OIS WEEKLY REPORT (23-29 MAY 1985)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP87-00058R000300570013-7
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 13
• Document Creation Date: December 27, 2016
• Document Release Date: February 21, 2014
• Sequence Number: 13
• Publication Date: May 30, 1985
• Content Type: MEMO

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STAT
VE - INTERNAL USE ONLY
30 May 1985
MEMORANDUM FOR: Deputy Director for Administration
FROM:
Director of Information Services
SUBJECT: OIS Weekly Report (23-29 May 1985)
A. PROGRESS ON ACTION ITEMS
INFORMATION SERVICES CENTER - NEW BUILDING. The referent to the New
Building Project Office (NBPO) from the Office of Information Services
(OIS) met with representatives from the Office of Security (OS) to
discuss plans for the Information Services Center (ISC) that will serve
OIS and OS in the New Headquarters Building. Senior OS managers have
approved proceeding with the design of the ISC. An initial design was
submitted to the NBPO architects on 23 May, marking the completion of
the second phase of planning for ISCs in the New Building. The NBPO
architects are preparing the finished design drawings to be presented
to each office for final approval.
B. SIGNIFICANT EVENTS AND ACTIVITIES
1. On 24 May the Deputy Director of Information Services chaired a
meeting of the Officially Reledsed Information System (ORIS) task force.
The members agreed on the basic proposal to establish ORIS, to keep costs
low, and to designate a focal point effective 1 October 1985 for recording
pertinent information. It also was agreed that the Information Review
Officers in the directorates and the FOIA officers in the independent
offices would be responsible for ensuring that copies of previously
classified and officially released information are made available to the
focal point for recording. The proposal will be submitted to the DDA for
approval.
2. MACHINE READABLE RECORDS. Representatives from the Information
Resources Management Division (IRMD) and representatives from the Office
of Information Technology (OIT) met to resolve some issues concerning the
scheduling of OIT's machine-readable records. OIT was concerned that it
would have to schedule information systems developed for other Agency
components and would be required to prepare schedule items for its
ADMINICTRATIVE INTERNAL USE ONLY
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STAT
ADMINISTRATIVE - INTERNAL USE ONLY
"operating systems," i.e., VM. The IRMD representatives said OIT was not
responsible for scheduling systems developed for other components and the
"operating systems" did not have to be scheduled. On the other hand, OIT
is responsible for the scheduling of the Automatic Information Management
(AIM) system because it serves as the data base administrator. Further
to the scheduling problem as it pertains to AIM, users currently have an
unlimited data storage and retention capability. This is not good
records management practice and will create the same problems in
electronic form that have been occurring with paper records for many
years; therefore, before the AIM system can be scheduled, a policy
decision must be made concerning the retention of individual user data.
OIT is assigning an individual to work on this problem.
2. RECORDS CENTER SERVICE. The second courier run from the Agency
Archives and Records Center (AARC) has sharply reduced the need for
special runs from the Center to meet component records needs. Since this
additional run was initiated in April 1985, AARC personnel have had to
make only four special runs. Prior to the addition of this service, they
had been averaging two and half extra trips a week . The two scheduled
runs--one in the morning and one in the afternoon--apparently are meeting
components' needs for records and have virtually eliminated the need for
AARC employees to drive to Agency facilities during duty hours to deliver
records. With the new arrangement, a component can routinely receive
same-day service if it makes its request for records early in the day.
The addition of a second courier run restores a service that had been
provided until 1982, when it was dropped for economy reasons.
3. INFORMATION AND PRIVACY DIVISION (IPD). The information request
backlog for this reporting period is down to 2352; there were 38 new
cases logged in, but there were 66 cases closed, for a net decrease of 28.
The requester from last week who focused on mind control has this week
shifted slightly to information on psychics who may use their talents to
obtain national secrets in unusual and unique ways (please see item 3. c
in the separate IPD report attaChed). From the response department, a 10
volume set of Bibliography of Soviet Intelligence was provided to a
former Agency employee who had described exactly where it was
located--behind the curator's desk in the CIA Library's Historical
Intelligence Collection section. Cost for providing a copy of the 10
volume document was $750, chargeable under provisions of FOIA and
pursuant to the Code of Federal Regulations.
Attachment ?
ADMINISTRATIVE - INTERNAL USE ONLY
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Declassified in Part - Sanitized Copy Approved for Release 2014/02/21 : CIA-RDP87-00058R000300570013-7
ADMINISTRATIVE-INTERNAL USE ONLY
MEMORANDUM FOR:
STAT
FROM:
Deputy Director for
Administration
? 29 May 1985
Chief, Information
and Privacy Division, OIS
SUBJECT: IPD/OIS Weekly Report (22 - 28 May
1985)
1.
The Week in Review 22 -.28 May 1985
1985 Weekly Average
STAT
a.
New cases
38
55.0
b.
Cases closed
66
82.1
c.
New appeals logged
2
2.7
d.
Appeals closed
2
1.1
e.
Manpower (man-weeks)
78.3
101.9
2. Current Backlogs
a. Initial requests - 2352
b. Requests in administrative appeal - 172
c. Requests in litigation
(not equal to number of lawsuits) - 91
3. Spotlighted Requests
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STAT
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Declassified in Part - Sanitized Copy Approved for Release 2014/02/21 : CIA-RDP87-00058R000300570013-7
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
ADMINISTRATIVE-INTERNAL USE ONLY
(29 May 1985) (Final)
1 - OP
1 - OL
STAT 1 - c/imS
1 - DDO/IRO
STAT 21 - 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
ADMINISTRATIVE-INTERNAL USE ONLY
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CIASSIFICATJON REVIEW DIVISIHN
RECORD OF REVIEW
PERIOD: 20-2q Mal
SOURCE OF MATERIAL
EXTERNAL REQUESTS:
DOD
AIR FORCE
ARMY
DIA
JCS
NAVY
NSA
OSD
NARArbr6)0
WNRC
STATE
CDC/SR (FRUS)
CDC/MR
OTHER
SUB TOTALS
INTERNAL REQUESTS:
PR B
I PD
OLL
OGC
SAE
OTHER
SUB TOTALS:
RI MS
OTHER
()RAND TOTALS:
REVIEWER:
BRANC
TYPE OF REVIEW NO. OF DOCUMENTS NO. OF PAGES
at,
181 Q-61B
141-iite_bs-4.1)cj53-45-7 _Vow-)
ryl ) I 5-0 4c .
33-
SPEC I AL PROJECTS
)(p3
A4494. w- I
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25X1
25X1
25X1
CONFIDENTIAL
28 May 1985
MEMORANDUM FOR: Director of Information Services
FROM:
Chiet, Intormation Resources
Management Division
SUBJECT: Weekly Report of Information Resources
Management Division, 22 - 28 May 1985
1. Work in Progress
a. OP Survey Report. Information Control
Branch, has completed a draft of his report dealing with the
survey that he conducted recently of the information handling
and records management practices of the
25X1 office. The report describes the situation in the
office and makes specific recommendations in the areas of files
management, records disposition, paper flow, filing equipment
and supplies, forms design and usage, and the standardization
25X1 of record-keeping procedures for
25X1 offices. The report will be forwarded to OP for
25X1
25X1
25X1
25X1
25X1
25X1
its action.
b. Information Services Center. ICB, met
with Office of Security, to
discuss plans for the ISC that will serve OIS and the Office of
Security in the New Headquarters Building.
reported that senior OS managers had resolved the remaining
issues concerning the combined facility and had given approval
to proceed with the design of the ISC. An initial design was
submitted to the NBPO architects on 23 May, marking the
completion of the second phase of planning for ISCs in the New
Building. The NBPO architects are currently preparing the
finished design drawings that will be presented to each office
for final approval.
c. TS Documents. Efforts in the Information Control
Branch in finding TS collateral documents continue to
progress. identified six more unaccounted
for documents in his review ot office documentation concerning
the downgrading of TS collateral documents. One of the three
annuitants working on this problem, found 41
TS documents in his search of retirement jobs charged to the
CONFIDENTIAL
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CONFIDENTIAL
25X1
Office of Current Production and Policy Support. Following
research action will be required on 37 of the documents.
review of his findings from the previous week showed that
600 documents were not charged to any office. Our other
A
some
a search
the next
The
to
annuitants, will begin
of the files in the Office ot European
week.
d. TRIS Briefing. Members of
Analysis during
the Information Technology
from the Information
and features.
given earlier
Branch briefed a group of employees
Management Staff, DO, on TRIS capabilities
briefing was a followup to a presentation
25X1
IMS. The DO visitors
primarily were interested in TRIS folder disposition features
and retirement procedures. They did not indicate how they
might make use of such capabilities or if they were interested
in acquiring TRIS for their use.
2.
Significant Events and Activities
25X1
a. Machine Readable Records.
25X1
Information Management
Branch, met with
25X1
Deputy Chief, Management
Group, Office of
25X1
Technology (OIT), Chief,
Interactive Systems
25X1
Branch, OIT, OIT Planning
Officer, and
25X1
the OIT Records Management
Officer, to resolve
some issues concerning the scheduling of OIT's machine-readable
records. OIT was concerned that it would have to schedule
information systems developed for other Agency components and
would be required to prepare schedule items for its "operating
systems", i.e., VM. The IMB representatives assured them that
OIT was not responsible for scheduling systems developed for
other components and the "operating systems" did not have to be
scheduled. The discussion also addressed the scheduling of the
Automatic Information Management (AIM) system. AIM was
developed by OIT for use by all Agency components and, although
OIT has no control over the data entered into the system, it
serves as the data base administrator for AIM. Consequently,
OIT is responsible for scheduling this data. AIM users
currently have an unlimited data storage and retention
capability. This is not in accordance with good records
management practices and will create the same problems in
electronic form that we have been trying to resolve with paper
records for many years. Before the AIM system can be
scheduled, a policy decision must be made concerning the
retention of individual user data. OIT is assigning an
individual to work on this problem.
2
CONFIDENTIAL
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25X1
25X1
25X1
25X1
CONFIDENTIAL
c. Records Center. Records Center personnel performed the
following activities during the week:
RAMS: Made 28 additions, 209 changes,
and 1 deletion.
Jobs received/edited: 27.
Jobs keyed: 23 consisting of
2,676 entries.
Jobs completed: 17.
Computer down time: 86 minutes.
Accessions: Received 29 jobs totaling
161 cubic feet.
References: Serviced 2,099 requests for records.
ARCINS:
Other:
The chief of each section provided
a briefing on their unit's
activities and procedures to three
OIA employees who visited the
Center last week.
Chief, Accessioning Section,
provided the v ._th a tour
of the Center.
3
CONFIDENTIAL
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ADMINISTRATIVE - INTERNAL USE ONLY
28 May 1985
MEMORANDUM FOR:
Director of Information
Services
STAT
FROM:
Chief, Regulatory Policy
Division
SUBJECT:
Regulatory Policy Division Activities - 22 May
through 28 May 1985
1. RPD is
currently handling 100 jobs. Noteworthy among the
jobs being
STAT
processed this week is a notice on secretarial pay schedule which increases
the salary for GS-07 secretaries who support officers in Senior Service level
positions.
2. Jobs sent to the Agency coordinators included
STAT
These proposed revisions, initiated by the
reduction in grade as a disciplinary action for
Office of
serious
Personnel,
misconduct.
will add
STAT
3.
met on 23
May with DD/OIS along with C/IRMD to discuss
the principles
archival
of archival
operations
and how they might be applied
to an
program.
STAT
4.
was about
to be printed
when the Printing and Photography Division called to
inquire
into the whereabouts of an attachment to the EB. In RPD's discussions with
P&PD, it was discovered that the Office of Personnel, the initiator of the
bulletin, had wanted a large order of recruiting circulars printed quickly at
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STAT
STAT
STAT
STAT
STAT
the beginning of May. Some were to be held for direct distribution while
others would be held to be attached to an Employee Bulletin
which would soon be sent to P&PD. RPD processed this bulletin and sent it to
P&PD which had forgotten about the attachment. P&PD located the attachment
and processed the package for publication. (U)
5. RPD received a telephone call from an OF officer who asked when
limit. This revision went into effect on 26 January 1970 in response to a
1966 IG study on "Shortages and Losses". OF plans to conduct a new study to
determine if this amount ($100) should be increased. (A-IU0)
7. On 21 May, an operations officer in the DO querried RPD concerning
the degree of discretion that one has to interpret
Specifically, the caller wanted RPD's opinion about altering
approved format in order to allow text of a message to fit on one page instead
of two. DC/RPD explained to him that the Handbook is designed to be used as a
guideline and format for standardization throughout the Agency. Furthermore,
not only did senior officers concur in the publication of the Handbook, but
2
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senior secretaries as well. Any deviation from the guidelines places an
office in the position of having memoranda returned for correction. It was
STAT
also pointed
courses.
8.
office furniture
out that the
merits of the Handbook are taught
RPD learned that it might be
in Agency
the recipient of named
DC/RPD researched the
During
the week
situation within
the office, prepared a listing
of
total
pieces needed, and
calculated the cost of the new equipment.
STAT
9.
was
on leave for
two days,
Degan a
STAT
mini-vacation
on 24 May,
and
took a day
of sick leave.
We are
STAT
pleased that
joined RPD as
a summer employee and
STAT
to
arrived
replace
STAT
10. RPD responded to requests from OP, CPAS, OS, DDA/Reg, History Staff,
DDS&T Reg, DDI Reg, OS/Reg, DO/OIG, and DO/IMS. Our clerical personnel
handled 181 telephone querries during this abbreviated week.
Attachment
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STAT
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