OIS WEEKLY REPORT (11 - 17 APRIL 1985)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP87-00058R000300620002-3
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 15
• Document Creation Date: December 27, 2016
• Document Release Date: March 6, 2014
• Sequence Number: 2
• Publication Date: July 18, 1984
• Content Type: MEMO

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ADMINISTRATIVE - ONLY
18 April 1985
MEMORANDUM FOR: Deputy Director for Administration
STAT FROM:
STAT
Director of Information Services
SUBJECT: OIS Weekly Report (11 - 17 April 1985)
A. PROGRESS ON ACTION ITEMS
1. OSS RECORDS. Representatives from the Information Resources
Management Division (IRMD) assisted the National Archives and Records
Administration's (NARA) liaison representative to the Agency and
representatives from the Directorate of Operations (DO) in reviewing OSS
films at the Agency Archives and Records Center (AARC). After reviewing
some of the films, the liaison representative from NARA determined that
the National Archives would accept transfer of all of the unclassified
and declassified films without requiring scheduling. The only films that
will have to be scheduled are the films that retain classification. DO
currently is continuing its review of the films. The reviewers were able
to identify some footage on General Donovan in advance of a visit by
Ed Boughton, a member of an OSS veterans group, to the Agency.
Mr. Boughton will be reviewing OSS films at the Agency this week to
identify footage on General Donovan that will be used in a movie being
made by the OSS veterans group.
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B. SIGNIFICANT EVENTS AND ACTIVITIES
1. AIR FORCE RECORDS MANAGEMENT PROGRAM. Chief, IRMD, and an IRMD
representative met with Lt. Colonel Bud Styers and Major Jim Valdez of
the United States Air Force (USAF) to discuss the USAF's records
management program. Major Valdez described a software program, which is
being developed, that will require all computer users to provide records
disposition instructions before they can create a document. The system
will be used in conjunction with a new standard personal computer--the
Zenith-100--which is being procured for all USAF facilities. Tests of
the system will be conducted in June for representatives of NARA. If the
system is acceptable to NARA, USAF will make the system available to
other federal agencies.
2. DA RECORDS MANAGEMENT OFFICERS MEETING. At the regularly
scheduled meeting of the DA Records Management Officers there was a
discussion on the scheduling of machine-readable records in the DA and
plans were made for training on TRIS. The DA RMO asked the attendees to
identify individuals in their components for training on TRIS and the new
TSCADS in preparation for activating TRIS within DA. Further to the
machine-readable records, research is being done on how component
computer systems are used in preparation for writing draft schedules on
them. C/IRMD said that scheduling of these records was a DA objective
and that the RMOs should make every effort to complete these schedules by
the end of the fiscal year. IRMD has representatives to give guidance,
aspist in research activity, and help with the drafting of schedules.
3. VITAL RECORDS PROGRAM. A representative from IRMD met with the
DCI Office records management officers to discuss their Vital Records
Program and the procedures to follow in updating or drafting component
vital records schedules. Reference materials to aid in preparing the
schedules were provided. The DCl/RMO stressed the importance of the
program and urged that the schedules be completed by the end of the
fiscal year. The DCI Office and the Directorate of Science and
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Technology (DS&T) are the two Agency components targeted for updating
their vital records programs this fiscal year. DS&T records officers
have already been briefed on scheduling procedures.
4. INFORMATION MANAGEMENT PROGRAM SURVEY BRIEFING. Representatives
from IRMD briefed the Director of the Office of Research and Development
(ORD) and members of his staff on the results of the recent information
management program survey of ORD. The IRMD representatives made several
recommendations, including the establishment of an index and charge-out
system for office Vu-graphs and the retirement of permanent material to
the Records Center to avoid inadvertent destruction. D/ORD appeared
pleased with the survey and intends to adopt the recommendations as
appropriate.
5. RECORDS CONTROL SCHEDULES. The Archivist of the United States
has approved one of the Agency's 13 records control schedules submitted.
The approved schedule covers the 20 "common items" that involve material
of a general nature which is found in most directorates. The schedule
would now normally be submitted to the Senate Select Committee on
Intelligence (SSCI) for review, but this schedule is only part of the
overall schedules for most components; therefore, it will not be
submitted to the SSCI until NARA approves the first complete component
schedule. The OIS schedule is being reviewed by the custodial unit at
NARA and action is expected on it in the near future.
6. REGULATORY POLICY DIVISION'S WORKLOAD. The Regulatory Policy
Division (RPD) is currently handling 95 jobs. In spite of the fact that
RPD continues to receive a large number of issuances for processing--14
during this reporting period--it has been able to keep the total workload
below 100 jobs. This was accomplished by publishing 11 issuances and
canceling two notices and one regulation which had been subjected to
unacceptable delays.
7. DUTIES OF AGENCY DISTRIBUTION OFFICERS. RPD sent to all Agency
distribution officers a memorandum containing a formal statement of
duties. This statement of duties has been incorporated now
being revised. The responsibilities ensuing from the duties were
outlined by C/RPD when he met with Agency distribution officers recently.
8. LETTER OF APPRECIATION. CRD received a letter of appreciation
from the Chief of the Office of Air Force History for its review work on
the Air Force history entitled, "Interdiction in Southern Laos, 1960-68."
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16 April 1985
MEMORANDUM FOR: Director of Information Services
FROM: Chief, Classification Review Division
SUBJECT: Weekly Report, 10-16 April 1985
1. Review of the Professor Jeffrey Richelson book titled The U.S.
Intelligence Community has not yet run its course. Through the Chairman
of the Director's Security Committee, who contacted DIA, we learned that
the latter found no objectionable information in the book. We then
provided the C/SECOM with the material relating to Richelson's quotes
from a pair of classified DIA Weekly Intelligence Summaries to ensure that
the information taken from them was legitimately in the public domain.
According to Richelson he was given one of these Weeklies by Congressman
Don Edwards. Our purpose is to determine, if possible, how these DIA
Weeklies came into Richelson's possession and to ensure that no rules or
laws were violated.
2. CRD received a letter of appreciation this week from the Chief,
Office of Air Force History, for their review work on the Air Force
history Interdiction in Southern Laos, 1960-68. The Chief of the External
Branch was particularly commended for his assistance.
3. Basic furniture arrived for room 312, Ames Building on Thursday.
The first increment of the new Historical Review Branch of CRD under
gill begin moving in this week.
Classification Review Division
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CLASSIFICATION REVIEW DIVIION
RECORD OF REVIEW
Alit I I (IS'fi REVIEWER: BRANCH : )k /it'd Div )()
SOURCE OF MATERIAL TYPE OF REVIEW NO. OF DOCUMENTS NO. OF PAGES
EXTERNAL REQUESTS:
PERIOD:
DOD
AIR FORCE
ARMY
DIA
JCS
NAVY
NSA
OSD
NARS
WNRC
STATE
CDC/SR (FRUS)
crR us)
OTHER
SUB TOTALS
INTERNAL REQUESTS:
PRB
IPD
OLL
OGC
SAE
OTHER
RIMS
5k n1ic
)q(03
v *e-i m, Vol /3,
0.4f4ciic
1 6p 1113.
\20 100
3Viti
(Pre-0 Ccr-lCba? 1 5-3
SUB TOTALS:
OTHER
(:RAM) ToTALS7
SPECIAL PROJECTS
1:2
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5rn
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CONFIDENTIAL
16 April 1985
MEMORANDUM FOR: Director of Information Services
FROM:
Chief, Information Resources Management Division
SUBJECT: Weekly Report of Information Resources
Management Division 10 - 16 April 1985
1. Work in Progress
a. Vital Records. , Information Management Branch, met
with the DCI area Records Management Officers to discuss their Vital
Records Program and the procedures to follow in updating or drafting
component vital records schedules. distributed reference
materials to aid the RMOs in preparing the schedules and assured them he
would be available for additional information or assistance as needed.
the Records Management Officer, DCI area, amplified the
importance ok the program and encouraged each RMO to complete their
schedules by the end of this fiscal year. The DCI area and the DDS&T are
the two components targeted for updating their vital records programs
this year. has already met with DS&T representatives to
discuss these procedures.
b. Micr99raphics Application. , IMB, and
Printing and Photography Division, were briefed by
representatives of the Foreign Affairs Information Management Center
(FAIM), Department of State, on its program to convert hard copy
classified biographic holdings at US embassies to microfiche. This
information will aid Messrs. in determining the
feasibility of a micrographics application proposed by China Branch, East
Asia Division, Office of Central Reference (OCR), to accomplish this
conversion. A meeting will be scheduled with OCR to discuss the results
of the FAIM visit and to determine how to proceed.
c. TRIS. Information Technology Branch, met with OT&E
representatives on 16 April at the request of the Records Management
Officer to discuss how TRIS can be used by office components, other than
the registries . The session was prompted by OTE's interest in a
document control system that will enable it to track material and action
throughout the office. It is currently using a manual system for this
purpose, but the OTE officers recognize that with the coming of a single
work station it needs a tracking system that will be compatible with the
main frame. Based on description, the OTE representatives
seemed favorably impressed with TRIS and are likely to request access to
the system.
UNCLASSIFIED Except
Where Marked
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d. Top Secret Documents. IRMD continues to make progress in
locating unaccounted for Top Secret collateral documents. Annuitant,
is nearing completion of his review of OIS retirement
jobs at the Records Center. Last week, he reviewed 63 jobs, finding 16
Top Secret documents; 21 more jobs remain to be checked to complete this
search, another annuitant, found 75 Top Secret
documents last week in the offices of the National Intelligence Council,
including two that were unaccounted for and 55 which were not charged to
the component. , a third OIS annuitant, located 359 Top Secret
documents at the Intelligence Community Staff, including 189 that were
not charged to ICS. Followup research will be required on many of the
documents found by
e. Survey Briefing. Information Control
Branch, briefed Philip Eckman, Director, ORD, and members of his staff on
the results of their recent survey of the office. Ind
made a number of recommendations for improving ORD's records
management activities, including the establishment of an index and
charge-out system for office vu-graphs, and the development of procedures
for the retirement material to the Records Center to avoid inadvertent
destruction of permanent records. Mr. Eckman seemed pleased with the
survey results and indicated his intention to adopt most of the
recommendations.
2. Significant Events and Activities
a. Air Force Records Management. Chief, IRMD, and , IMB,
met with Lt. Colonel Bud Styers and Major Jim Valdez, Administrative
Communications and Records Management Division, Directorate of
Administration, Headquarters, United States Air Force, to discuss the
USAF's records management program. Major Valdez, the Air Force's Records
Management Officer, described the way records management operates in the
Air Force and the role his headquarters element plays in establishing
service-wide policy. Major Valdez also discussed a software program
which the USAF is developing that will require all computer users to
provide records disposition instructions before they can create a
document. The system will be used in conjunction with a new standard
personal computer that the Air Force is acquiring for all of its
facilities--the Zenith-100. Tests of the system will be conducted in
June for representatives of the National Archives and Records
Administration. If acceptable to NARA, Messrs. Styers and Valdez plan to
make the system available to other government agencies.
b. RMO Meeting. Chief, IRMD, a IMB, attended a
meeting of the DA Records Management Officers that discussed progress on
the scheduling of machine-readable records in the Directorate and
planning for training on TRIS. the Directorate RMO, asked
the RMOs to identify individuals in their components for training on TRIS
and the new TSCADS. They will provide this information to by
1 May and he will attempt to prioritize activation of TRIS within
Directorate components. With regard to machine-readable records, the
RMOs described their efforts in addressing this project. Most have begun
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to research how component computer systems are used in preparation for
writing draft schedules on them. Chief, IRMD, explained that scheduling
of these records was a Directorate objective and needed the RMOs to make
every effort to try and complete these schedules by the end of the fiscal
year. The RMOs were also reminded that IMB personnel were available to
provide guidance, assist in research activity, and help with the drafting
of schedules.
c. OSS Records. Agency Archives
and Records Center Branch, and Tony Frasketi and Bernard Edwartoski, IMB,
assisted Ray Tagge, the National Archives and Records Administration
(NARA) liaison representative to the Agency, and and
DO, in reviewing OSS films at the Agency Archives and
Records Center. After reviewing some of the OSS films at the Agency
Archives and Records Center, Mr. Tagge determined that NARA would accept
transfer of all of the unclassified and declassified films without
scheduling them. The only films that will have to be scheduled are the
films that retain classification. DO currently is continuing its review
of the films to determine if any of them are classified. The reviewers
were able to identify some footage on General Donovan in advance of a
visit by a member of an OSS veterans group, to the Agency.
is reviewing OSS films at the Agency this week to identify
footage on General Donovan that will be used in a movie being made by the
veterans group.
d. Records Control Schedules. The Archivist of the United States
has approved one of the 13 records control schedules submitted by the
Agency in the past year or so. The approved schedule covers the 20
so-called "common items" that involve material of a general nature which
is found in most directorates. The schedule must now be submitted to the
Senate Select Committe on Intelligence for review and cannot be
implemented until 60 days after its submission. Because this schedule is
only part of the overall schedules for most components, it will be
submitted to the SSCI with the first complete component schedule that
NARA approves. The OIS schedule currently is being reviewed by the
custodial unit at NARA and action is expected on it in the near future.
e. Records Center. Records Center personnel performed the following
activities during the week:
RAMS: Made 30 additions, 6 changes, and
15 deletions.
ARCINS: Jobs received/edited: 25.
Jobs keyed: 14 consisting of
1,449 entries.
Jobs completed: 24.
Accessions: Received 23 jobs totaling
254 cubic feet.
References: Serviced 1.860 requests for records.
Special Runs: Two: one to and one to OP.
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3. Scheduled Events
a. IMB, will accompany Harold Mason, Information Security
Oversight Office, on 17 April 1985 on the second of five scheduled inspections
of the Agency's information security program. Mr. Mason will be inspecting
classification procedures in the Office of Scientific and Weapons Research and
the Office of the Comptroller.
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C-O-N-F-I-D-E-N-T-I-A-L
MEMORANDUM FOR: Director of Information Services
FROM:
Chief, Regulatory Policy Division
16 April 1985
SUBJECT: Regulatory Policy Division Activities - 10 April
through 16 April 1985
1. RPD is currently handling 95 jobs. In spite of the fact that we
continue to receive a large number of issuances for processing in the Division
(14 during this period), we have been able to keep the total workload below
100 jobs. This has been accomplished by publishing 11 issuances this week and
cancelling two notices and one regulation in varying stages of production but
which RPD found were subject to unacceptable delays.
2. Included among the 14 proposed issuances received in the Division for
processing was a notice on the CIA Language Incentive Program prepared and
submitted by the Language Development Committee. Also received were
headquarters and field notices which expanded on Agency policy relating to
Employee Couples going overseas. This notice was initiated by the Director of
Personnel, coordinated with all Deputy Directors, Heads of Independent
offices, and approved by the Executive Director. RPD edited the notice on an
immediate basis and later handcarried it to P&PD for publication. Another
Notice of general interest announces that the Agency now has a secure voice
network providing a secure telephone for virtually every employee in the
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Metropolitan Washington Area. Agency employees are being instructed to
use the secure voice network as their primary voice communications
service.
3. RPD received a call from an officer conducting an audit of the
Building Services Section of the Office of Logistics. He was asking about an
expired notice,
Issuance and Control of Property Passes. Our
research analyst could not locate any issuance dealing with a permanent
property pass in which he was interested.
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4. RPD sent to all Agency Distribution Officers
responsibilities of Distribution Officers and Custodians
issuances. These responsibilities were outlined by
distribution officers throughout the Agency recently.
a memorandum on the
of regulatory
C/RPD when he met with
The memorandum contains
a formal statement of
duties which have been incorporated
in now being
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revised.
5. CIA held an Agency
-wide contest recently to name the publication of
the new Employee Activity
Association (EAA)
monthly news letter. The winning
entry was submitted by
our junior editor, and she was awarded
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-,
a lifetime membership in EAA.
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gave a briefing
on 10 April to a large group of new
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6.
MI careerists on the mission
and functions of RPD.
of RPD was in
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attendance.
7. From 8 through
10 April
attended an OTE course entitled
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Introduction to Nuclear Power and
Radiation.
Dave has
worked on
Safety
regulations in the 12 category dealing with radiation.
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8. RPD responded to requests from DO/PPB, CCS/SCB, PAO, OIT, OTS,
Executive Registry, Office of the Comptroller, OSO Registry, and OP/CTS. Our
clerical personnel handled 195 telephone calls.
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