and found 266 TS documents. Of those
documents, 196 have been charged to ICS and the remainder will
require followup research to determine if they are entered in
25X1 TSCADS. Another annuitant, completed his search
of the Office of Near East and south Asian Analysis and found
four unaccounted for TS collateral documents. He has begun
looking through the office files of the Office of African and
Latin American Analysis. So far, he has found 26 TS
documents, 10 of which were not on record as charged to ALA
and will require followup action. The third annuitant,
Helen Capriotti, is searching the files of the Office of
Soviet Analysis. Last week, she found 307 documents, 288
charged to SOVA and another 19 whose ownership has not been
25X1 determined. Information processed from
earlier search efforts resulted in the identification of six
previously unaccounted for TS documents.
25X1 b. Office Survey. Information
Control Branch, have concluded their survey ot?oBWR's
information management program and registry operations. The
survey began on 13 May and during its six-week duration
25X1 Messrs. interviewed approximately 60 percent
of the office's personnel. The survey team will brief the
Director of OSWR and members of his staff on their findings
and recommendations later this week. After this meeting, the
team will prepare a draft report for formal review by OSWR.
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25X1 c. ISO? Inspection Followup. Information
Management Branch, participated in a Driering or the
Intelligence Community Staff (ICS) personnel on National
Security Classification markings and document control
25X1 procedures. The briefing was conducted by from the
Office of Security, Special Security Center, and was held in
response to some inconsistent document classification markings
that were found at the ICS during a recent inspection by the
Information Security Oversight Office (IS00). The briefing
was well received and another is being considered for other IC
Staff personnel.
d. TRIS. Personnel in the Information Technology Branch
continue to prepare for the first training sessions of Top
Secret Control Officers on the TSCADS portion of TRIS.
Training packets containing room locations, maps of the area,
Metro schedule, etc., were mailed to all students during the
past week. Final system preparations continue with all
necessary programming work on the TSCADS portion of TRIS to be
completed by 28 June.
2. Significant Events and Activities
25X1 a. Records Preservation. Archives and
Records Center Branch, attended a Basic Archival Conservation
Workshop sponsored by the Society of American Archivists at
the North Carolina Department of Archives and History.
25X1 as one of 18 participants in the program that
included records specialists from state and local governments,
academic institutions, and the private sector. Topics
addressed during the three-day workshop included an overview
of conservation theory and practice, application of
conservation procedures to archival processing, planning a
conservation program, and developing a disaster preparedness
plan. Demonstrations and hands-on practice of basic
conservation techniques were an integral part of the workshop,
which stressed the need to incorporate conservation practices
into all phases of archival processing. This training is a
part of the division's effort to prepare Records Center
personnel for an expanded program of archival preservation.
The ARCB also sent some rolls of film to the Printing and
Photography Division for inspection. GSA's Federal Property
Management Regulations require that microform copies of
permanent records be inspected every two years and that the
inspection shall be made using a one percent random sample.
The inspection is carried out to determine if there has been
any deterioration in the quality of the film due to improper
processing or storage. To date such inspections have not been
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conducted at the Agency on a systematic basis and ARCB is now
beginning efforts to fulfill this requirement. Once the
appropriate equipment is obtained, future inspections will be
carried out by personnel of the Archives Section at the
Center. The P&PD inspection showed some problems (dirt,
scratches, chemical stains, and improper splicing) that will
have to be corrected eventually by Records Center Personnel.
b. OSS Records. A request to transfer an additional 122
cubic feet of OSS records has been submitted to the National
Archives and Records Administration (NARA). This request
represents the sixth group of records offered to NARA and
includes all Washington OSS Operation and Support Records.
c. Fire Alarm System. The division received the results
of an inspection carried out by the Safety Management Officer,
Office of Communications, Chief, Fire Protection Branch,
Safety Division, Office of Medical Services, and
The inspection found that the existing tire alarm
and smoke detection systems at the Center were outdated and
failed to meet code requirements. The report recommends that
these systems be replaced as soon as possible with a single
integrated system that meets current code requirements.
Chief, ARCB, will approach Chief, Fire Protection Branch, for
a recommendation on the type of system that should be
installed at the Center and for an estimate of the cost.
d. Personnel Files. Chief, Information
Management Branch, and members or tne Office of Personnel met
with representatives of the Office of Personnel Management
(OPM) to discuss the drafting of a Memorandum of Understanding
(MOU). The MOU will formalize the exchange and amendment of
personnel records of employees who worked for other agencies
prior to joining CIA or of former employees who are now
working for other Federal agencies. Based on these
discussions, OPM is preparing a draft MOU for coordination
with the appropriate Agency officials. Memorandums have been
concluded with several other government agencies to cover
these types of situations.
e. NSC Records. The Agency Archives and Records Center
received 82 cubic feet of records from the National Security
Council for storage. This deposit brings to 579 cubic feet
the amount of NSC material currently held at the Records
Center. The NSC has been depositing records at the Center
since 1958 under an agreement with the Agency. The current
deposit consists of records from the Eisenhower era through
the administration of Jimmy Carter (OIS background
information).
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f. Records Center. Records Center personnel performed
the following activities:
RAMS:
ARCINS:
Accessions:
References:
Special Runs:
Other:
Made 26 additions and 94 changes.
Jobs received/edited: 15.
Jobs keyed: 17 consisting of
1,249 entries.
Jobs completed: 13.
Received 33 jobs totaling
391 cubic feet.
Serviced 1,912 requests for
records.
Two: One each to OLL and NCD.
3. Scheduled Events
a. A Department of Defense official will inspect the
Agency's facilities and procedures for the handling of NATO
information on 25 July. The inspection will take place in the
Offices of Central Reference and Communications.
b. The Directorate RMOs will meet with members of IRMD on
28 June to discuss records management issues including the
scheduling of vital records and the addition of a proposed
annex to the Records Center.
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DDA/OIS/IRMD
msc 25 June 1985
Distribution:
Original & 1 - Addressee
1 - IRMD Subject: IRMD Weekly w/background
1 - IRMD Chrono
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STAT
STAT
STAT
STAT
ADMINISTRATIVE - INTERNAL USE ONLY
MEMORANDUM FOR: Director of Information Services
FROM:
Chief, Regulatory Policy Division
25 June 1985
SUBJECT: Regulatory Policy Division Activities - 12 June
through 25 June 1985
1. RPD is currently handling 130 jobs. This report covers a period of
two weeks due to the annual running of the OIS Conference from 17 through
19 June 1985.
2. RPD move:
On Tuesday evening, 18 June, RPD moved from Room 1105 Ames to
Room 1112 Ames. This relocation was part of a round robin exercise involving
removal of IPD furniture stored in Room 1112 to provide space for RPD's
furniture after which a portion of IPD was installed in RPD's former spaces.
and C/RPD were on hand during the transfer to help guide the
furniture
The different configuration of RPD's new quarters required
moving crew in the placement of desks, word processors, and other
and equipment.
certain decisions and adjustments to be made on the scene.
The moving crew was well-organized, efficient, and pleasantly
cooperative. Buck Feathers arranged for and participated in briefing RPD
members on the WANG Alliance System. cleared RPD's Stand Alone
(7525) WANG System so that it could be transferred to CRD.
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RPD remained open for business before, during, and after the move
despite the necessity for extensive packing of personal and division files and
belongings. In addition, those RPD personnel who could be spared for at least
a portion of the OIS Conference were encouraged to attend. Accordingly,
Monday, 17 June RPD processed on an immediate basis the DCI's talk presented
on 13 June in the Auditorium. Each of the 19 pages comprising the DCI's
remarks on Excellence were reviewed, formatted, and corrected where
necessary. The issuance was hand-carried to Headquarters, approved, and
published the next day. A Notice initiated by the Director of Security
announcing openings for security escorts also was edited on an immediate basis
and published on Tuesday. When these were on their way, C/RPD left to
STAT
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participate in
attended the last
3. On 18
publication of
preparing page
comments regarding
the afternoon
two
June,
portion
days where work
of the conference.
permitted.
met with a P&PD
Other members
(A-IU0)
officer regarding the
P&PD is in the process of
Jane forwarded OGC
to
proofs for review. On another
the proposed revisions of
matter
the DO for
4. While
RPD received
its review. (A-IU0)
the Division was in the midst of packing for its move,
at the opening of business on 18 June for immediate
of several other officers in the Division,
handling.
With the help
2
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completed
to Headquarters
elapsed
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5.
the processing of this time-sensitive issuance
for approval and forwarding to P&PD
was about two hours. A true team effort!
and
for publication.
hand-carried it
The time
was initiated by
STAT the Office
of Security to advise Agency personnel
that
STAT
will talk on their experiences
on 10 July 1985 in the
Headquarters Auditorium.
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6.
was approved by the DDA
on 11 June 1985 and has
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been processed for publication. This issuance is a greatly shortened version
of the draft originally prepared by the Travel Policy Committee. It was
revised by RPD in concert with OGC in response to the Executive Director's
expressed wish for a concise regulatory issuance.
7.
ieparted RPD to begin a new assignment in ORD/DDS&T on
24 June 1985.
24-26 June.
will join RPD as an editor in the near future.
is enrolled in a WANG computer course from
8. RPD responded to requests for previously published issuances from
OIT, OP,
SOVA, OS Registry, DDI/OCR Admin, OTS, OF Registry,
and OD&E/FO/RMO. Our clerical personnel responded to 252 telephone
requests.
9.
to discuss position classification.
Attachment
from PMCD/OP visited RPD on 25 June
3
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