INFORMATION PRIVACY SYSTEM (IPS) SYSTEM DESIGN SPECIFICATIONS SD195000

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP93B01194R001700090001-7
• Release Decision: RIFPUB
• Original Classification: U
• Document Page Count: 91
• Document Creation Date: December 23, 2016
• Document Release Date: September 4, 2013
• Sequence Number: 1
• Publication Date: May 19, 1989
• Content Type: REPORT

Vi7m,,e-,5/6/z 'Declassified and Approved For Release 2013/09/04: CIA-RDP93B01194R001700090001-7
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Declassified and Approved For Release 2013/09/04: CIA-RDP93B01194R001700090001-7
UNCLASSIFIED-DRAFT
INFORMATION PRIVACY SYSTEM
(IPS)
SYSTEM DESIGN SPECIFICATIONS
SD195000
Prepared by:
Special Systems Branch
Development Services Division
Development Services Group
Office of Information Technology
SSB/DSD/DSG/OIT
19 May 1989
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UNCLASSIFIED
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SYSTEM DESIGN SPECIFICATIONS
CONTENTS
SD195000
19 May 1989
Chapter Page
1.
INTRODUCTION
1-1
1.1
PURPOSE
1-1
1.2
SCOPE
1-1
1.3
REFERENCES
1-1
2.
SYSTEM OBJECTIVES AND FUTURE DESIGN CHANGES
2-1
2.1
SYSTEM OBJECTIVES
2-1
2.2
FUTURE DESIGN CHANGES
2-1
3.
SYSTEM OVERVIEW
3-1
3.1
INTERNAL DESIGN OVERVIEW
3-1
3.2
HARDWARE DESIGN OVERVIEW
3-2
3.3
SYSTEM INTERFACES
3-2
4.
SYSTEM SUPPORT INFORMATION
4-1
4.1
SECURITY
4-1
4.2
NAMING CONVENTIONS
4-1
4.3
HUMAN FACTORS AND SYSTEM DESIGN
4-1
4.3.1 DISPLAYS
4-1
4.3.2 ERROR MESSAGES
4-1
5.
FUNCTIONAL SOFTWARE DESIGN
5-1
5.1
CASE INFORMATION STORAGE
5-1
5.2
MENU DISPLAY
5-1
5.2.1 Cursor Movement
5-1
5.2.2 Function Keys
5-1
5.2.3 Required Fields
5-1
5.2.4 Coded Input
5-2
5.3
ACCESSING IPS
5-2
5.4
HELP
5-3
5.4.1 Purpose
5-3
5.4.1.1 General Information
5-3
5.4.1.2 Input
5-3
5.4.1.3 Output
5-3_
5.5
INITIAL CASE PROCESSING
5-3
5.5.1 Purpose
5-3
5.6
RETURN
5-4
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SYSTEM DESIGN SPECIFICATIONS
DRAFT
5.6.1 Purpose 5-4
5.6.1.1 General Information 5-4
5.7 OPINIT 5-4
5.7.1 Purpose 5-4
5.7.1.1 General Information 5-5
5.7.1.2 Input 5-5
5.7.1.3 Output 5-5
5.8 VALINIT 5-6
5.8.1 Purpose 5-6
5.8.1.1 General Information 5-6
5.9 UPINIT 5-6
5.9.1 Definition 5-6
5.9.1.1 General Information 5-6
5.10 CHGINIT 5-7
5.10.1 Purpose 5-7
5.10.1.1 General Information 5-7
5.10.1.2 Input 5-7
5.10.1.3 Output 5-8
5.11 SELINIT 5-8
5.11.1 Purpose 5-8
5.11.1.1 General Information 5-8
5.12 KEY/XREF 5-8
5.12.1 Purpose 5-8
5.12.1.1 General Information 5-8
5.12.1.2 Input 5-9
5.12.1.3 Output 5-9
5.13 SELKEY 5-9
5.13.1 Purpose 5-9
5.13.1.1 General Information 5-9
5.14 VALKEY 5-10
5.14.1 Purpose 5-10
5.15 UPKEY 5-10
5.15.1 Purpose 5-10
5.15.1.1 General Information 5-10
5.16 ACK/STAT 5-10
5.16.1 Purpose 5-11
5.16.1.1 General Information 5-11
5.16.1.2 Input 5-11
5.16.1.3 Output 5-12
5.17 SELACK 5-12
5.17.1 Purpose 5-12
5.17.1.1 General Information 5-12
5.18 VALACK 5-12
5.18.1 Purpose 5-12
5.18.1.1 General Information 5-12
5.19 UPACK 5-12
5.19.1 Purpose 5-12
5.19.1.1 General Information 5-12
5.20 TASK 5-13
5.20.1 Purpose 5-13
5.20.1.1 General Information 5-13
5.20.1.2 Input 5-13
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5.20.1.3
SD195000
SYSTEM DESIGN SPECIFICATIONS 19 May 1989
Output 5-14
5.21
SELTASK
5-14
5.21.1 Purpose
5-14
5.21.1.1
General Information
5-14
5.22
VALTASK
5-14
5.22.1 Purpose
5-14
5.22.1.1
General Information
5-14
5.23
UPTASK
5-14
5.23.1 Purpose
5-14
5.23.1.1
General Information
5-14
5.24
CORDREF
5-15
5.24.1 Purpose
5-15
5.24.1.1
General Information
5-15
5.24.1.2
Input
5-15
5.24.1.3
Output
5-15
5.25
SELCORD
5-16
5.25.1 Purpose
5-16
5.25.1.1
General Information
5-16
5.26
VALCORD
5-16
5.26.1 Purpose
5-16
5.26.1.1
General Information
5-16
5.27
UPCORD
5-16
5.27.1 Purpose
5-16
5.27.1.1
General Information
5-16
5.28
FEES
5-17
5.28.1 Purpose
5-17
5.28.1.1
General Information
5-17
5.28.1.2
Input
5-17
5.28.1.3
Output
5-17
5.29
SELFEE
5-18
5.29.1 Purpose
5-18
5.29.1.1
General Information
5-18
5.30
VALFEE
5-18
5.30.1 Purpose
5-18
5.30.1.1
General Information
5-18
5.31
UPFEE
5-18
5.31.1 Purpose
5-18
5.31.1.1
General Information
5-18
5.32
CASEOFF
5-19
5.32.1 Purpose
5-19
5.32.1.1
General Information
5-19
5.32.1.2
Input
5-19
5.32.1.3
Output
5-20
5.32.1.4
Input
5-20
5.32.1.5
Output
5-20
5.33
TCASE
5-20
5.33.1 Purpose
5-20
5.33.1.1
General Information
5-20
5.33.1.2
Input
5-21
5.33.1.3
Output
5-21
5.34
SELFIN
5-22
5.34.1 Purpose
5-22
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SYSTEM DESIGN SPECIFICATIONS
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5.34.1.1 General Information 5-22 (I)
5.35 VALT 5-22
5.35.1 Purpose 5-22
5.35.1.1 General Information 5-22
5.36 UPT 5-22
5.36.1 Purpose 5-22
5.36.1.1 General Information 5-22
5.37 FINCASE 5-23
5.37.1 Purpose 5-23
5.37.1.1 General Information 5-23
5.37.1.2 Input 5-23
5.37.1.3 Output 5-23
5.38 VALFIN 5-23
5.38.1 Purpose 5-23
5.38.1.1 General Information 5-23
5.39 UPFIN 5-24
5.39.1 Purpose 5-24
5.39.1.1 General Information 5-24
5.40 APPEAL CASE PROCESSING
5.40.1 Purpose
5.41 LITIGATION CASE PROCESSING
5.41.1 Purpose
5.42 RETIREMENT CASE PROCESSING
5.42.1 Purpose
5.43 WKSTATS
5.43.1 Purpose
5.43.1.1 General Information
5.43.1.2 Input
5.43.1.3 Output
5.44 QINIT
5.44.1
5-24
5-24
5-25
5-25
5-27
5-27
5-27
5-27
5-27
5-28
5-28
5-29
5-29
General Information 5-29
Input 5-29
Output 5-30
5-30
5-30
5-30
5-31
5-31
5-31
5-31
5-31
5-32
5-32
5-32
5-32
5-32
5-32
5-32
5-33
Purpose
5.44.1.1
5.44.1.2
5.44.1.3
5.45 COUNT
5.45.1 Purpose
5.45.1.1 General Information
5.45.1.2 Input
5.45.1.3 Output
5.46 REPORT
5.46.1 Purpose
5.46.1.1 General Information
5.46.1.2 Input
5.46.1.3 Output
5.47 DBAFUNC
5.47.1 Purpose
5.47.1.1 General Information
5.47.1.2 Input
5.47.1.3 Output
5.48 EXIT
5.48.1 Purpose
5.48.1.1
5-33
General Information 5-33
(I)
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SD195000
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6. IPS SYSTEM FIELDS 6-1
Appendix Page
A. IPS CASE PROCESSING A-1
B. IPS ONLINE HELP B-1
B.1 HELP **WELCOME Menu** B-1
B.2 HELP **INITIAL CASE Processing** B-1
B.3 HELP **CHANGE INITIAL CASE** B-2
B.4 HELP ** KEY/XREF ** B-2
B.5 HELP **ACK/STAT** B-2-
B.6 HELP **TASKING** B-2
B.7 HELP **FEES** B-2
B.8 HELP **CASEOFF** B-2
B.9 -HELP **FINAL CASE Processing** 13-3
B.10 HELP **LITIGATION CASE Processing** B-3
B.11 HELP **RETIREMENT CASE Processing** B-3
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SYSTEM DESIGN SPECIFICATIONS
Chapter 1
INTRODUCTION
1.1 PURPOSE
SD195000
19 May 1989
The System Design Specification document for the Information Privacy System
(IPS) is written to present the detailed requirements and the operating
environment for the development of IPS, a SQL conversion application of the
current GINS IPSLOG system. These specifications describe the design approach
by functional area, which includes the functional flow, description of
software and hardware and the identification of the data required by the
software to achieve conversion from IPSLOG to IPS.
1.2 SCOPE
The SDS document for IPS identifies the major objectives of the system, the
detailed needs of the customer and the information needed to code the system.
The system requirements including functional, performance, security, hardware,
interface and conversion requirements that must be satisfied by the final
system are stated herein. Ths SDS contains text and flow charts explaining
the design's hierachial structure, logic flow, and data handling capabilities.
1.3 REFERENCES
DSG Documentation Standards Manual, 1989
Information Privacy System Development Plan
Information Privacy System Transition Plan
Information Privacy System Interface Control Document
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SYSTEM DESIGN SPECIFICATIONS
Chapter 2
SYSTEM OBJECTIVES AND FUTURE DESIGN CHANGES
2.1 SYSTEM OBJECTIVES
SD195000
19 May 1989
The purpose of this effort is to develop an effective system using SQL/DS that
will assist ISD in controlling, tracking, and reporting on all cases
throughout their processing cycle. Since GINS is being phased out, all GINS
database/procedures are scheduled for conversion and such is the case with
ISD's current system, IPSLOG. The new system, IPS, will be user friendly, and
efficient in the areas of response time; accuracy will provide the user with
the capability of easier database maintenance and provide flexibility in
generating reports.
2.2 FUTURE DESIGN CHANGES
It is requested that the IPS Project Team look at the capability of the new
system to provide ISD with the ability to generate form letters, address
labels, and possibly bar coding in the future.
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SYSTEM DESIGN SPECIFICATIONS
Chapter 3
SYSTEM OVERVIEW
SD195000
19 May 1989
IPS will provide ISD with the capability of on-line data entry of information
required for the recording, tracking and reporting of all Privacy Act,
Freedom of Information and Executive Order cases. The Directorate Information
Review Officers (IR0s) and Freedom of Information Officers (FI0s) will also be
able to record, track and report on cases within their individual
directorates. Requests, referrals, appeals and litigation cases are included
in IPS. Following is a generalized block diagram of IPS case processing. See
APPENDIX A for a detailed block diagram of IPS case processing.
1 LETTER
--->1 RECEIPT IN ISD 1--->1 LOGGING 1--->1 ACKNOWLEDGEMENT 1--> 2
I TO REQUESTER I
1 TASKING 1
2 -->1 TO 1--->ICOMPONENT/S1--->1 CLOSING I
1COMPONENT/SI I RESPONSE 1
3.1 INTERNAL DESIGN OVERVIEW
The major functional requirements identified for the IPS system are:
UPDATE - The ability to add, change, and retrieve records
from the database and validation tables.
REPORTS - The ability to generate reports periodically
using on-line procedures.
QUERY - The ability to produce reports from on-line queries.
HELP
- On-line help to assist the user.
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SYSTEM DESIGN SPECIFICATIONS
3.2 HARDWARE DESIGN OVERVIEW
DRAFT
There are no special hardware requirements for the IPS system. The Agency
standard Delta Data terminals and printers currently available will be
utilized by IPS while maintaining the ability to respond to the changing
environment.
3.3 SYSTEM INTERFACES
Upon the retirement of a case in IPS, the case will be entered into ARCINS
(Agency Archives and Record Center Inventory System) by the interface program.
The job number will be provided by the Record Center to ISD. The data fields
that will be transferred from IPS to ARCINS are : job number, box number,
folder number, disposition date, item number, final date, case number,
beginning date, requester's name and first line of the subject.
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SYSTEM DESIGN SPECIFICATIONS
Chapter 4
SYSTEM SUPPORT INFORMATION
4.1 SECURITY
SD195000
19 May 1989
The major security requirements are to control the users' read and/or write
access to individual records and to limit the user's read and/or write access
to particular data fields. Access to the database and specific data will be
controlled by the IPS Database Manager (DBM) in ISD.
4.2 NAMING CONVENTIONS
Standard REXX, SQL and PLISQL naming conventions are implemented. SQL column
names are preceded by the first character or first two characters of its SQL
table name.
4.3 HUMAN FACTORS AND SYSTEM DESIGN
The IPS system will operate in an environment characterized by ease of
operation, such as menus, simple user instructions, explicit error messages,
brief user input and an 'online" help facility.
4.3.1 DISPLAYS
The system will be menu and function key driven to allow easy user interaction
and to minimize key strokes and input errors. Required menu fields will be
displayed 'bright'. The system will provide the data for the date and user
field on all menus. The IPS system will provide for various reference aids to
support their online activities through the help facility. Clear text error
messages will be displayed upon an invalid entry. The system will provide for
easily resuming data entry.
4.3.2 ERROR MESSAGES
The following error messages are generated during the execution of the IPS
system. Each error message is a simple, direct statement with the condition
of generation being obvious.
1. PLEASE RUN IPS ON VM1, VM2, or VM3.
2. ERROR - SQL DISKS NOT LINKED
3. ERROR - REXX SQL NOT LINKED
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SYSTEM DESIGN SPECIFICATIONS
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4.
5. INVALID FUNCTION KEY. PLEASE USE ONE OF THE VALID F KEYS BELOW.
6. INVALID OPTION. PLEASE USE ONE OF THE VALID OPTIONS ABOVE.
7.
8.
9. INVALID CASE OFFICER.
10. FIELD MUST CONTAIN 2 DIGITS. PLEASE RETYPE.
11.
12. NEW CASE OFFICER DATA INSERTED IN SQL TABLE. PLEASE CONTINUE.
13. TYPE IN ALL DATA TO BE ADDED/CHANGED. DEPRESS F10 (UPDATE).
14.
15. CASE OFFICER RECORD DELETED. PLEASE CONTINUE.
16. CASE OFFICER INITIALS NOT FOUND. NO DELETION DONE. PLEASE RETYPE
17. FIELD MUST CONTAIN AT LEAST 2 CHARACTERS. PLEASE RETYPE.
18. DATA IS REQUIRED IN THIS FIELD. PLEASE TYPE.
19. NUMBER OF DOCUMENTS AND PAGES ARE REQUIRED FOR EO CASE. PLEASE TYPE
20. FIELD MUST CONTAIN NUMBERS ONLY. PLEASE RETYPE.
21. FIELD MUST CONTAIN ALPHABETIC CHARACTERS. PLEASE RETYPE.
22. TYPE OF CASE MUST BE: 'A','C','E','F','P','TI. PLEASE RETYPE.
23. THREE NUMBERS ARE REQUIRED IN THIS FIELD. PLEASE RETYPE.
24. FOUR NUMBERS ARE REQUIRED IN THIS FIELD. PLEASE RETYPE.
25.
26.
27. YEAR PORTION OF TSNUMBER IS INVALID.
28. BOTH TSYEAR AND TSNUMBER ARE REQUIRED. PLEASE RETYPE.
29.
30. YEAR (YYYY) OF DATE IS INVALID PLEASE RETYPE.
31. MONTH (MM) OF DATE IS INVALID. PLEASE RETYPE.
32. DAY (DD) OF DATE IS INVALID.
33. FIELD CONTAINS AN INVALID CHARACTER. PLEASE RETYPE.
34. KEYWORD CANNOT BE CHANGED TO A BLANK. F? TO CONTINUE. F? TO DELETE KEYWORD.
35. INVALID - DATE OF LETTER CANNOT BE LATER THAN RECEIVED DATE. PLEASE RETYPE.
36.
37. INVALID - DATE OF LETTER CANNOT BE GREATER THAN TODAYS DATE. PLEASE RETYPE.
38. FIELD MUST CONTAIN ALPHABETIC CHARACTERS ONLY.
USE A SPACE IF MULTIPLE PART. PLEASE RETYPE.
39. TYPE IN NAME AND OFFICE INFORMATION. DEPRESS F? TO ADD/CHG RECORD.
40.
41. FIELD MUST CONTAIN: 'FRUS' 'MANUSCRIPT' 'OTHER', 'DAMAGE' - PLEASE RETYPE.
42. 1=COMMERCIAL USE;2=EDUC & NON-COMMER INSTS;3=REPS OF NEWS MEDIA;4=ALL OTHER
43. INVALID -- RETURN DATE MUST BE AFTER SENT DATE
44. RESPONSE CODE MUST BE: D=DENIED, F=FEE ESTIMATE, N=NEGATIVE, P=POSITIVE
45. TYPE OF XREF(SUFFIX) MUST BE: 'AI,'C','D','E','F'.
46. TYPE OF ACTION MUST BE: F=FEE ESTIMATE, R=REFERRAL, T=TASKING
47. IF RSP (RESPONSE) IS ENTERED THEN RETURN DATE, IS REQUIRED.
48. OPEN CASE - TYPE IN DATA AND F4. CHANGE CASE - DEPRESS F10 FOR NEW MENU.
49. NO CASE NUMBER ENTERED ON SCREEN. PLEASE TYPE.
50. SQL ERROR! SEE FILE 'SQL ERROR' ON YOUR 'A' DISK. YOU MUST EXIT (F12) !!
51. NO INITIAL CASE FOUND, CHECK CASE NUMBER. F4 TO TRY ANOTHER.
52.
53. UPDATE UNSUCCESSFUL. NO MENU DATA CHANGED. PLEASE TRY AGAIN.
54. INITIAL CASE DATA UPDATED SUCCESSFULLY. PLEASE CONTINUE.
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55.
56. TYPE CASE NUMBER (EX: F88-0009) AND DEPRESS F4 TO SELECT RECORD.
57
58. F4 NOT DEPRESSED PRIOR TO F10. RECORD MUST BE SELECTED FIRST.
59. TO DO COORD/REFS ENTER 'X' IN THE ADD/CHG/DISPLAY FIELD AND DEPRESS F?.
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Chapter 5
FUNCTIONAL SOFTWARE DESIGN
SD195000
19 May 1989
The major functional requirements identified for the IPS system are case
information storage, menu display, data entry/update, data search/retrieval,
report generation and help facility.
5.1 CASE INFORMATION STORAGE
The IPS system is an SQL database consisting of 18 tables with the case number
being the key to all tables. Coding is done in REXX and PL/I with imbedded
SQL statements and XMENU for menu display. XMENU usage requires that the
system operate under the 3270 protocol.
5.2 MENU DISPLAY
IPS menus utilize several special features to aid in the input and the update
of data. These features - cursor movement, function keys, required fields and
coded input - are described below.
5.2.1 CURSOR MOVEMENT
Cursor movement on a menu is from left to right across a line. A user may
move from field to field on a menu by using the TAB key. The TAB key causes
the cursor to jump to the next rightmost field on the line or to the leftmost
field on the next line.
5.2.2 FUNCTION KEYS
Function keys are used in the operation of IPS to make the system easier to
use. Function keys enable the user to move from screen to screen and to
manipulate data without pressing the ENTER key.
5.2.3 REQUIRED FIELDS
When completing menus with record data
certain fields on the menu are 'required'
'bright' and they MUST have an entry in
into the database. If a required field
placed back at the missing field and an
an attempt is made to add the record.
to be inserted into the database,
fields. These fields are displayed
order for the record to be inserted
is left blank, the cursor will be
error message will be displayed when
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5.2.4 CODED INPUT
SYSTEM DESIGN SPECIFICATIONS
DRAFT
Certain fields on a menu may only accept a code as valid input. If an invalid
code is input, the cursor is positioned at the incorrect field and an error
message is displayed.
5.3 ACCESSING IPS
Access to the IPS system will be from an REXX Exec on system software disk.
If access is authorized the IPS Welcome Menu will be displayed and the
following choices areas will be available to the user.
WELCOME TO THE INFORMATION PRIVACY SYSTEM (IPS)
IF YOU ARE UNFAMILIAR WITH IPS DEPRESS Fl FOR HELP.
Fl HELP
F2 INITIAL CASE PROCESSING
F3 APPEAL CASE PROCESSING
F4 LITIGATION CASE PROCESSING
F5 RETIREMENT PROCESSING
F6 WEEKLY STATISTICS
F7
F8 RESEARCH INITIAL CASE
F9 COUNT
F10 REPORT OPTIONS
Fll DBA FUNCTIONS (VALIDATION TABLES)
F12 EXIT IPS AND RETURN TO CMS
Each option is indicative of a functional area of the IPS system and upon the
selection of F2-5 for case processing additional functional areas will be
presented. The following information will state all functional areas
indicated on the main menu and sub-menus.
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SYSTEM DESIGN SPECIFICATIONS
5.4 HELP
5.4.1 PURPOSE
SD195000
19 May 1989
The purpose of the HELP function is to provide the users with various
reference aids to support their on-line activities. Each menu with its
associated phase of the case processsing will provide a HELP screen accessed
by pressing function key Fl.
5.4.1.1 General Information
Program Name: HELP
Language Used: REXX
Initiated By: User presses function key Fl on all menus.
Frequency of
Execution: Whenever the user requests on-line assistance.
Input: Function key Fl.
Output: Terminal
5.4.1.2 Input
(:) There is no data input for this procedure.
5.4.1.3 Output
Terminal display of a specfic help screen. See Appendix B for all HELP screen
displays.
5.5 INITIAL CASE PROCESSING
5.5.1 PURPOSE
The purpose of the Initial Case Processing menu is to present the functional
choices available to the user when a new case is submitted for processing.
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SYSTEM DESIGN SPECIFICATIONS
***** INITIAL CASE PROCESSING *****
Fl HELP
F2 RETURN TO WELCOME MENU
F3 OPEN NEW CASE
F4 CHANGE INITIAL CASE DATA
F5 KEY/XREF (CASEOFF, TS#, RD, CDWD, TYPE REVIEW, SUBJECT)
F6 ACK/STAT (CORRESPONDENCE SENT TO REQUESTER)
F7 TASKING (ACTION, REFERS, COORDS & RESPONSES)
F8 FEES
F9 CASE OFFICERS TABLE
F10 T CASE CLOSED OR CHANGED TO P
Fll CLOSE INITIAL CASE
F12 EXIT IPS AND RETURN TO CMS
DRAFT
5.6 RETURN
5.6.1 PURPOSE
The purpose of the RETURN function is to provide the capability to leave the
current menu and continue case processing by selection from the WELCOME menu.
5.6.1.1 General Information
5.7
Program Name:
Language Used
Initiated By:
Frequency of
Execution:
Input:
Output:
OPINIT
5.7.1 PURPOSE
RETURN
: REXX
User presses function key F2 on Initial Case
Processing menu.
User's option.
Function key F2.
WELCOME menu displayed.
The purpose of the OPINIT procedure is to provide the capability to add
initial records to the IPS database. The user presses function key F3 and
enters the required fields designated bright on the menu. The OPEN procedure
calls the VALINIT function for the validation of the inputted values. Upon
successful validation, the UPINIT function is called to add the record to the
database and to display a freshened menu with a message indicating a
successful add and the assigned case number.
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5.7.1.1 General Information
Program Name:
Language Used:
Initiated By:
Frequency of
Execution:
Calls To:
Input:
Output:
5.7.1.2 Input
OPINIT
REXX
User presses function key F3 on Initial Case
Processing menu.
SD195000
19 May 1989
Whenever a case is to be added to the database.
VALINIT and UPINIT.
Function key F3
Terminal; freshened OPEN menu
The input of all data for the OPINIT procedure will be through a menu.
Log Date, User and Year are generated by the system. The user (a) enters
required fields, (b) presses function key F4.
The
the
INITIAL CASE
OPEN New Case: Log Date: User:
**********************;.A.%A.*******************.***********************
Typecase:_
Case Ofc:
Requester's
Requested
Street:
Letter Dated: - -
Category of Requester:_
Last Name:
Letter Rec'd:
Fee Waiver Requested:_
Title:
First:
For Last Name:
First:
Middle:
Middle:
City: State: Zip:
Organization:
NON-CIA Agency/Number: /
Number EO Docs: Number EO Pages:
TS Collateral:
Subject:
TS
TS
Title:
Country:
TS
Type Class Review:
TS
Codeword: _
RD: _
F1=HELP F2=RETURN F3= F4=ADD F5=KEY/XREF F6=ACK/INT
F7=TASKING F8=FEES F9=CASEOFF FlO=CHANGE Fll= F12=EXIT
5.7.1.3 Output
The output for this procedure will be a freshened menu with a message
indicating the success of the database update and the number assigned by the
system to the case.
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5.8 VALINIT
5.8.1 PURPOSE
SYSTEM DESIGN SPECIFICATIONS
DRAFT
The VALINIT procedure will validate each input data element against preestab-
lished criteria. An appropriate error message will be displayed to identify
the reason for failure and the menu will be redisplayed with the cursor
positioned on the field in error. Validation of designated 'code' fields will
include a search and verify of a validation table. Validation criteria for
each field is specified in Chapter 6 under Edit checks for each data field of
all SQL tables.
5.8.1.1 General Information
5.9
5.9.1
Program Name: VALINIT
Language Used: REXX
Initiated By: OPINIT and CHGINIT Procedure.
Frequency of
Execution:
Input:
Output:
UPINIT
DEFINITION
Whenever initial case data or additional case data
is added to or updated in the database.
Menu data fields.
Upon validation failure, the procedure will redisplay
the menu with an appropriate error message and the
cursor positioned on the field in error. Upon
validation success, a return to the calling procedure
is executed.
The purpose of the UPINIT function is to add a new/updated record to the
database.
5.9.1.1
General Information
Program Name:
Language Used:
Initiated By:
Frequency of
Execution:
Input:
Output:
UPINIT
REXX with SQL
OPINIT Procedure and CHGINIT Procedure.
Whenever field data for a case has been successfully
validated.
Menu data fields.
The record is added/updated in the database.
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5.10
CHGINIT
SYSTEM DESIGN SPECIFICATIONS
5.10.1 PURPOSE
The purpose of the CHGINIT function
database.
5.10.1.1 General Information
Program Name:
Language Used:
Initiated By:
Frequency of
Execution:
Calls To:
Input:
Output:
5.10.1.2
Input
SD195000
19 May 1989
is to update case information in the
CHGINIT
REXX with SQL
User presses function key F4 on the Welcome menu
and Initial Case Processing menu.
Whenever field data for a case is to be changed/updated.
SELINIT, VALINIT, UPINIT.
Function key F4.
Terminal; freshened menu.
The input of all data for the CHGINIT procedure
user (a) enters the case number, (b) presses
changed/new data, (d) presses function key F10.
will be through a menu. The
function key F4, (c) enters
INITIAL CASE
CHANGE Case Date: User:
A:.::*********************, 'r******************* :**
Typecase: ?Letter Dated: - - Letter Rec'd: - -
Case Ofc: Category of Requester: Fee Waiver Requested:_
Requester's Last Name:
First:
Requested For Last Name:
First:
Street:
Middle:
Middle:
City:. State: Zip:
Organization:
Title:
Title:
Country:
NON-CIA Agency/Number: /
Number EO Docs: Number EO Pages:
TS Collateral: TS
Subject:
TS
TS
Type Class Review:
TS
Codeword: _
RD: _
F1=HELP F2=RETURN F3=OPEN F4=SELECT F5=KEY/XREF
F7=TASKING F8=FEES F9=CASEOFF FlO=UPDATE F11=CLOSE
F6=ACK/INT
F12=EXIT
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SYSTEM DESIGN SPECIFICATIONS
5.10.1.3 Output
DRAFT
The output for this procedure will be a freshened CHANGE menu with a message
indicating the case number and the success of the database change/update.
5.11 SELINIT
5.11.1 PURPOSE
The purpose of the SELINIT function is to retrieve Initial case information
for addition or change.
5.11.1.1 General Information
Program Name:
Language Used:
Initiated By:
Frequency of
Execution:
Input:
Output:
5.12 KEY/XREF
5.12.1 PURPOSE
SELINIT
REXX/SQL
User presses function key F4 on Change menu.
Whenever user changes/updates Initial case data.
Case Number on CHANGE menu.
Case information is retrieved and displayed on the menu.
The purpose of the KEY/XREF procedure is to provide the user with the
capabilty to add or change keywords and/or cross references to case
information. This information is obtained through the RESEARCH INITIAL CASE
(F7-WELCOME Menu). The user may also add and/or change other selected case
data fields displayed at this time.
5.12.1.1 General Information
Program Name: KEY/XREF
Language Used: REXX
Initiated By: User presses function key F5 on Initial Case menu
and submenus.
SELKEY, VALKEY, UPKEY
Calls To:
Frequency of
Execution:
Input:
Output:
Whenever keywords or cross references are added to
or changed in the case information.
Function key F5.
Terminal; freshened menu.
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5.12.1.2 Input
SD195000
19 May 1989
The input of case data to be added or changed will be through a menu. The
user (a) enters the case number, (b) presses function key F4 to select the
case (c) enters additional data and/or changed data (d) presses function key
F10 to update.
KEYWORD, CROSS REFERENCES (Add or Change) Date: User:
Case Number: Requester:
Case Officer:
TS Collateral: TS TS
Cross References:
Type Class Review: Codeword:_ RD:_
TS TS
Keywords:
Subject:
F1=HELP F2=RETURN F3=OPEN F4=SELECT F5= F6=ACT/STAT
F7=TASKING F8=FEES F9=CASEOFF FlO=UPDATE F11=CLOSE F12=EXIT
5.12.1.3 Output
The output for this procedure will be a freshened menu with a message
indicating the success of the database update.
5.13 SELKEY
5.13.1 PURPOSE
The purpose of the SELKEY function is to retrieve case information for
addition or change specifically in regard to Keywords and Cross References.
Other menu fields are retrieved and displayed at this time.
5.13.1.1 General Information
Program Name: SELKEY
Language Used: REXX/SQL
Initiated By: User presses function key F4.
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Frequency of
Execution:
Input:
Output:
5.14 VALKEY
5.14.1 PURPOSE
DRAFT
SYSTEM DESIGN SPECIFICATIONS
Whenever user adds and/or changes Keyword and/or
Cross References case information.
Case Number on Keyword, Cross Reference Menu.
Case information is retrieved and displayed on the menu.
The purpose of the VALKEY function is to validate each input data element
against pre-established criteria. An appropriate error message will be
displayed to identify the reason for failure and the menu will be redisplayed
with the cursor positioned on the field in error.
Program Name: VALKEY
Language Used: REXX
Initiated By: KEY/XREF Procedure.
Frequency of
Execution: Whenever user adds/changes case keywords, cross references
Input: Data fields from Keyword, Cross Reference Menu
Output: Case data is validated for change or add.
5.15 UPKEY
5.15.1 PURPOSE
The purpose of the UPKEY function is to add or change keywords,
references or other displayed fields to the case.
5.15.1.1 General Information
5.16
Program Name: UPKEY
Language Used: REXX/SQL
Initiated By: User presses function key F10.
Frequency of
Execution:
Input:
Output:
ACK/STAT
Whenever user adds/changes case keywords,
cross references.
Data fields from Keyword, Cross Reference Menu
Case data is added/changed to database.
cross
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5.16.1 PURPOSE
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19 May 1989
The purpose of of the ACK/STAT procedure is to provide the user with the
capabilty to add/update the type of correspondence sent to the requester and
the current status of an active case.
5.16.1.1 General Information
Program Name: ACK/STAT
Language Used: REXX
Initiated By: User presses function key F6 on Initial Case menu
and submenus
SELACK, VALACK, UPACK
Calls To:
Frequency of
Execution:
Input:
Output:
5.16.1.2 Input
Whenever user adds/changes case status for requester.
Function key F6
Terminal; freshened menu.
The input of case data to be added or changed will be through a menu. The
user (a) enters the case number, (b) presses funtion key F4 to select the
case, (c) enters additional data and/or change data, (d) presses function key
F10 to update.
ACKNOWLEDGEMENT/ STATUS REQUESTER MENU
Date: User:
Case Number:
Requester Last Name:
Case Officer:
DATE SENT TYPE COMMENTS
STATUS/DISPOSITION:
First Name:
TYPES
A=ACCEPTANCE/LIFT/SPR
R=ACK OF RECEIPT
I=INTERIM/STATUS
P=PARTIAL
F=FOLLOWUP
T=3 YR LETTER
S=SUSPENDED
F/R=FINALED/REOPENED
F1=HELP F2=RETURN F3=OPEN F4=SELECT F5=KEY/XREF F6=
F7=TASKING F8=FEES F9=CASEOFF FlO=UPDATE F11=CLOSE F12=EXIT
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SYSTEM DESIGN SPECIFICATIONS
5.16.1.3 Output
DRAFT
The output for this procedure will be a freshened menu with a message
indicating the success of the database update.
5.17 SELACK
5.17.1 PURPOSE
5.17.1.1 General Information
Program Name: SELACK
Language Used: REXX/SQL
Initiated By: User presses function key F4.
Frequency of
Execution: Whenever user adds/changes case status of a requester.
Input: Case number.
Output: Case status information is displayed on the menu.
5.18 VALACK
5.18.1 PURPOSE
5.18.1.1 General Information
Program Name: VALACK
Language Used: REXX
Initiated By: ACK/STAT procedure.
Frequency of
Execution: Whenever user adds/changes case status of a requester.
Input: Data fields from Acknowledgement/Status Menu.
Output: Data is validated for change or add.
5.19 UPACK
5.19.1 PURPOSE
5.19.1.1 General Information
Program Name: UPACK
Language Used: REXX/SQL
Initiated By: User presses function key F10.
Frequency of
Execution: Whenever user adds/changes case status of a requester.
Input: Data fields from Acknowledgement/Status Menu.
Output: Data is added to/changed in the database.
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5.20 TASK
5.20.1 PURPOSE
The purpose of the Tasking function is to provide the user with the capability
to add or change tasking data to the case information.
5.20.1.1 General Information
Program Name:
Language Used:
Initiated By:
Calls to:
Frequency of
Execution:
Input:
Output:
5.20.1.2 Input
TASK
REXX
User presses function key F7.
SELTASK, VALTASK, UPTASK
Whenever tasking data is changed/added to a case.
Tasking menu data fields.
Terminal; freshened menu.
The input of case data to be added or changed will be through a menu. The
user (a) enters the case number, (b) presses function key F4 to select the
case, (c) enters additional data and/or changes data, (d) presses function key
F10 to update.
TASKING (ACTION MENU)
DATE: USER:
CASE NUMBER:
LAST NAME:
CASE OFFICER:
FIRST NAME:
ACT ACTION ACTION ACTION ADD/EHG/DISPLAY #
TYPE OFFICE SENT DATE RETURN DATE RSP COORDS&REFERRALS COORD REFER
STATUS/DISPOSITION:
F1=HELP F2=RETURN F3=OPEN F4=SELECT F5=COORD/REF F6=ACK/STAT
F7=TASKING F8=FEES F9=CASEOFF FlO=UPDATE F11=CLOSE F12=EXIT
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SYSTEM DESIGN SPECIFICATIONS
5.20.1.3 Output
DRAFT
The output from this procedure will be a freshened menu with a message
indicating the success of the database update.
5.21 SELTASK
5.21.1 PURPOSE
5.21.1.1 General Information
Program Name: SELTASK
Language Used: REXX/SQL
Initiated By: User presses function key F4.
Frequency of
Execution: Whenever user adds/changes case tasking data.
Input: Case number on Tasking menu.
Output: Case information is displayed on the menu.
5.22 VALTASK
5.22.1 PURPOSE
5.22.1.1 General Information
Program Name: VALTASK
Language Used: REXX
Initiated By: TASK
Frequency of
Execution: Whenever user adds/changes case tasking data.
Input: Data fields from Tasking menu.
Output: Data is validated for add or change.
5.23 UPTASK
5.23.1 PURPOSE
5.23.1.1 General Information
Program Name: UPTASK
Language Used: REXX/SQL
Initiated By: User presses function key F10.
Frequency of
Execution: Whenever user adds/changes case tasking data.
Input: Data fields from Tasking menu.
Output: Data is added to or changed in the database.
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SYSTEM DESIGN SPECIFICATIONS
5.24 CORDREF
5.24.1 PURPOSE
5.24.1.1 General Information
Program Name: CORDREF
Language Used: REXX
Initiated By: User presses function key F5 from Tasking menu.
Calls To; SELCORD, VALCORD, UPCORD
Frequency of
Execution: Whenever coordination and/or referral data is
changed/added to a case.
Input: Data fields of Coordination/Referral Menu.
Output: Terminal; redisplay Tasking menu.
5.24.1.2 Input
SD195000
19 May 1989
TASKING (COORDINATION/REFERRAL MENU)
Date: Userid:
CASE NUMBER: _ CASE OFFICER:
LAST NAME: FIRST NAME:
ACTION OFFICE: SENT: RETURNED: RESPONSE:_
COORDINATIONS DIRECT REFERRALS
OFFICE SENT DATE RETURN DATE AGENCY SENT DATE
F1=HELP F2=RETURN F3= F4= F5=UPDATE F6=
F7= F8= F9= F10= Fll= F12=EXIT
5.24.1.3 Output
The output for this procedure is the redisplay of the Tasking (Action Menu).
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SYSTEM DESIGN SPECIFICATIONS
5.25 SELCORD
5.25.1 PURPOSE
5.25.1.1 General Information
Program Name: SELCORD
Language Used: REXX/SQL
Initiated By: CORDREF procedure
Frequency of
Execution: Whenever coordination and/or referral information is
added/changed to case data.
Input: Indicated field from Tasking (Action) menu.
Output: Terminal; requested case information
5.26 VALCORD
5.26.1 PURPOSE
5.26.1.1 General Information
Program Name: VALCORD
Language Used: REXX/SQL
Initiated By: CORDREF
Frequency of
Execution: Whenever coordination and/or referral information is
added/changed to case data.
Input: Data fields from Coordination, Referral Menu.
Output: Data is validated for change or add .
5.27 UPCORD
5.27.1 PURPOSE
5.27.1.1 General Information
Program Name: UPCORD
Language Used: REXX/SQL
Initiated By: User presses function key F5 on TASKING menu.
Frequency of
Execution: Whenever coordination and/or referral information is
added/changed to case data.
Input: Data fields from Coordination, Referral Menu.
Output: Data is added to/changed in the database.
DRAFT
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5.28 FEES
5.28.1 PURPOSE
5.28.1.1 General Information
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Program Name: FEES
Language Used: REXX
Initiated By: User presses function key F8.
Calls To: SELFEE, VALFEE, UPFEE
Frequency of
Execution: Whenever Fee information is changed/added to a case.
Input: Function key F8.
Output: Terminal; freshened menu.
5.28.1.2 Input
The input of fee data to be added or changed will be through a menu. The user
(a) enters the case number, (b) presses function key F4, (c) enters
changed/new data, (d) presses function key F10 to update.
FEES MENU - Add/Change/Delete DATE: USER:
Case Number:
Case Officer: Initial/D:
Requester Last Name:
First Name:
Fee Balance: Fee Billed: Fee Paid:
Charge/D Old Fee A/C/D New Fee Paid/D Old Pay A/C/D New Pay
F1=HELP F2=RETURN F3=OPEN F4=SELECT F5=KEY/XREF F6=ACK/STAT
F7=TASKING F8= F9=CASEOFF FlO=UPDATE F11=CLOSE F12=EXIT
5.28.1.3 Output
The output for this procedure will be a freshened menu with a message
indicating the success of the database update.
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SYSTEM DESIGN SPECIFICATIONS
5.29 SELFEE
5.29.1 PURPOSE
5.29.1.1 General Information
Program Name: SELFEE
Language Used: REXX/SQL
Initiated By: User presses function key F4
Frequency of
Execution: Whenever fee information is changed/added to
a case.
Input: Case number.
Output: Fee data for the specified case is displayed on the menu.
5.30 VALFEE
5.30.1 PURPOSE
5.30.1.1 General Information
Program Name: VALFEE
Language Used: REXX
Initiated By: Fees procedure.
Frequency of
Execution: Whenever fee information is added/changed.
Input: Fee menu data fields.
Output: Data fields are validated .
5.31 UPFEE
5.31.1 PURPOSE
5.31.1.1 General Information
Program Name: UPFEE
Language Used: REXX/SQL
Initiated By: User presses function key F10 on Fee Menu.
Frequency of
Execution: Whenever fee information is added/changed to case data.
Input: Data from Fee Menu.
Output: Data is added/changed in the database.
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5.32 CASEOFF
5.32.1 PURPOSE
The purpose of the CASEOFF function is to add, change or delete case officers
from the Case Officer validation table.
5.32.1.1 General Information
Program Name: CASEOFF
Language Used: REXX/SQL
Initiated By: User presses function key F9.
Frequency of
Execution: Whenever a case officer is added/changed or deleted
,from the case officer validation table.
Input: Function key F9.
Output: Case Officer menu and table.
5.32.1.2 Input
The input of the case officer to be added, changed or deleted is through a
menu which displays the 30 current case officer. The user (a) enters the case
officer's initials, (b) presses function key F10 to delete or (c) presses
function key F4 to add/change.
CASE OFFICER - ADD/CHANGE OR DELETE Date: User:
CASE OFFICER'S INITIALS:
INITIALS LAST NAME INITIALS LAST NAME
F1=HELP F2=RETURN F3=OPEN F4=ADD/CHG F5=KEYS/XREF F6=ACK/STAT
F7=TASKING F8=FEES F9= FlO=DELETE F11=CLOSE F12=EXIT
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SYSTEM DESIGN SPECIFICATIONS
5.32.1.3 Output
DRAFT
The output for function key F10 is a freshened menu and message indicating
successful deletion; the output for function key F4 is the display of the
second part of Case Officer Add or Change menu.
ADD OR CHANGE CASE OFFICER: Date: User:
***************************************A**********************
First:
Assigned To:
Middle: Last:
Fl= F2= F3=RETURN F4=ADD/CHG F5= F6=
F7= F8= F9= F10= Fll= F12=EXIT
5.32.1.4 Input
The case officer's initials are displayed; the user enters the information in
the menu data fields or corrects the menu data fields and presses function key
F4.
5.32.1.5 Output
The output for function key F4 is a freshened menu and a message indicating
successful addition/update to the case officer table.
5.33 TCASE
5.33.1 PURPOSE
The purpose of the TCASE procedure is to close a temporary case due to no
response from the requester or to change a temporary case to a permanent case.
5.33.1.1 General Information
Program Name: TCASE
Language Used: REXX
Initiated By: User presses function key F10 on Welcome Menu.
Calls To: SELFIN, VALT, UPT
Frequency of
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Execution:
Input:
Output:
5.33.1.2 Input
SYSTEM DESIGN SPECIFICATIONS
SD195000
19 May 1989
Whenever a temporary case is closed/changed to P.
Function key F10.
Terminal.
The input of data to close/change a T case to P is through a menu. The user
(a) enters the case number, (b) presses function key F4 to select the case,
(c) enters date in appropriate T case field, (d) presses function key F10 to
update.
FINAL MENU DATE:
USERID:
CASE NUMBER: REQUESTER:
INITIAL/D: INITIAL CLOSED:
T CASE CLOSED/NORESP:
APPEAL/D: APPEAL CLOSED:
LITIG/D: LITIG CLOSED:
FINAL CASE OFFICER: GRANT:
CASE OFFICER:
CASE CHANGE TO P:
CASE OFFICER:
CASE OFFICER:
ORIS:_
CHARGE/D: FEE:
DENY OFFICER EXEMPTS DENY OFFICER
SUBJECT
EXEMPTS
( )(
)
(
)( )
( )(
)
(
)( )
( )(
)
(
)( )
( )(
)
(
)( )
F1=HELP F2=RETURN F3=OPEN F4=SELECT F5=KEY/XREF F6=ACK/STAT
F7=TASKING F8=FESS F9=CASEOFF FlO=UPDATE F11=CLOSE F12=EXIT
5.33.1.3 Output
The output for this procedure will be (a) when a T case is closed, a freshened
Final menu is displayed, (b) when a T case is changed to a P. the Open menu is
displayed with a available case data.
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SYSTEM DESIGN SPECIFICATIONS
5.34 SELFIN
5.34.1 PURPOSE
5.34.1.1 General Information
Program Name: SELFIN
Language Used: REXX/SQL
Initiated By: User presses function key F4.
Frequency of
Execution: Whenever user adds/changes case closing information;
closes T case or changes to P case.
Input: Case number.
Output: Case final information is displayed on the menu.
5.35 VALT
5.35.1 PURPOSE
5.35.1.1 General Information
Program Name: VALT
Language Used: REXX
Initiated By: TCASE
Frequency of
Execution: Whenever user closes T case or changes T to P case.
Input: Final menu data fields.
Output: Data is validated for change or add.
5.36 UPT
5.36.1 PURPOSE
5.36.1.1 General Information
Program Name: UPT
Language Used: REXX/SQL
Initiated By: User presses function key F10.
Frequency of
Execution: Whenever user closes a T case or changes T to P case.
Input: Data fields from Final Menu.
Output: Data is added to the database or case changed.
DRAFT
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SYSTEM DESIGN SPECIFICATIONS
5.37
FINCASE
5.37.1 PURPOSE
The purpose of the FINAL procedure
for a case.
5.37.1.1 General Information
Program Name:
Language Used:
Initiated By:
Calls To:
Frequency of
Execution:
Input:
Output:
5.37.1.2 Input
is to add/change the
FINCASE
REXX
User presses function key Fll.
SELFIN, VALFIN, UPFIN
Whenever a case is closed.
Function key Fll.
Terminal; freshened menu.
SD195000
19 May 1989
closing information
The closing information for a case is entered through a menu. The user
enters the case number, (b) presses function key F4 to select the case,
adds/changes menu data fields, (d) presses function key F10 to update.
FINAL Menu above.
5.37.1.3 Output
(a)
(c)
See
The output of this procedure is a freshened menu with a message indicating the
success of the database update.
5.38 VALFIN
5.38.1 PURPOSE
5.38.1.1 General Information
Program Name: VALFIN
Language Used: REXX
Initiated By: FINCASE
Frequency of
Execution:
Input:
Output:
Whenever user adds/changes case closing information.
Data fields from FINAL Menu.
Data is validated for change or add.
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5.39 UPFIN
5.39.1 PURPOSE
5.39.1.1 General Information
Program Name:
Language Used:
Initiated By:
Frequency of
Execution:
Input:
Output:
UPFIN
REXX/SQL
User presses function key F10.
Whenever user adds/changes case closing information.
Data fields from Final Menu.
Data is added to/changed in the database.
5.40 APPEAL CASE PROCESSING
5.40.1 PURPOSE
The purpose of the Appeal Case Processing
choices available to the
The functional areas for
functional areas of
user
the
an
DRAFT
menu is to present the functional
when an Appeal case is submitted for processing.
processing of an Appeal case are similar to the
Initial case. The elimination of the
procedures and the
are the
Acknowledgement! Status and Keyword/Cross
addition of unique open/change menu for
differences.
References
processing
significant
***** APPEAL CASE PROCESSING *** **
Fl HELP
F2 RETURN TO WELCOME MENU
F3 OPEN APPEAL CASE
F4 CHANGE APPEAL CASE DATA
F7 TASKING (ACTION, REFERS, COORDS & RESPONSES)
F8 FEES
F9 CASE OFFICERS TABLE
Fll CLOSE APPEAL CASE
F12 EXIT IPS AND RETURN TO CMS
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SYSTEM DESIGN SPECIFICATIONS
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The user (a) enters the Appeal case number which is the system assigned
Initial case number, (b) presses function key F4, (c) enters new data or
updates data, (d) presses function key F10.
APPEAL CASE: Open or Change Date: User:
IPS-APPEAL: Appeal/D: Appeal/Rec/D:
Requester's Last Name:
First Name: Middle Name: Title:
Requested For Last Name:
First Name: Middle Name: Title:
Organization:
Category:
OGC Atty:
Initial Status: Initial Case Ofc:
Appeal Case Ofc:
Cross References:
Subject:
F1=HELP F2=RETURN F3= F4=SELECT F5= F6=
F7=TASKING F8=FEES F9=CASEOF FlO=OPEN/CHG F11=CLOSE F12=EXIT
5.41 LITIGATION CASE PROCESSING
5.41.1 PURPOSE
The purpose of the Litigation Case Processing menu is to present the
functional choices available to the user when a Litigation case is submitted
for processing. The functional areas for the processing of a Litigation case
are similar to the functional areas of an Appeal case. The elimination of
Fees procedure and addition of a unique open/change menu for processing are
the significant differences.
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SYSTEM DESIGN SPECIFICATIONS
***LITIGATION CASE PROCESSING *****
Fl HELP
F2 RETURN TO WELCOME MENU
F3 OPEN LITIGATION CASE
F4 CHANGE LITIGATION CASE DATA
F7 TASKING (ACTION, REFERS, COORDS & RESPONSES)
F9 CASE OFFICERS TABLE
Fll CLOSE LITIGATION CASE
F12 EXIT IPS AND RETURN TO CMS
DRAFT
The user (a) enters the Litigation case number which is the system assigned
Initial case number, ,(b) presses function key F4, (c) enters new data or
updates data, (d) presses function key F10.
LITIGATION MENU: Open or Change Date: User:
*********************************************************************
IPS-LITIG: Litig/D: Litig/Rec/D:
Requester's Last Name:
First Name: Middle Name: Title:
Requested For Last Name:
First Name: Middle Name: Title:
Organization:
Initial Status: Initial Case Ofc: Litig Case Ofc:
Litigation Number: Court Date:
Plaintiff:
Colitigants:
OGC Atty:
Cross References:
SUBJECT:
Complaint:
F1=HELP F2=RETURN F3= F4=SELECT F5= F6=
F7=TASKING F8= F9=CASEOFC FlO=OPEN/CHG Fll= F12=EXIT
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5.42 RETIREMENT CASE PROCESSING
5.42.1 PURPOSE
SD195000
19 May 1989
The purpose of the Retirement Case Processing is to retire records to Record
Center. The user (a) enters the case number, (b) presses function key F4, (c)
enters the data, (d) presses function key F10. ARCINS is updated at this time
via the Interface Control Program.
RETIREMENT MENU Date: User:
********************************************************************
CASE NUMBER: REQUESTER:
FINAL DATE: GRANT:
JOBNUM: BOXNUM: FOLDER: VOLUMES:
ITEMNO: DISP/D: ORIS:_
TS COLLATERAL: TS TS TS
TS CODEWORD: _ RD:_
F1=HELP F2=
F7=TASKING F8=
F3=RETURN F4=SELECT F5= F6=ACK/STAT
F9= FlO=UPDATE Fll= F12=EXIT
5.43 WKSTATS
5.43.1 PURPOSE
The purpose of the WKSTATS procedure is to generate all statistical data
required for ISD weekly report on Initial, Appeal and Litigation cases.
5.43.1.1 General Information
Program Name: WKSTATS
Language Used: REXX/PLISQL
Initiated By: User presses function key F6 on WELCOME menu.
Calls To: RPTINIT, RPTAPP, RPTLIT, RPTALL
Frequency of
Execution: Weekly for Initial cases; monthly for all others.
Input: Function key F6.
Output: Report as requested.
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SYSTEM DESIGN SPECIFICATIONS
5.43.1.2 Input
DRAFT
The input for a report is entered through a menu. The system generates the
year, however, the user has the capabilty of changing it.
**WEEKLY/MONTHLY STATISTICS REPORT **
1=INITIAL CASES
2=APPEAL CASES
3=LITIGATION CASES
4=ALL CASES
ENTER CASE SELECTION: _
ENTER FROM DATE:
ENTER TO DATE:
F1=HELP F2=RETURN F3=OPEN F4= F5=KEY/XREF F6=ACK/STAT
F7=TASKING F8=FEES F9=CASEOFF F10= F11=REPORT F12=EXIT
5.43.1.3 Output
The reports will be displayed on the terminal screen and sent to print.
Report 1 - INITIAL Cases
1. All cases opened in the specified from-to dates, listing
the case number, requester's last name and log date.
2. All cases closed in the specified from-to dates, listing
the case number, requester's last name, final date and
grant code.
3. Count open P, F, E cases for specified from-to dates, total.
4. Count P, F, E cases opened in the year, total.
5. Count P, F, E cases closed in the year, total.
6. Backlog - total opened cases minus total closed cases.
Report 2 - APPEAL Cases
1. All cases opened in the specified
the case number, requester's last
code, log date and received date.
2. All cases closed in the specified
from-to dates, listing
name, initial grant
from-to dates, listing
the case number, requester's last name, appeal grant
code, log date and received date.
3. Count open P, F, E cases for specified from-to dates, total.
4. Count P, F, E cases opened in the year, total.
5. Count P, F, E cases closed in the year, total.
6. Backlog - total opened cases minus total closed cases.
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Report
SYSTEM DESIGN SPECIFICATIONS
3 LITIGATION Cases
1. All cases opened in the specified
the case number, requester's last
code, log date and received date.
2. All cases closed in the specified
the case number, requester's last
code, log date and received date.
3. Count open P, F, E cases for specified from-to dates, total.
4. Count P, F, E cases opened in the year, total.
5. Count P, F, E cases closed in the year, total.
6. Backlog - total opened cases minus total closed cases.
SD195000
19 May 1989
from-to dates, listing
name, initial grant
ftom-to dates, listing
name, appeal grant
Report 4 - All reports.
5.44 QINIT
5.44.1 PURPOSE
The purpose of the QINIT procedure is to provide the user with specific case
information to be used in the opening of a new case.
5.44.1.1 General Information
Program Name: QINIT
Language Used: REXX/PLISQL
Initiated By: User presses
Frequency of
Execution:
Input:
Output:
5.44.1.2 Input
function key F8 on WELCOME menu.
User option.
Function key F8, menu data fields.
Online and/or printed report.
The input of data for the QINIT procedure is through a menu.
the fields to be researched in the database.
The user enters
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DRAFT
SYSTEM DESIGN SPECIFICATIONS
INITIAL Case Research
F3 - Search Last Name of Requester:
F4 - Search Last Name Above and First Name:
F5 - Search Word in Subject:
F6 - Search Keywords:
F7 - Search Case Numbers:
F1=HELP F2=RETURN F3=RLNAME F4=RL+RFNAME
F7=CASE NOS. F8= F9= F10=
F5=WORD
Fll=
F6=KEYWDS
F12=EXIT
5.44.1.3 Output
The output for this procedure will be terminal display and an optional printed
report.
F3 - Search Last Name of Requester
case number and subject.
F4 - Search Last Name & First Name
case number and subject.
- will list the last name, first name,
- will list the last name, first name,
F5 - Search Word in Subject - will list the last name, first name, case
number.
F6 - Search Keywords - will list the last name, first name, case number
and subject.
F7 - Search Case Numbers - will list last name, first name, case number,
subject, final date and grant code.
5.45 COUNT
5.45.1 PURPOSE
The purpose
fields.
of the COUNT procedure to provide the counts of various data
5.45.1.1 General Information
Program Name: COUNT
Language Used: REXX/PLISQL
Initiated By: User presses function key F9 on WELCOME menu.
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Frequency of
Execution:
Input:
Output:
5.45.1.2 Input
SYSTEM DESIGN SPECIFICATIONS
User option.
Function key F9.
Online report.
SD195000
19 May 1989
The input to the COUNT procedure is through a menu. The user indicates on a
menu with a 'X' the specfic counts to be performed.
*** COUNT OPTIONS ***
Enter 'X' to select a count option.
F3 - BY CASE OFFICER: _
F4 - TO
F5- BE
F6 - DETERMINED
F7- BY ISD
F1=HELP F2= F3=By Case Ofc F4= F5= F6=
F7= F8= F9= F10= Fll= F12=EXIT
5.45.1.3 Output
5.46 REPORT
5.46.1 PURPOSE
The purpose of this procedure is to provide ISD with various online and
printed reports. These are *** TO BE DETERMINED BY ISD ***
5.46.1.1 General Information
Program Name: REPORTS
Language Used: REXX/PLISQL
Initiated By: User presses function key F10 on WELCOME menu.
Frequency of
Execution: User option.
Input: Function key F10 on Welcome menu.
Output:
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SYSTEM DESIGN SPECIFICATIONS
5.46.1.2 Input
DRAFT
The input to the REPORT procedure is through a menu. The user indicates on a
menu with an 'X' their report choice.
*** REPORT OPTIONS ***
Enter 'X' to select field choices:
F3 - TO
F4- BE
F5 - DETERMINED
F6- BY
F7- ISD
5.46.1.3 Output
The output for this procedure will be a printed report.
5.47 DBAFUNC
5.47.1 PURPOSE
5.47.1.1 General Information
Program Name: DBAFUNC
Language Used: REXX/SQL
Initiated By: User presses function key Fll on WELCOME menu.
Frequency of
Execution: DBA's option.
Input: Function key Fll
Output:
5.47.1.2 Input
5.47.1.3 Output
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SYSTEM DESIGN SPECIFICATIONS
5.48 EXIT
5.48.1 PURPOSE
To exit the IPS System and to return to the CMS environment.
5.48.1.1 General Information
Program Name: EXIT
Language Used: REXX
Initiated By: User
Frequency of
Execution:
Input:
Output:
presses function key F12 on all menus.
When the user wishes to exit the IPS System.
Function key 'F12' from all menus.
Exits IPS and returns to CMS environment.
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SYSTEM DESIGN SPECIFICATIONS
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DRAFT
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SYSTEM DESIGN SPECIFICATIONS
Chapter 6
IPS SYSTEM FIELDS
ACK COMMENTS
This field will be used to describe the correspondence sent to
the requester or the type of status change.
SD195000
19 May 1989
SQL TABLE: ACK_STATUS
New Length: 35
New Format: Alpha
GIMS Data List: None
Edit Checks: None
Comments: This is a new field. If the ACK/STATUS TYPE is R for ACK of
RESPONSE then this field would contain ACKNOWLEDGE. If the TYPE is S
for SPR (suspended request), this field might contain FEES, BIO or CONT
(continue) SPR.
ACK_COORD_DUE
This field indicates when an action item assigned to the
Coordinator is due.
SQL TABLE: ACK STATUS
New Length: 10
New Format: Date
GIMS Data List: None
Edit Checks: YYYY-MM-DD
Comments: This is a new field.
ACK DATE
This field contains the date correspondence was sent to
the requester or the date status was changed.
SQL TABLE: ACK STATUS
New Length: 10
New Format: Date
GIMS Data List: N11 (ACK/D SPR/D INTERIM/D REOPEN/D)
Edit Checks: YYYY-MM-DD
Comments: This new field will be used in place of the GIMS fields above.
ACK STAT DISP
_ _
This field will note the current status of an active case or the
full disposition of a completed case. It will be used by ISD to
indicate the case status from opening to closing. The field should be
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SYSTEM DESIGN SPECIFICATIONS
on the menu(s) with the actions, coordinations and referral information
so that the Intelligence Analysts (IAs) can update it.
SQL TABLE: ACK STATUS
New Length: C80
New Format: Alphanumeric
GIMS Data List: None
Edit Checks: None
Comments: This is a new field. Sample of current status
input - DDO outstanding 3 taskings DDO called 10/10/87.
ACK TYPE
This field contains the type of correspondence sent to
the requester or the type of status changed.
SQL TABLE: ACK STATUS
New Length: 3
New Format: Alphanumeric
GIMS Data List: None
Edit Checks: Valid letters are A = ACCEPTANCE/LIFT SPR, R = ACK OF
RECEIPT, I = INTERIM/STATUS, P = PARTIAL, F = FOLLOWUP, T = 3 YR LETTER,
S = SPR, F/R = FINALED/REOPENED
Comments: This new field will be used with the other ACK/STATUS fields.
-************************
ACT_ACTION ?
This field is used to indicate the Agency directorate designated
to process the request.
SQL TABLE: ACTION
New Length: C5
New Format: Alphanumeric
GIMS Data List: A4 (ACTION)
Edit Checks: Must be a valid code contained in office or component
table. For example DDA1, DDA2.
ACT STAT
This field will note the current status of an active case or the full
disposition of a completed case to be used by IRO.
SQL TABLE: ACTION
New Length: C80
New Format: Alphanumeric
GIMS Data List: None
Edit Checks: None
Comments: This is a new field.
ACT RESP
DRAFT
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SYSTEM DESIGN SPECIFICATIONS
This indicator code is used to record the type of response.
P = Positive, N = Negative, E = Fee Estimate, D = Denied
SQL TABLE: ACTION
New Length: Cl
New Format: Alpha
GINS Data List: Al (ACT-RESP)
Edit Checks: Must be among ISD-provided list of valid codes.
SD195000
19 May 1989
ACT_RETRN_D
This field contains the date the action office responded to the request.
SQL TABLE: ACTION
New Length: 10
New Format: Date
GIMS Data List: A7 (ACT-RETRN/D)
Edit Checks: YYYY-MM-DD
ACT_SENT_D
This field contains the date the request sent to designee for action
and processing. It is a required field if ACTION is present.
SQL TABLE: ACTION
New Length: 10
New Format: Date
GINS Data List: A7 (ACT-SENT/D)
Edit Checks: YYYY-MM-DD
ACT_TYPE
This field will be used to indicate the type of action.
SQL TABLE: ACTION
New Length: Cl
New Format: Alpha
GINS Data List: None
Edit Checks: The type action must be T = Tasking, F = Fee Estimate,
R = Referral.
Comments: This is a new field.
******************
CASE NUMBER (Not Null)
This field consists of the type of case, year and sequence number.-
The number is carried over from the IPS-LOG file, ?
SQL TABLE: APPEAL
New Length: 8 characters
New Format: Alphanumeric
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SYSTEM DESIGN SPECIFICATIONS
GINS Data List: A8 (IPS-APPEAL)
Edit Checks: First character must be either E (Executive Order), P
(Privacy Act), F (Freedom of Information Act), T (Temporary), followed by
two digits for the year and a four-digit sequence number (AYY-NNNN).
Same number as CASE NUMBER in IPS-LOG.
APP CAT CHANGE
_ _
This field is used to note if the status of a case has been changed.
SQL TABLE: APPEAL
New Length: C2
New Format: Alpha
GINS Data List: None
Edit Checks: Must be a valid grant code
Comments: This is a new field. Use the following table: IA -
Initial to Appeal,
IL - Initial to Litigation, or AL - Appeal to Litigation
APP_DATE (Not Null)
This is the date of the appeal as indicated on the requester's letter.
SQL TABLE: APPEAL
New Length: 10
New Format: Date
GIMS Data List: Nll (AAPPEAL/D)
Edit Checks: YYYY-MM-DD
APP_DENY_COMP
This field contains the name of the denying component.
SQL TABLE: APPEAL
New Length: C4
New Format: Alpha
GINS Data List: A4 (ADENY-COMP)
Edit Checks: Must be a valid directorate name.
Comments: This field may repeat.
APP DENY OFF
(Required - When GRANT CODE is filled in)
This field contains the last name of the denying officer.
SQL TABLE: APPEAL
New Length: C20
New Format: Alpha
GINS Data List: A30 (ADENY-OFF)
Edit Checks: Must be a valid name contained in table of officers.
Comments: This field may repeat.
DRAFT
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SYSTEM DESIGN SPECIFICATIONS
APP EXEMPTS
This concatenated field contains the reasons for denial.
OFFICER is entered, this field is required.
SD195000
19 May 1989
If DENYING
SQL TABLE: APPEAL
New Length: 8 characters
New Format: Alphanumeric
GIMS Data List: Al (Cl*Cl*C1) (AEXEMPTS)
Edit Checks: Must be among the valid exemptions depending on the type
of case processed.
APP_FINAL_DATE
This field contains the date of the final response to the request.
SQL TABLE: APPEAL
New Length: 10
New Format: Date
GIMS Data List: Nll (AFINAL/D)
Edit Checks: YYYY-MM-DD
APP_FINAL LOG_DATE
This is the date the final response was logged. It is automatically
generated.
SQL TABLE: APPEAL
New Length: 10
New Format: Date
GIMS Data List: N11 (AFIN/LOG/D)
Edit Checks: YYYY-MM-DD
APP_FINAL_GRANT
This field records the final action taken on the request. It is a
required field if APPEAL FINAL DATE is present.
SQL TABLE: APPEAL
New Length: C3
New Format: Alpha
GIMS Data List: A3 (AGRANT)
Edit Checks: Must be a valid grant code.
APP_LETTER_DATE
This field contains the date the appeal letter is released to the
action offices for concurrence.
SQL TABLE: APPEAL
New Length: 10
New Format: Date
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SD195000
19 May 1989
SYSTEM DESIGN SPECIFICATIONS
GIMS Data List: N11 (ALTR/SIG/D)
Edit Checks: YYYY-MM-DD
APP_LOG_DATE
This is the date the appeal was entered into IPS. It is automatically
generated using the system date.
SQL TABLE: APPEAL
New Length: 10
New Format: Date
GIMS Data List: Nil (APP/LOG/D)
Edit Checks: None
APP RFNAME (NOT NULL)
This required field contains the requester's first name.
SQL TABLE: APPEAL
NEW LENGTH: C15
New Format: Alpha
GIMS Data List: A15 (RFNAME)
Edit Checks: None
APP_RLNAME (NOT NULL)
This required field contains the requester s last name.
System should have capability of updating and retrieving
multiple last names.
SQL TABLE: APPEAL
New Length: C30
New Format: Alpha
GIMS Data List: A30 (RLNAME)
Edit Checks: Must be alphabetic characters.
Comments: Multiple part names will be separated with a space.
APP RMNAME
This field contains the requester's middle name or initial.
SQL TABLE: APPEAL
New Length: C10
New Format: Alpha
GIMS Data List: A10 (RMNAME)
Edit Checks: Must be alphabetic characters.
Comments: Multiple part names will be separated with a space.
APP_RTITLE
This field denotes the requester's title.
DRAFT
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SQL TABLE: APPEAL
New Length: C6
New Format: Alpha
GIMS Data List: A6 (RTITLE)
Edit Checks: None
APP BY LNAME
_ _
This field indicates that the requester represents
another party, it contains the last name of the "BY" party.
SQL TABLE: APPEAL
New Length: C30
New Format: Alpha
GIMS Data List: A30 (FLNAME)
Edit Checks: None
APP BY MNAME
_ _
This field indicates the "BY" middle name or initial.
SQL TABLE: APPEAL
New Length: C10
New Format: Alpha
GIMS Data List: A10 (FMNAME)
Edit Checks: None
APP_BY_TITLE
This field contains the "BY" title.
SQL TABLE: APPEAL
New Length: C6
New Format: Alpha
GIMS Data List: A6 (FTITLE)
Edit Checks: None
APP BY FNAME
_ _
This field indicates that the requester represents
another party, it contains the first name of the "BY" party.
SQL TABLE: APPEAL
New Length: C15
New Format: Alpha
GIMS Data List: A15 (FFNAME)
Edit Checks: None
SD195000
19 May 1989
'APP ORG'
This field is used to record the requester's organizational affiliation.
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SD195000
19 May 1989
SQL TABLE: APPEAL
New Length: C60
New Format: Alphanumeric
GINS Data List: A60 (ORG)
Edit Checks: None
SYSTEM DESIGN SPECIFICATIONS
APP OGC ATTY
_ _
This field contains the name of the OGC attorney assigned to the appeal.
SQL TABLE: APPEAL
New Length: C30
New Format: Alpha
GINS Data List: A30 (AOGC/ATTY)
Edit Checks: None
APP_OPEN_CASEOFF
This field contains the initials of the case officer who is assigned
the appeal for processing.
SQL TABLE: APPEAL
New Length: C3
New Format: Alpha
GIMS Data List: A3 (ACASE-OFF)
Edit Checks: Must be a valid code contained in the CASE OFFICER table.
APP REC DATE (Not Null)
_ _
This field indicates the date the appeal was received in ISD.
SQL TABLE: APPEAL
New Length: 10
New Format: Date
GINS Data List: N11 (APP/REC/D)
Edit Checks: YYYY-MM-DD
APP UPDATED
This field contains the date the record was updated. It is generated
automatically by the system.
SQL TABLE: APPEAL
New Length: 10
New Format: Date
GINS Data List: None
Edit Checks: YYYY-MM-DD
Comments: This is a new field.
**********************
AACT_ACTION
DRAFT
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This field is used to indicate the office or component designated
to process the request or the source of an incoming referral.
SQL TABLE: APPEAL_ACTION
New Length: C5
New Format: Alphanumeric
GIMS Data List: A4 (AACTION)
Edit Checks: Must be a valid code contained in office or component
table.
AACT RESP
(Required if APPEAL ACTION RETURN DATE is present)
This indicator code is used to record the type of response.
P = Positive, N = Negative, E = Estimate, D = Denied
SQL TABLE: APPEAL_ACTION
New Length: Cl
New Format: Alpha
GINS Data List: Al (AACT/RESP)
Edit Checks: Must be among ISD-provided list of valid codes.
SD195000
19 May 1989
AACT_RETRN_D
This field contains the date the action office responded to the request.
SQL TABLE: APPEAL_ACTION
New Length: 10
New Format: Date
GINS Data List: Nll (AACT/RET/D)
Edit Checks: YYYY-MM-DD
AACT SENT D
This fieldcontains the date the request sent to designee for action
and processing. (Required if APPEAL ACTION is present)
SQL TABLE: APPEAL_ACTION
New Length: 10
New Format: Date
GINS Data List: Nll (AACT/SENT/D)
Edit Checks: YYYY-MM-DD
AACT_TYPE
This field will be used to indicate the type of action.
SQL TABLE: APPEAL_ACTION
New Length: Cl
New Format: Alpha
GINS Data List: None
Edit Checks: The type action must be T = Tasking, F = Fee Estimate,
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SYSTEM DESIGN SPECIFICATIONS
R = Referral.
Comments: This is a new field.
DRAFT
********************
ACOORD_COORD
This field is used to record appeal coordinations to other
components or agencies by the primary designee in the APPEAL ACTION field.
SQL TABLE: APPEAL_COORD
New Length: C4
New Format: Alphanumeric
GIMS Data List: A5 (ACOORD)
Edit Checks: Must be a valid code in table.
ACOORD RETRN D
This field contains the date the coordination office responded.
SQL TABLE: APPEAL_COORD
New Length: 10 characters
NEW FORMAT: DATE
GIMS DATA LIST: A
EDIT CHECKS: YYYY-MM-DD
ACOORD SENT D
_ _
This field contains the date the APPEAL COORDINATION request was sent.
SQL TABLE: APPEAL_COORD
New Length: 10
New Format: Date
GIMS Data List: N11 (ACOORD/SENT/D)
Edit Checks: YYYY-MM-DD
************************
AREFER_AGY
This field identifies the agency (non-CIA) to which documents have
been sent for their direct response to the requester.
SQL TABLE: APPEAL_REFER
New Length: C5
New Format: Alpha
GIMS Data List: None
Edit Checks: Must be a valid Agency code listed in ISD-table.
Comments: This is a new field.
AREFER SENT D
This field indicates the date the referral was sent to an agency for
its direct response to the requester.
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SQL TABLE: APPEAL_REFER
New Length: 10
New Format: Date
GIMS Data List: None
Edit Checks: YYYY-MM-DD
Comments: This is a new field.
**************************
FINAL_CASEOFF
This field contains the initials of the case officer who finalized
the case.
SD195000
19 May 1989
SQL TABLE: CLOSING
New Length: C3
New Format: Alpha
GIMS Data List: None
Edit Checks: Must be a valid code contained in the case officer table.
Comments: This is a new field. This is a required field when the
final date is added.
FINAL DATE
This field contains the date of the final response to the request.
SQL TABLE: CLOSING
New Length: 10
New Format: Date
GIMS Data List: N11 (FINAL/D)
Edit Checks: YYYY-MM-DD
FINAL_DENY_OFF
This field contains the last name of the denying officer.
SQL TABLE: CLOSING
New Length: C20
New Format: Alpha
GIMS Data List: A20 (DENY-OFF)
Edit Checks: Must be a valid name contained in table of officers.
This field is required when case is closed.
Comments: This field may repeat.
FINAL EXEMPTIONS
This concatenated field contains the reasons for denial. If DENY OFFICER
is entered, this field is required.
SQL TABLE: CLOSING
New Length: 8 characters
New Format: Alphanumeric
GIMS Data List: A5 (C1*Cl*C1) (EXEMPTS)
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SD195000
19 May 1989
SYSTEM DESIGN SPECIFICATIONS
Edit Checks: Must be among the valid exemptions depending on the type
of case processed.
Comments: This field may repeat.
FINAL_GRANT_CODE
This field records the final action taken on the request. It is a
required field if FINAL DATE is present.
SQL TABLE: CLOSING
New Length: C3
New Format: Alpha
GIMS Data List: A3 (GRANT)
Edit Checks: Must be a valid grant code.
FINAL ORIS
This field is used to indicate that documents from this case have been
included in the Officially Released Information System (ORIS).
SQL TABLE: CLOSING
New Length: Cl
New Format: Alpha
GIMS Data List: None
Edit Checks: X
Comments: This is a new field.
*********************
COORD COORD
This field is used to record coordinations to other
components or agencies by the primary designee in the ACTION field.
SQL TABLE: COORD
New Length: C5
New Format: Alphanumeric
GIMS Data List: A4 (REFER)
Edit Checks: Must be a valid code in table.
Comments: Fields COORDINATION, COORDINATION SENT DATE,
COORDINATION RETURN DATE may repeat as a group.
COORD_RETRN_D
This field contains the date the coordination office responded.
SQL TABLE: COORD
New Length: 10
New Format: Date
GIMS Data List: A7 (REF-RETRN/D)
Edit Checks: YYYY-MM-DD
DRAFT
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SYSTEM DESIGN SPECIFICATIONS
COORD_SENT_D
This field contains the date the coordination request was sent.
SQL TABLE: COORD
New Length: 10
New Format: Date
GIMS Data List: A7 (REF-SENT/D)
Edit Checks: YYYY-MM-DD
**************************
CROSS_REF
This field denotes cross references to other IPS cases. It
is the same format as CASE NUMBER and may contain up to eight
different case numbers followed by a suffix. The suffix will
indicate the type of cross reference as listed in the comments.
SQL TABLE: CROSSREF
New Length: C10
New Format: Alphanumeric
GIMS Data List: A9 (XREF)
Edit Checks: Same as CASE NUMBER
Comments: The one character suffix is used to identify the type of
cross reference: A - Same Requester-Same Topic,
B - Different Requester-Same Topic, C - Same Requester-
Different Topic, D - New-Old, E - Piggyback, F - Work Together.
SD195000
19 May 1989
FEE_BALANCE
This field records the balance due from, the requester. (BILLED - PAID)
SQL TABLE: FEE
New Length: N9.2
New Format: Numeric
GIMS Data List: N14 (BALANCE)
Edit Checks: None
FEE BILLED
This field records the total amount billed to the requester.
SQL TABLE: FEE
New Length: N9.2
New Format: Numeric
GIMS Data List: N14 (BILLED)
Edit Checks: None
FEE CATEGORY
This field will be input by logging when a new case is opened and
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SD195000
19 May 1989
SYSTEM DESIGN SPECIFICATIONS
assigned a case number. It is used to indicate the category of
the requester as defined in the comments.
SQL TABLE: FEE
New Length: Cl
New Format: Numeric
GIMS Data List: None
Edit Checks: 1 - 4
Comments: This is a new field which is required. The following table
will be used:
1 - Commercial use requesters, 2 - Educational
and non-commercial scientific institutions,
3 - representatives of the news media, 4 - all other.
FEE CHARGE
This field is to record the amount charged to the requester.
SQL TABLE: FEE
New Length: N7.2
New Format: Numeric
GINS Data List: N10 (FEE)
Edit Checks: None
FEE_CHARGE_D
This field is to record the date fees were charged to the requester.
SQL TABLE: FEE
New Length: 10
New Format: DATE
GINS Data List: Nll (CHARGE/D)
Edit Checks: Must be valid date.
FEE PAID
This field records the total amount of the payments made by requester.
SQL TABLE: FEE
New Length: N9.2
New Format: Numeric
GINS Data List: N14 (PAID)
Edit Checks: None
Comments: This is a continuous running total.
FEE_PAID_D
This field contains the date payment was received from the requester.
SQL TABLE: FEE
New Length: 10
DRAFT
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SYSTEM DESIGN SPECIFICATIONS
New Format: Date
GINS Data List: Nil (PAID/D)
Edit Checks: YYYY-MM-DD
SD195000
19 May 1989
FEE PAYMENT
This field contains the amount of the payment received from the requester.
SQL TABLE: FEE
New Length: N7.2
New Format: Numeric
GINS Data List: N10 (PAYMENT)
Edit Checks: None
FEE TYPE
This field is to record the type of fee being charged.
A relational table will be constructed on each case to
show amount for search, review and copy.
SQL TABLE: FEE
New Length: Cl
New Format: Alpha
GIMS Data List: None
Edit Checks: Three characters as noted in table below.
Comments: This is a new field. This field must be defined by three
categories S (Search Fee), R (Review Fee), C (Copy Fee), and 0 (Old Style
Fee) followed by the amount charged to the requester noted in the next
field.
FEE_WAIVER_DECISION
This field is used to indicate that a fee waiver was approved,
denied or amended.
SQL TABLE: FEE
New Length: C8
New Format: Alpha
GINS Data List: None
Edit Checks: Must contain approved, denied or amended.
Comments: This is a new field. It is suggested that three (3)
boxes be included in the FEES MENU so that ISD could enter an X
and the program would store APPROVED, DENIED, or AMENDED into the field.
FEE WAIVER REQ
This field is used to indicate that a fee waiver has been requested.
It will be input by logging when a case is opened and assigned a
new number.
SQL TABLE: FEE
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SD195000
19 May 1989
SYSTEM DESIGN SPECIFICATIONS
New Length: Cl
New Format: Alpha
GINS Data List: None
Edit Checks: Must contain X or blank.
Comments: This is a new field.
CASE NUMBER (Not Null): ITYPE, IYR, ISEQNUM
This field consists of the Type of case, Year, and Sequence Number.
.The year and sequence number is generated automatically by the system.
SQL TABLE: INITIAL
New Length: 8 characters
New Format: Alphanumeric
GINS Data List: A8 (IPS-LOG)
Edit Checks: First character must be either A (Amendment),
E (Executive Order), P (Privacy Act), F (Freedom of Information Act),
T (Temporary), C (Classification Review) stored in column name TYPE,
followed by two digits for the year stored in column name YR and a
four-digit sequence number (AYY-NNNN) stored in SEQNUM. One set of
sequence numbers will be used for all type cases.
IAGYCODE and IAGYNUM
These fields will be used to record the agency code and the
case number assigned by the
originating non-CIA agency.
SQL TABLE: INITIAL
New Length: 5 characters and 11 characters
New Format: Alphanumeric
GINS Data List: None
Edit Checks: Must be a valid code contained in the non-agency table.
ISD will provide a listing of these codes (ACT-DL).
Comments: These are new fields requested by ISD.
IAPPEAL_OPEN_D
This field is the date the appeal was filed.
SQL TABLE: INITIAL
New Length: 10
New Format: Date
GIMS Data List: Nil (APPEAL/D)
Edit Checks: YYYY-MM-DD
IAPPEAL_FINAL_D
This field is used to record the date an appeal is closed.
SQL TABLE: INITIAL
DRAFT
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SYSTEM DESIGN SPECIFICATIONS
New Length: 10
New Format: Date
GINS Data List: Nil (ACLOSED/D)
Edit Checks: YYYY-MM-DD
SD195000
19 May 1989
ICDWD
This field will be used to indicate that codeword material is contained
in the case file.
SQL TABLE: INITIAL
New Length: 1 character
New Format: Alpha
GINS Data List: LAll (CDWRD - Control No.
Edit Checks: X or Blank.
IEODOCS
This field is used to record the number of documents received for an
Executive Order case. This field is required if the type of case
is E.
SQL TABLE: INITIAL
New Length: N3
New Format: Numeric
GINS Data List: None
Edit Checks: None
Comments: This is a new field requested by ISD.
IEOPAGES
This field is used to record the number of pages reviewed in an EO case.
This field is required if the type of case is E.
SQL TABLE: INITIAL
New Length: N4
New Format: Numeric
GINS Data List: None
Edit Checks: None
Comments: This is a new field requested by ISD.
IBY LNAME
This field indicates that the requester represents
another party, it contains the last name of the "BY" party.
SQL TABLE: INITIAL
New Length: C30
New Format: Alpha
GINS Data List: A30 (FLNAME)
Edit Checks: None
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SD195000
19 May 1989
SYSTEM DESIGN SPECIFICATIONS
IBY MNAME
This field indicates the "BY" middle name or initial.
SQL TABLE: INITIAL
New Length: C10
New Format: Alpha
GINS Data List: A10 (FMNAME)
Edit Checks: None
IBY TITLE
This field contains the "BY" title.
SQL TABLE: INITIAL
New Length: C6
New Format: Alpha
GINS Data List: A6 (FTITLE)
Edit Checks: None
IBY FNAME
This field indicates that the requester represents
another party, it contains the first name of the "BY" party.
SQL TABLE: INITIAL
New Length: C15
New Format: Alpha
GINS Data List: A15 (FFNAME)
Edit Checks: None
ILITIG_FINAL_D
This field is used to record the date a litigation is closed by ISD.
SQL TABLE: INITIAL
New Length: 10
New Format: Date
GINS Data List: Nll (LCLOSED/D)
Edit Checks: YYYY-MM-DD
ILITIG_OPEN_D
This field is used to record the date the litigation was filed. It is
also referred to as the litigation date.
SQL TABLE: INITIAL
New Length: 10
New Format: Date
GINS Data List: Nll (LITIG/D)
Edit Checks: YYYY-MM-DD
DRAFT
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SD195000
19 May 1989
ILOG_DATE
This is the date a case is entered into IPS. It is automatically generated
using the system date.
SQL TABLE: INITIAL
New Length: 10
New Format: Date
GINS Data List: Nil (LOG/D)
Edit Checks: None
ICASEOFF
This field contains the initials of the case officer who is assigned
the case for processing.
SQL TABLE: INITIAL
New Length: C3
New Format: Alpha
GINS Data List: A3 (CASE-OFF)
Edit Checks: Must be a valid code contained in the case officer table.
Comments: Capability to make global change of all cases assigned from
one case officer to another.
IORG
The field is used to record the requester's organizational affiliation.
SQL TABLE: INITIAL
New Length: C60
New Format: Alphanumeric
GIMS Data List: A60 (ORG)
Edit Checks: None
IRD
This field will be used to indicate that RD material is contained in
the case file.
SQL TABLE: INITIAL
New Length: Cl
New Format: Alpha
GINS Data List: None
Edit Checks: X or blank
Comments: This is a new field.
IRECEIVE_D (Not Null)
This required field indicates the date the request was received in ISD.
SQL TABLE: INITIAL
New Length: 10
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SD195000
19 May 1989
SYSTEM DESIGN SPECIFICATIONS
New Format: Date
GINS Data List: Nil (RECEIVED/D)
Edit Checks: YYYY-MM-DD
IREQUEST_D (Not Null)
This required field is the date of the requester's letter or the date
received in ISD
if the letter is undated.
SQL TABLE: INITIAL
New Length: 10
New Format: Date
GINS Data List: N11 (REQUEST/D)
Edit Checks: YYYY-MM-DD
ICITY
This field contains the requester's city.
SQL TABLE: INITIAL
New Length: C20
New Format: Alpha
GINS Data List: A20 (CITY)
Edit Checks: None
ICOUNTRY
This field contains the requester's country.
SQL TABLE: INITIAL
New Length: C5
New Format: Alpha
GINS Data List: None
Edit Checks: None
IRFNAME (Not Null)
This required field contains the requester's first name.
SQL TABLE: INITIAL
NEW LENGTH: C15
New Format: Alpha
GINS Data List: A15 (RFNAME)
Edit Checks: None
IRLNAME (Not Null)
This required field contains the requester's last name.
System should have capability of updating and retrieving
multiple last names.
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SQL TABLE: INITIAL
New Length: C30
New Format: Alpha
GINS Data List: A30 (RLNAME)
Edit Checks: Must be alphabetic characters.
Comments: Multiple part names will be separated with a space.
IRMNAME
This field contains the requester's middle name or initial.
SQL TABLE: INITIAL
New Length: C10
New Format: Alpha
GINS Data List: A10 (RMNAME)
Edit Checks: Must be alphabetic characters.
Comments: Multiple part names will be separated with a space.
ISTATE
This field contains the requester's state.
SQL TABLE: INITIAL
New Length: C2
New Format: Alpha
GINS Data List: A2 (STATE)
Edit Checks:' Validate using table (STATE-DL).
ISTREET
This field contains the requester's street address.
SQL TABLE: INITIAL
New Length: C45
New Format: Alphanumeric
GINS Data List: A45 (STREET)
Edit Checks: None
IRTITLE
This field denotes the requester's title.
SQL TABLE: INITIAL
New Length: C6
New Format: Alpha
GINS Data List: A6 (RTITLE)
Edit Checks: None
IZIP
This field contains the requester's zip code.
SD195000
19 May 1989
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SYSTEM DESIGN SPECIFICATIONS
SQL TABLE: INITIAL
New Length: C10
New Format: 99999-9999
GINS Data List: A5 (ZIP)
Edit Checks: None
SUB1, SUB2, SUB3
These fields are used to record the subject of the request.
SQL TABLE: INITIAL
New Length: C210
New Format: Alphanumeric
GINS Data List: A320 (SUBJECT)
Edit Checks: None
Comments: ISD will review data to determine what will be lost in
conversion. Each new field is 70 characters long. Data recorded
in SUB1, SUB2 and SUB3 will be keyed in new fields such
as # EO DOCS, # EO PAGES, STATUS/DISP.
ITCLOSE_D
This field is used to indicate that a T case is closed due to no
response from requester.
SQL TABLE: INITIAL
New Length: 10
New Format: Date
GINS Data List: Nll (CL-NORESP/D)
Edit Checks: YYYY-MM-DD
ITCHNGP D
This field is used to indicate the date a T was changed to a P case.
SQL TABLE: INITIAL
New Length: 10
New Format: Date
GINS Data List: Nll (CL-RESP/D)
Edit Checks: YYYY-MM-DD
ITS NUM1, ITS NUM2, ITS NUM3, ITS NUM4
This field contains the TS collateral control number.
SQL TABLE: INITIAL
New Length: C13
New Format: Alphanumeric
GINS Data List: A9 (TSNUM)
Edit Checks: See format in comments.
Comments: This field is to be a repeating field allowing up to 4 TS
numbers to be entered. Field is formatted as follows: XXXXXTS000188
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19 May 1989
where X is office of origin, 0001 is number and 88 is year. The office
of origin will be an optional field.
ITYPE_REVIEW
This field will be used to indicate the type of classification review.
SQL TABLE: INITIAL
New Length: C10
New Format: Alpha
GINS Data List: None
Edit Checks: The type review must be FRUS, MANUSCRIPT, DAMAGE (for
damage assessment), and OTHER.
Comments: This is a new field.
IUPDATE
This field contains the date the record was updated. It is generated
automatically by the system.
SQL TABLE: INITIAL
New Length: 10
New Format: Date
GINS Data List: N11 (UPDATE/D)
Edit Checks: YYYY-MM-DD
****************************
KEYWORD
This field. is to record specific words associated with each request
to easily search, identify, and retrieve information about other
cases with the exact or similar requested information.. Up to five (5)
keywords may be input for each case.
SQL TABLE: KEYWORD
New Length: 20
New Format: Alphanumeric
GINS Data List: A30 (TERM-LIST)
Edit Checks: None
Comments: Up to 5 keywords may be entered for one case in the new
system. ISD will have to review the data in the TERM-LIST to determine
what data needs to be included in the new system. The field in the old
system is 30 characters and there are many records which have more than
five (5) keywords. ISD will generate
a listing of all keywords (online/offline) before new IPS system is in
operation and update the new system after conversion.
*************************
REFER_AGY
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SYSTEM DESIGN SPECIFICATIONS
This field identifies the agency (NON-CIA) to which documents have
been sent for their direct response to the requester.
SQL TABLE: REFERRAL
New Length: C5
New Format: Alpha
GINS Data List: A4 (REFRL)
Edit Checks: The agency code must be among a list of valid codes.
REFER_SENT_D
This field records the date the referral was sent to another agency.
SQL TABLE: REFERRAL
New Length: C10
New Format: Numeric
GINS Data List: None
Edit Checks: YYYY-MM=DD
Comments: This is a new field requested by ISD.
******* ,:***** ****
RET_BOXNUM
This field is the box within the job in which the records are
retired to the
Agency Archives and Records Center.
SQL TABLE: RETIRED
New Length: N4
New Format: Numeric
GINS Data List: A4 (BOXNUM)
Edit Checks: None
Comments: Should be updated automatically from data
prepared in VM and transferred to ARCINS.
RET DESTRUC D
This field contains the date the case folder should be review
for destruction.
SQL TABLE: RETIRED
New Length: 10
New Format: Date
GIMS Data List: N11 (DEST/D)
Edit Checks: YYYY-MM-DD
RET_FOLDER_NUM
This field is the folder within the box in which the document was
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retired to the Agency Archives and Records Center.
SQL TABLE: RETIRED
New Length: C5
New Format: Alphanumeric
GINS Data List: A5 (FOLDER)
Edit Checks: First four positions must be numeric.
Comments: Should be updated automatically from retirement
data prepared in VM and transferred to ARCINS.
RET ITEM NUM
This field is the item number of the material
retired to the Agency Archives and Records Center.
SQL TABLE: RETIRED
New Length: C8
New Format: Alphanumeric
GINS Data List: None
Edit Checks: None
Comments: This is a new field.
RET NUM FOLDERS
_ _
This field is used to record the number of folders (volumes) for
a case.
SQL TABLE: RETIRED
New Length: N2
New Format: Numeric
GINS Data List: A2 (NFOLD)
Edit Checks: None
RET_JOB_NUM
This field is the job in which the records were retired to the
Agency Archives and Records Center.
SQL TABLE: RETIRED
New Length: C9
New Format: Alphanumeric
GINS Data List: A10 (JOBNUM)
Edit Checks: YYXNNNNNA (YY-year, X-classification or dash,
N-sequence number, A=a or r)
Comments: Should be updated automatically from retirement data
prepared in VM and transferred to ARCINS.
SD195000
19 May 1989
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SD195000
19 May 1989
SYSTEM DESIGN SPECIFICATIONS
*********************
CASE NUMBER (Not Null)
This field consists of .the type of case, year
. and sequence number. It is carried over from the IPS-LOG or IPS-HIST
file.
SQL TABLE: LITIG
New Length: 8 characters (Cl*C2*C4)
New Format: Alphanumeric
GIMS Data List: A8 (IPS-LITIG)
Edit Checks: First character must be either E (Executive Order),
P (Privacy Act), F (Freedom of Information Act), T (Temporary),
followed by two digits for the year and a four-digit
sequence number (AYY-NNNN).
LCOLITIGANTS
This field contains the colitigants for the case other than the
requester and the plaintiff.
SQL TABLE: LITIG
New Length: C60
New Format: Alpha
GIMS Data List: A30 (LCO/LIT)
Edit Checks: None
LVERSUS_STYLE
This field is used to record style of complaint
(Readers Digest v. FBI, CIA v. Doe, etc.)
SQL TABLE: LITIG
New Length: C20
New Format: Alpha
GIMS Data List: None
Edit Checks: None
Comments: This is a new field.
LCOURT_DATE (Not Null)
This is the date of the litigation as indicated by the court.
SQL TABLE: LITIG
New Length: 10
New Format: Date
GIMS Data List: N11 (LLITIG/D)
Edit Checks: YYYY-MM-DD
LOPEN CASEOFF
DRAFT
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19 May 1989
This field contains the initials of the case officer who is assigned
the litigation for processing.
SQL TABLE: LITIG
New Length: C3
New Format: Alpha
GINS Data List: None
Edit Checks: Must be a valid code contained in the CASE OFFICER table.
Comments: This is a new field.
LFINAL_DATE
This field contains the date the litigation was closed.
SQL TABLE: LITIG
New Length: 10
New Format: Date
GINS Data List: Nll (LFINAL/D)
Edit Checks: YYYY-MM-DD
LFINAL LOG DATE
_ _
This is the date the litigation closing action was logged.
It is automatically generated.
SQL TABLE: LITIG
New Length: 10
New Format: Date
GINS Data List: Nll (LFIN/LOG/D)
Edit Checks: YYYY-MM-DD
LLNAME
This field contains the requester's last name.
SQL TABLE: LITIG
New Length:
New Format:
GINS Data List:
Edit Checks:
LMNAME
This field contains the requester's middle name.
SQL TABLE: LITIG
New Length:
New Format:
GINS Data List:
Edit Checks:
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SD195000
19 May 1989
SYSTEM DESIGN SPECIFICATIONS
LFNAME
This field contains the requester's first name.
SQL TABLE: LITIG
New Length:
New Format:
GINS Data List:
Edit Checks:
LBY LNAME
This field contains the last name of the BY party.
SQL TABLE : LITIG
New Length:
New Format:
GINS Data List:
Edit Checks:
LBY_MNAME
This field contains the middle name of the BY party.
SQL TABLE: LITIG
New Length:
New Format:
GIMS Data List:
Edit Checks:
LBY_FNAME
This field contains the first name of the BY party.
SQL TABLE: LITIG
New Length:
New Format:
GINS Data List:
Edit Checks:
LTITLE
This field contains the requester's title.
SQL TABLE: LITIG
New Length:
New Format:
GINS Data List:
Edit Checks:
LORG
This field contains the requester's organization.
DRAFT
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SQL TABLE: LITIG
New Length:
New Format:
GINS Data List:
Edit Checks:
LLOG_DATE
This is the date the litigation was entered into IPS. It is
automatically generated using the system date.
SQL TABLE: LITIG
New Length: 10
New Format: Date
GINS Data List: Nil (LIT/LOG/D)
Edit Checks: None
LOGC_ATTY
This field contains the name of the OGC attorney assigned to the
litigation.
SQL TABLE: LITIG
New Length: C30
New Format: Alpha
GINS Data List: A30 (LOGC/ATTY)
Edit Checks: None
SD195000
19 May 1989
LUPDATE
This field contains the date the record was updated. It is generated
automatically by the system.
SQL TABLE: LITIG
New Length: 10
New Format: Date
GINS Data List: None
Comments: This is a new field.
LNUMBER (Not Null)
This is a court assigned number for the litigation.
SQL TABLE: LITIG
New Length: 11 characters
New Format: Alphanumeric
GINS Data List: All (LITIG/NUM)
Edit Checks: None
LREC DATE (Not Null)
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SD195000
19 May 1989
SYSTEM DESIGN SPECIFICATIONS
This field indicates the date the litigation was received in ISD.
SQL TABLE: LITIG
New Length: 10
New Format: Date
GIMS Data List: Nll (LIT/REC/D)
Edit Checks: YYYY-MM-DD
LPLAINTIFF
This field contains the name of plaintiff if other than the
requester.
SQL TABLE: LITIG
New Length: C60
New Format: Alpha
GINS Data List: A60 (LPLAINTIFF)
Edit Checks: None
*************************
LACT_ACTION
This field is used to indicate the office or component designated
to process the request or the source of an incoming referral.
SQL TABLE: LITIG ACTION
New Length: C5
New Format: Alphanumeric
GINS Data List: A4 (LACTION)
Edit Checks: Must be a valid code contained in office or component
table.
LACT_RESP
This indicator code is used to record the type of response.
P = Positive, N = Negative, E = Fee Estimate, D = Denied
SQL TABLE: LITIG ACTION
New Length: Cl
New Format: Alpha
GINS Data List: None
Edit Checks: Must be among ISD-provided list of valid codes.
Comments: This is a new field.
LACT RETRN D
This field contains the date the action office responded to the request.
SQL TABLE: LITIG ACTION
New Length: 10
New Format: Date
DRAFT
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GIMS Data List: None
Edit Checks: YYYY-MM-DD
Comments: This is a new field.
SD195000
19 May 1989
LACT SENT D
This fieldcontains the date the request sent to designee for action
and processing.
SQL TABLE: LITIG ACTION
New Length: 10
New Format: Date
GIMS Data List: Nil (LACT/SENT/D)
Edit Checks: YYYY-MM-DD
LACT_TYPE
This field will be used to indicate the type of action.
SQL TABLE: LITIG ACTION
New Length: Cl
New Format: Alpha
GIMS Data List: None
Edit Checks: The type action must be T = Tasking, F = Fee Estimate,
R = Referral.
Comments: This is a new field.
***************************
LCOORD_COORD
This field is used to record coordinations to other
components or agencies by the primary designee in the LITIG ACTION field.
SQL TABLE: LITIG_COORD
New Length: C4
New Format: Alphanumeric
GIMS Data List: None
Edit Checks: Must be a valid code in table. If this field is used,
LITIG ACTION RESPONSE must be "P", "R", or "C".
Comments: This is a new field. Fields LITIG COORDINATION, LITIG
COORDINATION SENT DATE, LITIG COORDINATION RETURN DATE may repeat as a
group.
LCOORD_RETRN_D
This field contains the date the LITIG COORDINATION office responded.
SQL TABLE: LITIG_COORD
New Length: 10
New Format: Date
GIMS Data List: None
Edit Checks: YYYY-MM-DD
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SD195000
19 May 1989
SYSTEM DESIGN SPECIFICATIONS
Comments: This is a new field.
LCOORD SENT D
_ _
This field contains the date the coordination was sent.
SQL TABLE: LITIG COORD
New Length: 10
New Format: Date
GIMS Data List: None
Edit Checks: YYYY-MM-DD
Comments: This is a new field.
A-4:.44::**************
LREFER_AGY
This field identifies the agency (non-CIA) to which documents have
been sent for direct response to the requester.
SQL TABLE: LITIG_REFER
New Length: C4
New Format: Alpha
GIMS Data List: None
Edit Checks: Must be a valid Agency code listed in ISD-table.
Comments: This is a new field.
LREFER SENT D
_ _
This field indicates the date the referral was sent to an agency for
its direct response to the requester.
SQL TABLE: LITIG_REFER
New Length: 10
New Format: Date
GIMS Data List: None
Edit Checks: YYYY-MM-DD
Comments: This is a new field.
DRAFT
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DRAFT
I LOGGING SECTION I
I DETERMINES CASE TYPE I
IT=TEMPORARY, P=PRIVACYI
IF=FREEDOM, E=EXECUTIVEI
I LOGGING SECTION I
1 QUERIES DATABASE FOR 1
1 REQUESTER AND/OR
1 SUBJECT; FEES OWED; 1
I INFO PRINT-OUTS
LOGGING SECTION
MAYEMAY NOT SEEK
CASE OFFICER REVIEW
PRIOR TO ADDING NEW
RECORD TO IPS
DATABASE
1 LOGGING SECTION 1
'PREPARES PRELIMINARY1
1 ACKNOWLEDGEMENT 1
1 LETTER OF RECEIPT 1
1CASE PACKAGE FOR P,1
1 F & E CASES GIVEN 1
I TO CASE OFFICER I
2
SYSTEM DESIGN SPECIFICATIONS
APPENDIX A
IPS CASE PROCESSING
'LOGGING SECTION'
>1MAILS LETTER I
'FOR T CASES 1
SD195000
19 May 1989
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SD195000
19 May 1989
2
SYSTEM DESIGN SPECIFICATIONS
ICASE OFFICER MAY/MAY NOTI
I REQUEST ADDITIONAL I
I SEARCHES DONE
ICASE OFFICER PREPARESI
IFINAL ACKNOWLEDGEMENTI
'LETTER OF ACCEPTANCE I
I CASE OFFICER MAY CLOSE I
>I THE CASE I---> IENDI
ICASE OFFICER DETERMINESI---> 'LOGGING SECTION ENTERS I
I FEE CHARGES I IFEE DATA; RETURNS CASE I
IPACKAGE TO CASE OFFICER I
I NO
ICASE OFFICER GIVES!
ICASE PACKAGE TO I<
IIA FOR TASKING I
IIA ADDS TASKING INFO I
I(DATES, CIA COMPONENTS/I
'OTHER AGENCIES) TO
IIPS DATABASE
IIA TRACKS RESPONSESI
I ADDS ADDITIONAL I
I TASKINGS
IALL RESPONSES IN: I
IIA REVIEWS CASE & I
'PREPARES IT FOR I
'CLOSING
3
DRAFT
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3
SYSTEM DESIGN SPECIFICATIONS
CASE OFFICER REVIEWS CASE
l& WRITES FINAL RESPONSE '
'LETTER
ICASE IS CLOSED BYI
'LOGGING SECTION '
END
SD195000
19 May 1989
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19 May 1989
SYSTEM DESIGN SPECIFICATIONS
(THIS PAGE INTENTIONALLY LEFT BLANK)
DRAFT
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SYSTEM DESIGN SPECIFICATIONS
APPENDIX B
IPS ONLINE HELP
B.1 HELP **WELCOME MENU**
Information Privacy System
SD195000
19 May 1989
The IPS system provides the capability for recording, tracking and
reporting of all Privacy Act, Freedom of Information and Executive Order
requests for the Agency.
This Welcome menu is used to describe what options are available within the
system.
**********;;A:.A-*A::***
Depress F3 to Return to Welcome Menu
B.2 HELP **INITIAL CASE PROCESSING**
OPEN New Initial Case
1. Type of Case (A=amend,C=class,E=E0,F=FOIA,P=privacy,T=temporary)
2. Case Number (year and sequence number automatically assigned by system)
3. Letter Dated (All Dates are in YYYY/MM/DD format 1987-11-30)
4. Letter Received Date (Must be later than letter date)
5. Case Officer (Initial officer, not required for T cases)
6. Fee Category of Requester (1=commercial use, 2=educational &
non-commercial scientific institutions, 3= representatives of the
news media, 4 = all other)
7. Fee Waiver - (X or blank)
8. Requester's Last and First Name
9. Non-CIA Agency (If entered, must be valid code) 10. Number of pages and
documents are required if EO case 11. Type Classification Review
(MANUSCRIPT,FRUS,OTHER,DAMAGE) 12. TS Collateral (XXXXX TS 9999 88 where
XXXXX=ofc origin & is optional 13. Subject (May be entered in OPEN or
KEYS/XREFS menus)
**************
To open a new initial case fill in the required items in the menu and
depress the F4 key. Required field names are highlighted on the menu.
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SD195000
19 May 1989
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SYSTEM DESIGN SPECIFICATIONS
Depress F3 to Return
B.3 HELP **CHANGE INITIAL CASE**
B.4 HELP ** KEY/XREF **
Cross References and/or Keywords
Type in case number (Ex: E88-0765) and depress F4 to select the
record. If a record is found, the last and first name of the requester
will appear in the menu along with any other existing fields. Type in
data to add or change in the fields listed and depress F10 to add or
change the data.
Type Classification Review - Must be FRUS, MANUSCRIPT, DAMAGE, OTHER.
TS Collateral - (XXXXX TS 9999 88 where XXXXX=ofc of orgin & is optional).
Codeword & RD - Must be blank or
Cross Reffernce - Same format as case number, followed by suffix A-F.
A = Same Requester/Same Topic; B = Different Requester/SmeE Topic
C = Same Requester/Different Topic; D = New-Old; E = Piggyback;
F = Work Together.
Category of Requester - ( 1=Commercial Use; 2=Educational & Non-Commercial
Scientific Institutions; 3=Representatives of New Media; 4=A11 Other.
Depress F3 to Return
B.5 HELP **ACK/STAT**
B.6 HELP **TASKING**
B.7 HELP **FEES**
B.8 HELP **CASEOFF** ?
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B.9 HELP **FINAL CASE PROCESSING**
B.10 HELP **LITIGATION CASE PROCESSING**
B.11 HELP **RETIREMENT CASE PROCESSING**
SD195000
19 May 1989
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