OIS WEEKLY REPORT (29 JANUARY - 4 FEBRUARY 1987)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP87-00058R000400080004-0
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 14
• Document Creation Date: December 27, 2016
• Document Release Date: July 2, 2012
• Sequence Number: 4
• Publication Date: February 5, 1987
• Content Type: MEMO

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5 February 1987
STAT
MFNORANDIJM FOR: Deputy Director for Administration
erector o nfonnation Services
STAT
SUBJECT: OIS Weekly Report (29 January - 4 February 1987)
1. Many OIS employees exhibited exceptional dedication to duty
during the recent snow emergency. Personnel at th.e[:: = Information
Services Center worked extended shifts to fill in for those unable to get
to work. Some were on duty for 24 to 37 hours. Under extremely
hazardous driving conditions they made 19 of their 25 scheduled courier
runs, one of which took nearly 8 hours. Personnel at the Agency Archives
and Records Center (AARC) also responded by delivering urgently needed
records to the Directorate of Operations at headquarters. Several AARC
employees, ignoring the early dismissal, stayed on to maintain radio
contact with their colleagues during the hazardous seven hour round trip.
2. The Chief, Information Resources Management Division (IRMD)
chaired the fourth meeting of the Agency Electronic Information Control
Task Force. A representative from the National Archives and Records
Administration (NARA) made a presentation on NARA's progress in
electronic document control and discussed a joint office automation
project with the National Security Agency. He also expressed concern
over the lack of standards and guidelines for electronic records and felt
that agencies must begin to practice life cycle management and get
control of electronic information at the system design stage.
3. IRMD sent the revised Headquarters Forms Catalog to the Printing
and Photography Division for publication and distribution to information
management officers throughout the Agency.
4. Another increment of OSS records has been transferred to NARA.
Included are correspondence from OSS-CIG field stations, records from the
OSS Censorship and Documents Branch and the OSS Schools and Training
Branch, material pertaining to the expenditure of special funds by the
Washington and London offices, and Cairo SI/X-2 Branch records.
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STAT
5. The Chief, IRMD met with senior Agency registry and information
services center representatives in the second in a series of meetings
designed to increase the exchange of information of mutual concern.
6. The Department of Defense (DoD) completed its annual review of
Agency procedures for handling North. Atlantic Treaty Organization (NATO)
documents. Preparatory to the inspection the CIA NATO Control Officer,
assigned to IRMD, briefed representatives from the Offices of
Communications, Security, and Information Resources on previous DoD
inspections and on DoD regulations concerning NATO document handling.
The review revealed no significant problems and all randomly selected
documents were located.
7. A representative from the History Staff is reviewing the master
files of the Regulatory Policy Division for information on Agency
personnel and organizations. It will be used to compile a publication
containing biographic data on selected senior Agency officials to
supplement the 1983 History Staff publication, DIRECTORS AND DEPUTY
DIRECTORS OF CENTRAL INTELLIGENCE: DATES AND DATA 1946-1983.
8. Chief, History Staff provided a report to the Classification
Review Division about a Soviet-American archival exchange meeting held in
Moscow from 1-6 December 1986. The meeting was under the auspices of the
American Council of Learned Societies to promote cultural exchanges
called for in the Geneva Accord of 1985. The Soviet and American
representatives signed a protocol to exchange archival information, to
promote greater access to U.S. and Soviet archives, and to facilitate
joint research projects.
9. The backlog of initial FOIA/PA requests now stands at 1151. This
compares with 1569 one year ago and 2827 two years ago. Two documents
STAT
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4 February 1987
MEMORANDUM FOR: Deputy Director for Administration
Chief, Information and Privacy Division, OIS
STAT
SUBJECT: IPD/OIS Weekly Report (28 January - 3 February 1987)
1987
1. The Week in Review 28 Jan - 3 Feb 87 Weekly Average
a. New cases 50 37.2
b. Cases closed 51 41.2
c. New appeals logged 3 1.2
d. Appeals closed 4 2.4
e. Manpower (man-weeks) 98.0 87.2
2. Current Backlogs
a. Initial requests - 1151
b. Requests in administrative appeal - 160
c. Requests in litigation - 52
3. Spotlighted Requests
STAT
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HGH/DLF:krc ( 4 February 1987) (FINAL)
Distribution:
Orig - Adse
1 - DCI/DDCI/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 - OCA
1 - OP
1 - OL
1 - C/IMO
1 - DDO/IR
1 - DDI/IRO
1 - DDA/IRO
1 - IC/IRO
1 - OIS/LA
1 - IRG/OS
1 - IPD Subject
1 - IPD Chrono
1 - IPD Reading Board
1 - HGH
1 - LSS
25 - DDO/IM
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MEMORANDUM FOR: Director of Information Services
FROM: Chief, Classification Review Division
SUBJECT: CRD Weekly Report, 27 January 1987 - 3 February 1987
Through the good offices of the Chief of the DCI History Staff, Dr.
Kenneth McDonald, CRD received a report about a Soviet-American archival
exchange meeting held in Moscow 1-6 December 1986. Chairman of the
four-member U.S. committee was Acting-Archivist of the U.S. Frank G. Burke and
the meeting was held under the auspices of the American Council of Learned
Societies to implement the Soviet-American cultural exchanges called for in
the Geneva Accord of 1985. The American archival representatives met with
numerous Soviet counterparts, including the Director of the Main Archival
Administration of the U.S.S.R. Council of Ministers, and signed a Protocal in
which it was agreed to exchange experience, archival publications and finding
aids, archival documents, and jointly hold documentary exhibitions and publish
archival materials. The objectives are to promote greater access to U.S. and
Soviet archives and facilitate joint research projects between the two
countries. A return visit by Soviet archivists will take place during
February 1987.
STAT
STAT
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3 February 1987
MEMORANDUM FOR: Director of Information Services
25X1
FROM:
Chief, Information Resources
Management Division
SUBJECT: IRMD Weekly Report (28 January - 3 February 1987)
WORK IN PROGRESS
a. Machine-Readable Records. The Office of Information
Services (OIS) Machine Readable Records Control Schedule has been
completed and will be forwarded by the OIS Information Management
Officer (IMO) to appropriate OIS components and the Directorate of
Administration (DA) IMO for review and concurrence. After this
review the SF 115 will be forwarded to the National Archives and
Records Administration (NARA) for approval by the Archivist of the
United States. This will be the first Agency Machine-Readable
Records Control Schedule to be completed and forwarded to NARA.
b. Upgrading the Records Center & Archives Management System
(RAMS). The upgraded Records Center & Archives Management System
will be unveiled on 17 February. Instructions for these new
procedures will be disseminated to all IMOs and training classes
will be provided by ITB for those individuals who wish hands-on
training.
c. Support to IPD. Chief, Information Technology Branch met
with Chief, Info n Privacy Division to discuss the des' n of a
new IPS system. are 25X1
the key players in ITB's task with gathering the requirements and
designing the system. is working with IPD to reduce 25X1
the number of glossaries in the IPD Wang data base and also to
enable IPD to print FOIA/Privacy/Executive Order taskings on the
Daisy printers as opposed to typing them manually.
d. TSCADS. Document Accountability 25X1
Section (DAS), is also assisting the IPD Top Secret Control Officer
(TSCO) in the use of TSCADS control and recording procedures in
order to facilitate IPD's information management requirements.
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STAT
STAT
revision of is in its final stages.
e. Forms Management. The proof for the Headquarters'
Forms Catalog has been approved by the Agency Forms Manager and
sent to P&PD for printing. The distribution of the new catalog
for Headquarters' use should be sometime next month. The Agency
Forms Manager met with Steve Minteer of Wallace Computer
Services to discuss a new forms data base. The Wallace Company
has a software package developed for the Marriot Corporation
that is unique to Forms Management. Further discussions will be
held to study the feasibility of building a new forms data base
for the Agency Forms Management Program.
f. National Security Classification Guide.
is rewriting and updating the index to the
revised National Security Classification Guide, The
25X1
25X1
SIGNIFICANT ITEMS/EVENTS
Electronic Information Control Task Force Meeting.
Chief, Electronic Information Control
Management Division, to the fourth meeting of the Agency's
Electronic Information Control Task Force. the Task
Force Chairman, conducted the meeting. The agenda consisted of
a planned presentation to task force members by
Mr. Charles M. Dollar, Archival Research and Evaluation Staff,
National Archives and Records Administration (ARES/NARA).
Mr. Dollar's presentation included a perspective as
to where NARA is in the area of electronic documentation, where
his staff is in technological research and the specific projects
they are engaged in, and a discussion of the joint office
automation system development project with the National Security
Agency (NSA). (See EICB Weekly, 14-20 January 1987) During his
talk Mr. Dollar expressed concern over the lack of standards and
guidelines in the electronic records area and indicated that
NARA must take steps to correct this. He felt that Agencies
must get control of electronic information before creation,
i.e., at the system design stage, and that they must introduce
the life cycle management concept to track the movement of
information. Mr. Dollar emphasized the importance of
intellectual control (good indexing for retrieval), and the
impact of technological obsolescence on archival storage. NARA
and NSA hope that their joint project will aid in identifying
solutions to these problems.
Branch accompanied Chief, Information Resources
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b. Transfer of OSS Records. The sixteenth increment
of OSS records is being transferred to the National Archives and
Records Administration (NARA) on 3 February 1987. The records
represent Items 23, 89, 96, 105, 108, and 119 of the OSS Records
Control Schedule. Included in these records are correspondence
from the OSS-CIG field stations, records from the OSS Censorship
and Documents Branch, OSS Schools and Training Branch records,
material pertaining to the expenditure of special funds by the
Washington and London offices, and Cairo SI/X-2 Branch records.
To date, the Agency has transferred a total of 2660 cubic feet
of OSS records to NARA.
c. Meetings with Senior Registry/ISC Representatives.
On 30 January Chief/Information Services Branch and Chief/IRMD
met with some selected senior Registry/ISC representatives to
discuss a broad range of topics. This was the second in a
series of meetings designed to expand the amount of information
exchanged between between IRMD and senior ISC and Registry
personnel. These meetings have no formal agenda in the hope
that a free exchange of ideas and mutual concerns will occur.
Attendees at this second meeting included:
Tnfnrmation Control Assistant/Executive Registry;
d. OF OL ISC Requirements in the New Building. On
30 January 1987, of the ISB met
with the O/Finance (OF IMO to discuss uk' DAL; requirements in
the OF/OL ISC in the new Headquarters Building. The visit
included a tour of the OIT/PD/Data Conversion Branch, which
supports Payroll and Accounts Divisions, and the Key Building
DAC.
e. The Information Management Career Development
Program. completed her training module in the
Ames/ISC on 30 January and reported to the AHS/ISC on 2 February
for her next phase of training in the Information Management
Career Development Program.
f. Department of Defense (DoD) inspection. On
4 February, a Department of Defense (DoD) inspection of Agency
procedures for handling North Atlantic Treaty Organization
(NATO) documents will take place. Preparatory to the inspection
Frank Messenger in his dual capacity as Chief, Document
Accountability Section (DAS) and CIA NATO Control Officer,
briefed representatives of the Offices of Communication,
Security and Information Resources on previous DoD inspections
and on DoD regulations having to do with NATO document handling.
3
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g. The Top Secret Program. Chief/DAS met with Chief,
Operations Group/Sensitive Information Section, (OG/SIS/DO)
concerning the control and accountability of collateral TS
documents in DO offices. The meeting centered around joint DO
and DAS progress in verifying TSCADS information on DO documents
and on Top Secret document inventories in DO offices. In order
to assist the DO inventor efforts, DAS will provide DO with
TSCADS computer reports
h. Security Classification Briefing Program. A
memorandum was sent to Agency Information Management Officers
reminding them of the Classification Management Branch's (CMB)
security classification briefing program and encouraging them to
call CMB to arrange briefings in their components.
i. Records Center Activities. Records Center
personnel performed the following activities during the week:
Accessions:
References:
Special Run:
Made 20 additions and
17 deletions.
Jobs received/edited: 11.
Jobs keyed: 10 consisting of
541 entries.
Received 17 jobs totalling
147 cubic feet.
Serviced 904 requests for
records.
One to DDO.
j. Snow Emergency. Many IRMD employees deserve
special thanks and recognition for the outstanding dedication to
duty the exhibited during the recent snow emergency. Personnel
at the Information Service Center (ISC) worked extended
shifts in order to fill in for those unable to get to work.
Some were on duty for 24 to 37 hours before being relieved by
incoming teams. It is also noteworthy that of the
extremely hazardous driving conditions, the SC staff
made 19 of their 25 scheduled courier runs. One o those
courier runs took nearly 8 hours to complete. The staff at the
Agency Archives and Records Center (AARC) also responded to the
needs of the Agency with the same outstanding dedication. In
this instance, the Directorate of Operations had an urgent
rcrr,,;ramani- for records stored at the Records Center.
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stayed at their posts in order to maintain radio contact with
their colleagues during the drive to and from Headquarters.
Attached to this report is a list of just a few of those
employees who put the mission of the Agency above their own
personal convenience, comfort and safety.
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3 February 1987
MEMORANDUM FOR: Director of Information Services
Chief, Regulatory Policy Division, OIS
STAT
SUBJECT: Regulatory Policy Division Activities
22 January - 3 February 1987
1. RPD is currently processing 146 jobs, a decrease of ten over last
week.
2. Priority processing was provided to an employee bulletin which
provided important information on the impact of the new Federal Employees'
Retirement System (FERS). The bulletin provides details on some options
available to employees who wish to transfer to FERS. It also announced that
briefings would be provided at Headquarters and that computer software (for
IBM and Wang personal computers) was available that would allow employees to
compare their benefits under the old and new retirement systems.
3. An employee bulletin is being prepared to announce a new Agency
policy on smoking which will take effect sometime this month. Under this new
policy, all work spaces will be designated as nonsmoking areas unless
specifically excepted by the Occupational Safety and Health Committee (OSHC).
Smoking only will be permitted in specific designated areas such as restrooms
which have separate ventilation systems, private offices, and specific areas
In Agency cafeterias. A new Headquarters Regulation Is also being prepared to
cover this new policy.
4. A representative from the DCI History Staff is reviewing RPD's master
files to gather information on Agency personnel and organizations. The data
will be used to compile a publication containing biographic data on selected
senior Agency officials, to supplement the 1983 History Staff publications,
Directors and Deputy Directors of Central Intelligence: Dates and Data
1946-83. A second publication is planned that will be an historical glossary
of Agency acronyms and abbreviation, which will attempt to define, date and
organizationally locate each term.
STAT
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