ELECTRONIC RECORDS CONTROL SCHEDULE DESCRIPTIONS FOR O-DDA SYSTEMS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP89G00643R001100010006-8
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 12
• Document Creation Date: December 23, 2016
• Document Release Date: November 14, 2011
• Sequence Number: 6
• Publication Date: April 24, 1987
• Content Type: MEMO

Declassified in Part - Sanitized Copy Approved for Release 2011/11/14: CIA-RDP89GO0643RO01100010006-8
I S EO
~UQO
G
OIT 0200-87 LO
GED
2 4 APR 1987
MEMORANDUM FOR: Associate Deputy Director for Administration
Director of Information Technology, rA
Information Management Officer, O/DDA
Directorate information ^'anagement Officer, DA
SUBJECT: Electronic Records Control Schedule Descriptions
for 0/DDA Systems
1. Attached for your review and approval are the Electronic
Records Control Schedule (RCS) descriptions of systems used in
Office of the Deputy Director for Administration (O/DDA) divisions.
The Information Management Officer for Information Resource
Management Program (IRMP) has contacted the Division Chiefs
associated with the systems. They have reviewed and concur in these
descriptions. This process was under way'when the Office of
Information Services was abolished. Therefore, we decided to
complete this project prior to conducting an O/DDA Electronic
Records systems survey.
2. Following your approval, an abbreviated version of the
schedule will be submitted to the National Archives and Records
Administration (NAPA) for final approval by the Archivist of the
United States. After approval by NARA these items will be included
in the existing O/DDA RCS.
Attachment:
stated
UNCLASSIFIED When Separated
From Attachment
 SUBJECT: Electronic Records Control Schedule Descriptions
for O/DDA Systems
DATE
Date
' ~ ~' ~C[~yl 7
Date
42 JUN 1ri ,
------ -------------------
Associate Deputy Director for Administration Date
p Mahoney,
Henry
2
S E C R E T
Declassified in Part - Sanitized Copy Approved for Release 2011/11/14: CIA-RDP89GO0643RO01100010006-8
 Declassified in Part - Sanitized Copy Approved for Release 2011/11/14: CIA-RDP89GO0643RO01100010006-8
SECRET
OFFICE OF THE DEPUTY DIRECTOR FOR ADMINISTRATION
ELECTRONIC RECORDS CONTROL SCHEDULE
TABLE OF CONTENTS
1. Declassification and Review System (DARE) ...................................................... 1
2. Released Information Management System (RIMS) .................................................. 2
3. Officially Released Information System (ORIS) .................................................. 4
4. Information and Privacy System Log (IPSLOG) .................................................... 6
5. Information and Privacy System History (IPSHIST) ............................................... 8
WHEN DETACHED, THIS TABLE OF CONTENTS IS CLASSIFIED
CONFIDENTIAL IN THE AGGREGATE - INDIVIDUAL PORTIONS
UNCLASSIFIED/FOR OFFICIAL USE ONLY EXCEPT AS MARKED
 RECORDS CONTROL SCHEDULE S EC R E T
:IRECTOHATE.OFFICE
Office of the Deputy Director for Administration
25
X1 THIS D UMENT IS CLASSIFIED SECRET IN THE AGGREGATE - INDIVID AL
PORTIO S ARE UNCLASSIFIED/FOR OFFICIAL USE ONLY EXCEPT AS MA KED
FORM fl OP aFI- CLASSIFICATION
1 1 ]9 13 J Eo
SECRET
U>LM I VU L G
REVISE.' 5CHEOUL I NO.
0-33
J
DATE OF OLD SCHE'JL ES
OLD SCHEDULE
NE EM W
FILES OENTIFICATION
VOLUME
AND ITEM 101S'.
N0,
1T1TLE, DES( PIPTION, ARRANGEMENT, AND INCLUSIVE DATES)
(CU. FT.)
CISROSITION INSTRUCTIONS
1
DECLASSIFICATION AND REVIEW SYSTEM (DARE)
An off-line computer based index of
retired documents reviewed under the
systematic and mandatory review provisions
of E.O. 12356, E.O. 12065 and E.O. 11652.
Essential elements of the file include
records center job, box, and folder
number. Other elements include document
number, document date, old and new
classification, review date, Office of
Primary Interest (OPI) number, date of
next review, reviewer identification, and
retention justification. (1945 to present)
a. Input
Original documents are received
TEMPORARY. Destroy form 4023A upon
from the Agency Archives and Records
verification of data entered into
Center (AARC). The key operator or
the system.
reviewer extracts specific
information and places it on
Form 4023A from which the data is
then entered into the system.
h. Output
(1) Computer output microfiche (COM)
TEMPORARY. Destroy when no longer
produced in document title and
needed for reference.
document number sequence.
(2) Computer generated hard copy
TEMPORARY. Destroy when no longer
summary listing produced on an ad
needed for reference.
hoc basis
F
1
 Declassified in Part - Sanitized Copy Approved for Release 2011/11/14: CIA-RDP89GO0643RO01100010006-8
(1) Master Tape File - (VM Batch
System) Continuous update tape
file containing the cumulative data
of all information entered into
the system. (Classification Review
Division, DA is the office of
record.)
(2) Security Backup Tape File.
Tapes containing identical data
to master data tapes and retained
as security in case master tape is
damaged or inadvertently erased.
User Manual. Describes functions
of the system and enables
the individual to use it.
2 RELEASED INFORMATION MANAGEMENT SYSTEM (RIMS)
139a''`
8.74
An on-line computer based system containing
items of information of debatable
classification status relating to the Agency
and its activities and the classification
action taken on the information which can
serve as precedents for making future
classification decisions. Each item of
information is categorized in several ways so
answers to queries of the system can be
precise. Essential elements of the file
include: entry number, title, author,
publication date, credibility code, textual
excerpt, category code, and area codes. The
RECORDS CONTROL SCHEDULE
CONTINUATION SHEET
CLASSIFICATION
SECRET,
TEMPORARY. Delete individual
document entries after official
release of document by Agency.
TEMPORARY. Transfer to AARC at
six month intervals until completion
of next update of file, then erase
and reuse tape.
TEMPORARY. Retain with*data systems
'.specifications. Dispose of one year
after discontinuance of the system.
Complies with GRS 20, Part III, (8).
 Declassified in Part - Sanitized Copy Approved for Release 2011/11/14: CIA-RDP89GO0643RO01100010006-8
NO. --- ., - -- ---~ VQLU~E
'?"M 139a
e.74
system has a full query on-line capability
with read/view on the CRT or print. (1940 to
present)
Key operator inputs data into TEMPORARY. Destroy upon verification
the system from informal worksheet of data entered in the system.
containing information extracted
from actual articles/publications/
journals.
Computer generated hard copy summary
listings produced on an ad hoc
basis as a result of requests.
TEMPORARY. Destroy when no longer
needed for reference.
(1) Master Data File. (VM/NOMAD) TEMPORARY. Delete entries to all
Continuous updated file containing documents/publications 30 years
cumulative data of all information after date of initial review.
entered into the system. Complies with GRS 20, Part I, (21).
(Classification Review Division,
DA is the office of record.)
(2) Guidance File - (VM/NOMAD) TEMPORARY. Destroy when no longer
contains data related to Agency needed for reference.
policy providing guidance to
the CRD reviewers. The RIMS
guidance file is accessed
independent of the RIMS data file.
(1) Daily backup tape prepared TEMPORARY. Hold in OIT tape library
by the OIT computer center 'for 15 days, then reuse. Complies
Monday through Thursday. 'with GRS 20, Part II, (4).
RECORDS CONTROL SCHEDULE
CONTINUATION SHEET
SECRET,
 ~Ile i^l INSTRUCTIONS
(2) Weekly backup tape prepared TEMPORARY. Hold in OIT tape library
by the OIT computer center for 45 days, then reuse. Complies
each Friday. with GRS 20, Part IT, (4).
(3) Monthly backup tape prepared TEMPORARY. Hold in OIT tape library
by the OIT computer center the for one week, transfer to AARC for
last Friday of each month. three weeks, then reuse. Complies
with GRS 20, Part IT, (4).
User Manual. Describes functions TEMPORARY. Retain with data systems
of the system and enables specifications. Dispose of one year
the individual to use it. after discontinuance of the system.
Complies with GRS 20, Part III, (8).
3 OFFICIALLY RELEASED INFORMATION SYSTEM (CRIS))
Computer based index to a microfiche
collection of selected declassified or
sanitized Agency documents officially released
to the public. The system is maintained to
research requests for information previously
declassified or sanitized and officially
released by the Agency, provide an audit trail
for Agency senior officials concerning the _
propriety of documents released, and notify
Agency recipients of original classified
documents, that have been sanitized or
declassified. ORIS can be searched by ~'..
subject, country, keyword, publication date,
title, document number, request number, or any
combination of these data elements. (This
system was previously named Declassification
Releases System, DECAL.) (1947 to present)
FOR" 139a=
9.74 [DI IONS
RECORDS CONTROL SCHEDULE
CONTINUATION SHEET
?L" is ar rOh
>;LnL.i
 `?A" 139a
9. ]4
Key operator extracts specific information TEMPORARY. Input document is released
from duplicate declassified or sanitized to Research Publications Inc. after
documents received from case officer, verification of data entered in the
system.
Computer generated hard copy listings
(summary, statistical, and/or data
printed as is in master file) produced
on an ad hoc basis as a result of
requests.
Master Tape File - Continuous update file
containing the cumulative data of all
information entered into the system.
(Information and Privacy Division, DA
is the office of record.)
(1) Daily backup tape prepared by
the OTT computer center Monday
through Thursday.
(2) Weekly backup tape prepared by
the OIT computer center each Friday.
(3) Monthly backup tape prepared by
the OIT computer center the last
Friday of each month.
RECORDS CONTROL SCHEDULE
CONTINUATION SHEET
E SEC ET
TEMPORARY. Destroy when no longer
needed for reference.
TEMPORARY. Delete file data after
system has been discontinued.
TEMPORARY. Hold in OIT tape library
for 15 days, then reuse. Complies
with CRS 20, Part IT, (4).
TEMPORARY. Hold in OIT tape library
for 45 days, then reuse. Complies
with CRS 20, Part IT, (4).
TEMPORARY. Hold in OTT tape library
for one week, transfer to AARC for
three weeks, then reuse. Complies
with CRS 20, Part IT, (4).
 Declassified in Part - Sanitized Copy Approved for Release 2011/11/14: CIA-RDP89GO0643RO01100010006-8
{ FILES '0? NT IF IC4TI ON !I VOLUmE
ANG_ I TIV .C'~ _c1 cI
User manual. Describes functions of TEMPOPARY. Retain with data system
the system and enables the individual specifications. Dispose of one year
to use it. after discontinuance of the system.
Complies with GPF 20, Part III, (8).
Computer based index to active case files
containing the hard copy documents associated
with each Freedom of Information Act, Privacy
Act, or Executive Order request, including
appeals and litigation information, received
by the Agency. The IPSLOG interfaces with
the Information and Privacy System History
(IPSHIST). Data is recorded in IPSLOG as
official information requests, appeals, or
litigation cases are processed. The file
includes case number, requestor name,
address, request number, date received, date
acknowledged, subject, search fees, appeal
and litigation data, and Agency offices
involved in the request. File can be searched
by case number, subject, requestor's name,
address, date received or any combination _
of these data elements. (1974 to Present)
FORM 139a
9.7E
Information is extracted from TF1PCRARY. Transfer to FOIA/PA./EO
correspondence and documents related case file upon verification of data
to each FOIA/PA/EO request and is j ,into system. (See RCS 34-83,'Item 35)
entered into the system.
RECORDS CONTROL SCHEDULE
CONTINUATION SHEET
[SECRET
 8" 139a > ~s
7 4
(1) Scheduled computer generated hard ;'EM.PORARY. Destroy when no longer
copy statistical listings produced needed for reference.
weekly, monthly, or yearly.
Provides statistical data for use by
senior Agency management on the
number of cases opened and closed.
(2) IPSLOG History File is passed
electronically to IPSHIST on a
weekly basis. It represents all
cases that have been closed.
(1) Initial File. Continuous update
file containing the cumulative data
of all information entered into the
system.
(2) Appeal File. Data extracted from
IPSHIST upon appeal and maintained
continuously until appeal closed.
(3) Litigation File. Data extracted from
IPSHIST or the Appeal File at liti-
gation and maintained continuously
'Until final court action.
(1) Daily backup tape prepared by the OIT
computer center Monday through
Thursday.
RECORDS CONTROL SCHEDULE
CONTINUATION SHEET
SECRET-
TEMPORARY. Transfer to IPSHIST file.
(Refer to Item 5.c (1) below.)
TEMPORARY. Retain entries in
Initial File until case is
closed, then transfer to IPSHIST.
(Refer to Item 4.h (2),)
'TEMPORARY. Retain Appeal File
until no longer needed for
reference.
TEMPORARY. Retain Litigation File
until no longer needed for
reference.
TEMPORARY. Hold in OIT tape library
for 15 days, then reuse. Complies
with GRS 20, Part IT, (4).
 Declassified in Part - Sanitized Copy Approved for Release 2011/11/14: CIA-RDP89GO0643RO01100010006-8
, A I T , ! I . i i c l I . i ~ , o i U L N I I , I t . A III Y I - J] . ,., , I ,ULIM.
(2) Weekly backup tape prepared by the
OTT computer center each Friday.
Monthly backup tape prepared by the
OIT computer center the last
Friday of each month.
User Manual - Describes functions of
the system and enables the individual
to use it.
5 INFORMATION AND PRIVACY SYSTEM HISTORY (IPSHIST)I
Computer based index to all closed case files
containing the hard copy documents associated
with each Freedom of Information Act, Privacy
Act, and Executive Order case received and
processed by the Agency. The file contains
the requestor's name, address, request number,
grant code, and closing date; and can be
searched on one or any combination of these'
data elements. (1974 to present)
Information is received electronically
from IPSLOG on a weekly basis. It
describes all cases that have been closed.
F?a? 139a
8.74 IU''Inr,
Computer generated hard copy listings
a11U geauy oasis to ne used as internal
research on all closed cases.
RECORDS CONTROL SCHEDULE
CONTINUATION SHEET
,SECRET
TEMPORARY. Hold in OTT tape lihrary
for 45 days then reuse. Complies
with GRS 20, Part II, (4).
TEMPORARY. Hold in OTT tape library
for one week, transfer to AARC for
three weeks, then reuse. Complies with
GRS 20, Part IT, (4).
TEMPORARY. Retain with data systems
specifications. Dispose of one year
after discontinuance of the system.
Complies with GRS 20, Part III, (8).
TEMPORARY. Hold on-line in IPSIIIST
File for 1 year then transfer 'to
off-line.
TEMPORARY. Destroy when no lonqer
needed for research or when updated.
 Declassified in Part - Sanitized Copy Approved for Release 2011/11/14: CIA-RDP89GO0643RO01100010006-8
n, ..1 ......., ..,..
0.
VOLUME .. _
tLRET
(1) IPSHIST File - Continuous update TEMPORARY. Transfer to Off/Line
file containing the cumulative data Master Tape after one year.
of all information entered into
the system on closed cases.
(2) Off/Line Magnetic Master Tape File
Information of all cases that have
been closed.
(1) Daily backup tape prepared by the OIT
computer center Monday through
Thursday.
(2) Weekly backup tape prepared by the
OIT computer center each Friday.
(3) Monthly backup tape prepared by
the OIT computer center on the last
Friday of each month.
e. Documentation
User Manual - Describes functions of the
system and enables the individual to
use it.
TEMPORARY. Hold in OIT tape
library until no longer needed for
,reference, then destroy.
TEMPORARY. Hold in OIT tape library
for 15 days, then reuse. Complies
with GRS 20, Part II, (4).
TEMPORARY. Hold in OIT tape library
for 45 days, then reuse. Complies
with GRS 20, Part IT, (4).
TEMPORARY. Hold in OIT tape library
for one week, transfer to AARC for
three weeks, then reuse. Complies
with GRS 20, Part II, (4).
TEMPORARY. Retain with data system
,specifications. Dispose of one year
after discontinuance of system.
iComplies with GRS 20, Part III, (8).
ALL PERMANENT ITEMS WILL COMPLY WITH CPR 36, CHAPTER XII,
SUBCHAPTER B, PART 1234, SUBSECTION 1234.4
FORM 139a O P.OI[TF
8.74 p,r
RECORDS CONTROL SCHEDULE
CONTINUATION SHEET
SECRET