OIS WEEKLY REPORT (25 APRIL -1 MAY 1985)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP87-00058R000300570017-3
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 15
• Document Creation Date: December 23, 2016
• Document Release Date: April 19, 2011
• Sequence Number: 17
• Publication Date: May 2, 1985
• Content Type: MEMO

Sanitized Copy Approved for Release 2011/04/19: CIA-RDP87-00058R000300570017-3
STAT
MEMORANDUM FOR: Deputy Director for Administration
SUBJECT: OIS Weekly Report (25 April-l May 1985)
1. HISTORICAL REVIEW PROGRAM. Representatives from the
Classification and Review Division (CRD) met with representatives from
the Agency Archives and Records Center (AARC) and representatives from
the Agency History Staff to discuss the procedures and records that will
be involved in the Historical Review Program (HRP). The AARC repre-
sentatives were briefed on the initial requirement to identify records
for the HRP, to survey the material, and to prepare the material for
systematic review. Representatives from AARC, in turn, explained the
storage condition of the older records in AARC. Further to the HRP, a
draft of the report to Congress due 1 June has been prepared by the
Agency Historian, has been reviewed by OIS, and will be sent out for
coordination.
2. SEARCH FOR TOP SECRET DOCUMENTS. Efforts by personnel from the
Information Resources Management Division (IRMD) to locate TS collateral
orn,e documents continue. Four unaccounted TS documents were located through
normal review of office documentation on downgrading actions. In the
Office of Current Production and Analytic Support (CPAS), 290 TS documents
were located, 148 of which were not charged to CPAS and require follow-up
f action. During the search of the Office of the Deputy Director for
Intelligence (ODDI), 13 TS collateral documents were located; seven of
these were not charged to the ODDI. The review of the holdings of the
Intelligence Community Staff has been completed and 136 TS documents were
located, 103 of which were not charged to the IC Staff and require
follow-up review.
Sanitized Copy Approved for Release 2011/04/19: CIA-RDP87-00058R000300570017-3
 Sanitized Copy Approved for Release 2011/04/19: CIA-RDP87-00058R000300570017-3
1. DIRECTORATE RMO MEETING. On 26 April the Chief and Deputy Chief,
IRMD, and other representatives of IRMD met with the Records Management
Officers for the directorates at their monthly meeting. Three items were
discussed: (1) the new courier receipt, (2) material charged out of AARC
for more than a year, and (3) directorate training requirements for TRIS.
Several problems were surfaced regarding the use of the new courier
receipt, but many of these were typical of any new form. Use of the new
receipt will be monitored over the next six months and the situation will
be reevaluated in the fall. Chief, AARC, discussed delinquent chargeouts
and asked for cooperation in removing the delinquencies. The directorate
RMOs requested that they be notified when component RMOs are asked about
outstanding chargeouts so the former can monitor and ensure that the
affected component takes expeditious action. The attendees were reminded
about selecting personnel in rank order of priority for training on TRIS.
2. REGULATORY POLICY DIVISION WORKLOAD. The Regulatory Policy
Division is currently handling 108 jobs. During the reporting period,
19 new jobs were received, forcing RPD's workload over the '100" mark--a
threshold figure RPD tries to remain below in order to ensure timely
processing.
3. INFORMATION AND PRIVACY DIVISION REPORT (attached). The new
operational procedures and hard work in the Information and Privacy
Division (IPD) continue to pay off in the decline of the backlog which
now stands at 2,349 cases. There was one particularly interesting
Sanitized Copy Approved for Release 2011/04/19: CIA-RDP87-00058R000300570017-3
 Sanitized Copy Approved for Release 2011/04/19: CIA-RDP87-00058R000300570017-3
COMPONENT SURVEY. Chief, IRMD, and his representatives met with the
Director of the Office of Scientific Weapons and Research (OSWR) and
members of his staff to discuss a proposed OIS survey of OSWR's informa-
tion handling and records management practices. The IRMD representatives
explained the purpose, procedural details, and methodology of the
survey. The Director, OSWR, was receptive and identified a particular
problem of concern to him regarding the management of machine-readable
data. The survey will begin on 13 May 1985.
Sanitized Copy Approved for Release 2011/04/19: CIA-RDP87-00058R000300570017-3
 Sanitized Copy Approved for Release 2011/04/19: CIA-RDP87-00058R000300570017-3
1 May 1985
MEMORANDUM FOR: Deputy Director for Administration
Chief, n orma ion and Privacy Division, OIS
SUBJECT: IPD/OIS Weekly Report (24 - 30 April 1985)
1.
The Week in Review
24-30 April 1985 1985 Weekly Average
a. New
cases
28
54.0
b. Case
s clo
sed
36
87.4
c. New
appea
ls logged
0
2.5
d. Appe
als c
losed
0
1.0
e. Manp
ower
(man-weeks)
100.7
102.7
2. Current Backlogs
a. Initial requests - 2349
b. Appeals - 165
c. Open litigations - 91
3. Spotlighted Requests
Sanitized Copy Approved for Release 2011/04/19: CIA-RDP87-00058R000300570017-3
 STAT
Sanitized Copy Approved for Release 2011/04/19: CIA-RDP87-00058R000300570017-3
Next 1 Page(s) In Document Denied
Iq
Sanitized Copy Approved for Release 2011/04/19: CIA-RDP87-00058R000300570017-3
 Sanitized Copy Approved for Release 2011/04/19: CIA-RDP87-00058R000300570017-3
STAT
I PD~
Orig -
(1 May 1985) (Final)
Adse
DCI/DDCI/Executive Director
DCI History Staff
DDI
DDO
DDS&T
OIS
C/PAO
Comptroller
IPD Subject
IPD Chrono
IPD Reading Board
HGH
DDO/IRO
DDO/IMS
DDI/IRO
DDA/IRO
IC/IRO
OTE/MAT
IRG/OS
IG
OGC
OLL
OP
OL
C/IMSA
Sanitized Copy Approved for Release 2011/04/19: CIA-RDP87-00058R000300570017-3
 Sanitized Copy Approved for Release 2011/04/19: CIA-RDP87-00058R000300570017-3
CONFIDENTIAL
30 April 1985
MEMORANDUM FOR: Director of Information Services
ie , Classification eview Division
SUBJECT: Weekly Report (24-30 April 1985)
Representatives of CRD met with
of the History 0 ice
to discuss the procedures and records that will be involved in the Historical
Review Program (HRP). representatives were briefed on the HRP, where
it is and where it is going an particularly on the initial requirement to
identify records fo nosyncrasies survey them and finally make them available for
systematic re .ew. eople briefed us on the shape and content of
older records that we may find in them. The meet-
ing was very useful in introducing the players to~ther to lay the
groundwork for future cooperation and actions.
2. Representatives of CPD met with
IMS two members of his staff to discuss the HRP.
c o our surprise stated that the DO would not allow CRD/OIS/DA to
review DO records. He gave no explanation for this except to say that it
was the decision o Chief of the Information Management Service,
DO. Now we have planned new meetings to review how we will proceed in
implementing the HRP and what role CRD/OIS will play. Our approach remains
to be willing to do as much of the work as possible to relieve the other
components who hold the records, but in the final an alysis the custodial
components must decide to make use of our services.
3. A memo has been sent to the DI/IRO and the DO/IRO confirming the
8 April 1985 verbal agreement to have CRD/OIS conduct the initial review of
mandatory requests submitted under E.O. 12356 (see previous Weekly Report).
This practice will begin on 1 May 1985 and is being done on a trial basis to
see what benefits might accrue by having all mandatory requests funnelled
through CRD.
CONFIDENTIAL
Sanitized Copy Approved for Release 2011/04/19: CIA-RDP87-00058R000300570017-3
 STAT
Sanitized Copy Approved for Release 2011/04/19: CIA-RDP87-00058R000300570017-3
Sanitized Copy Approved for Release 2011/04/19: CIA-RDP87-00058R000300570017-3
 Sanitized Copy Approved for Release 2011/04/19: CIA-RDP87-00058R000300570017-3
30 April 1985
MEMORANDUM FOR: Director of Information Services
Chief, Information Resources Management Division
SUBJECT: Weekly Report of Information Resources
Management Division
1. Work in Progress
a. Search for Top Secret Documents. IRMD's efforts to
locate TS collateral documents continue to make progress
through the work of staff employees and annuitants.
identified four unaccounted for documents
the retirement job of the Office of Current Production and
Policy Support is already paying dividends. Last week, Mr.
downgrading actions. Annuitant review of
in his on-going review of office documentation on
found 290 documents, 148 of which were not charged
to CPAS and require follow-up action by ITB.
another OIS annuitant, found 13 TS
collateral documents in her search of ODDI offices, seven of
which were not charged to the office. Our third annuitant,
completed his review of the office holdings of
documents, 103 of which were not charged to the IC Staff and
require follow-up review. A summary of the results of his
efforts with the IC Staff will be provided in the near
future.
the Intelligence Community Staff. Last week he found 136 TS
Helene L. Boatner, Director, Office of Management, Planning,
and Services, suggesting a procedure to deal with special
compartmented material that annuitants might come across in
DI office files. The issue of annuitant clearances has
slowed search efforts for TS documents in the DI.
Chief, IRMD, prepared in conjunction with
and Information Control Branch, a memo to
b. Information Services Center.
Chief, ISC, met with the senior liaison officer
from the Headquarters Facilities Division, Office of
Information Technology. The meeting was held to discuss
UNCLASSIFIED Except
Where Marked
Sanitized Copy Approved for Release 2011/04/19: CIA-RDP87-00058R000300570017-3
 Sanitized Copy Approved for Release 2011/04/19: CIA-RDP87-00058R000300570017-3
OL's cable profiles and some problems he has dealing with
OL. He requested assistance in resolving the
problems. The liaison o icer indicated that the OL
personnel did not understand the Agency's cable
distribution system and as a result were calling OIT about
things that were not problems. Prior to the establishment
of the ISC, he felt that there was no central point in OL
that he could deal with on this matter. It was agreed that
staff will attempt to answer questions from OL
personnel pertaining to cable distribution.
also arranged with the Agency Mail and Courier
Branch to provide courier services between
and to support the Mercury Project
Office. That office move n 22 April and needs
continued mail and registry support.
2. Significant Events and Activities
a. Directorate RMO Meeting. Chief and Deputy Chief,
IRMD, and IRMD Branch Chiefs met with the Directorate
Records Management Officers on 26 April for their regular
monthly meeting. Three items were discussed: the new
courier receipt, material charged out of the Records Center
for more than a year, and Directorate training requirements
for TRIS. Several problems were surfaced by Directorate
RMOs regarding the use of the new courier receipt, but many
of these were the type associated with the introduction of
any new form. It was agreed that problems with the new
receipt would be monitored over the next six months and the
situation be re-evaluated in the Fall. Chief,
Agency Archives and Records Center Branch, discussed the
problem of delinquent chargeouts and asked for RMO
assistance in dealing with them. The RMOs requested that
they be notified when component RMOs were asked about
outstanding chargeouts, so they could assure that the
component would take action. Chief,
Information Technology Branch, remind e the RMOs about the
need to identify individuals from Directorate components
for training on TRIS and to prioritize the order in which
they are to be trained. Some Directorates had already
submitted their lists for the training, that will begin in
July.
Component Survey. Chief, IRMD,
ICB, met with Director, OSWR, and
members of his sta , to discuss a proposed OIS survey of
OSWR's information handling and records management
practices. The IRMD representatives explained the purpose
2
CONFIDENTIAL
Sanitized Copy Approved for Release 2011/04/19: CIA-RDP87-00058R000300570017-3
 Sanitized Copy Approved for Release 2011/04/19: CIA-RDP87-00058R000300570017-3
of the survey and the benefits that could be derived from
such a survey. Procedural details and the methodology that
will be used in conducting the survey were also discussed.
The Director, OSWR, was receptive to having a survey of his
office and identified a particular problem of concern to
him regarding the management of machine-readable data. He
has a large growing volume of tapes that are used in
analyzing various weapons' systems. The tapes are needed
for an extended period, though not accessed frequently in
some instances, but create a major storage problem for his
office. The survey will begin on 13 May 1985.
d. Records Training. I (Chief, Information
Technology Branch, briefed participants in OT&E's course
entitled, Records for Agency Employees.
discussed the major features of TRIS and ways that the
system would be helpful to component personnel in control
and disposing of records. His remarks generated several
questions from the 20 participants in the class, who
included several members of registries and Top Secret
Control Officers. Two features of interest were TRIS'
ability to generate shelf lists for material being retired
to the Records Center and the real-time nature of
information recorded in the TSCADS position of the system.
Other questions were asked about the sharing of abstract
information and the system's ability to maintain document
filing and destruction information. The next running of
this course is scheduled for December and TRIS will again
be on the agenda.
3
CONFIDENTIAL
Sanitized Copy Approved for Release 2011/04/19: CIA-RDP87-00058R000300570017-3
 Sanitized Copy Approved for Release 2011/04/19: CIA-RDP87-00058R000300570017-3
e. Records Center. Records Center personnel performed
the following activities during the week:
RAMS: Made 12 additions, 11 changes,
and 5 deletions.
ARCINS: Jobs received/edited: 12.
Jobs keyed: 11 consisting of
1,487 entries.
Jobs completed: 32.
Accessions: Eighteen jobs totaling
156 cubic feet.
References: Serviced 2,757 requests
for records.
Special Runs: One to OCPAS.
4
CONFIDENTIAL
Sanitized Copy Approved for Release 2011/04/19: CIA-RDP87-00058R000300570017-3
 Sanitized Copy Approved for Release 2011/04/19: CIA-RDP87-00058R000300570017-3
ADMINISTRATIVE - INTERNAL USE ONLY
MEMORANDUM FOR: Director of Information Services
Chief, Regulatory Policy Division
SUBJECT: Regulatory Policy Division Activities - 24 April through
30 April 1985
1. RPD is currently handling 108 jobs. We were inundated during
this past week with the receipt of 19 new accounts in RPD which, when
added to existing jobs, surpassed the "100" mark. Many of these are
"priority" or "immediate" actions. Among these proposals is a bulletin
announcing a 16 May presentation in the Headquarters Auditorium by an
orthopedic physician who will discuss the care and prevention of back
problems; another bulletin carries the presentation made by D/OP to a
Congressional committee concerning the special situation of Agency
employees when Congress proposes retirement legislation. F -1
The Office of General Counsel initiated the proposed
EB No. 1246, Supreme Court Decision in Sims v. CIA, and we received it in
the Division on 23 April. On the following day this proposal was edited,
reviewed, and handcarried directly to P&PD for printing and for
distribution on 25 April. Late on 24 April, C/RPD received a call asking
that this bulletin be held until further notice. P&PD returned this
bulletin on 26 April to RPD for holding.
3. On 29 April, RPD returned the draft revision of
to DO/IMS for further revision. Two RPD editors gave
considerable attention to the draft, prepared by a DO component, and
there is general agreement that the DO proposal must be completely recast
STAT
STAT
Sanitized Copy Approved for Release 2011/04/19: CIA-RDP87-00058R000300570017-3
 Sanitized Copy Approved for Release 2011/04/19: CIA-RDP87-00058R000300570017-3
ADMINISTRATIVE - INTERNAL USE ONLY
to ensure accuracy of the information, comprehensibility to readers,
textual brevity, and general compliance with Agency rules concerning
format and style, particularly in regard to paragraph numbering, proper
rendering of administrative offices and titles, and correct legal
citations.
4. RPD has reviewed the comments of the Directorate of operations
concerning the proposed revision of Distribution, which were set
forth in a DO memo of 16 April. RPD unfortunately cannot accommodate the
deletions requested by DO. The enunciation of these procedures is merely
in keeping with the Excellence Program which seeks to improve management
of all Agency activities.
5. The office of the inspector General and the Office of Finance
forwarded comments and concerns to RPD on
Editor
is in process of attempting to
get these resolved before we can go forward with publication.
6. We forwarded the second draft of
comments from both the DO and CRD.
STAT
STAT
STAT
STAT
7. RPD responded to requests from OP, IRMD, OD&E, OTS, OC, Audit
Staff, OF, OS, SOYA, DO, and RMO/OCA. Our clerical personnel handled 225
telephone calls, a new record. STAT
2
ADMINISTRATIVE - INTERNAL USE ONLY
Sanitized Copy Approved for Release 2011/04/19: CIA-RDP87-00058R000300570017-3
 STAT
Sanitized Copy Approved for Release 2011/04/19: CIA-RDP87-00058R000300570017-3
Next 1 Page(s) In Document Denied
Iq
Sanitized Copy Approved for Release 2011/04/19: CIA-RDP87-00058R000300570017-3