OFFICE OF INFORMATION SERVICES FY1985 SECOND QUARTERLY REVIEW

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP88G00186R001101410009-9
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 13
• Document Creation Date: December 22, 2016
• Document Release Date: June 9, 2010
• Sequence Number: 9
• Publication Date: July 8, 1985
• Content Type: MEMO

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8 July 1985
SUBJECT: Office of Information Services FY1985 Second Quarterly Review
1. The FY 1985 Second Quarterly Review for the Office of
Information Services (OIS) was held at 1400 hours on 4 June, 1207 Ames.
The meeting was hosted by (D/OIS) and attended by the
DDA, ADDA, and members of the DA management staff.
2. began by noting four major areas where OIS should
ensure continued momentum, i.e., The Records Information System (TRIS),
FOIA, File Designation, and the Agency Historical Review program. He
also updated the status of the unfinished Ames building Information
Service Center (ISC) and noted the delays which hav
from being completed. than introduced to
address the audience on staffing OIS Management Information MI
Sub-Group positions.
3. Regarding MI staffing, pointed out that current MI
career service positions total of which are located in the
central office, and the remain er assigned to enc registries, RMO
positions, and other rotational duties. said that although
position growth indicates an increase of positions in FY84 and
additional positions in FY85 (for the His orical Review Program), the
career service was still 41 understrength. He also commented that the
EOD rate has been extremely low for clerical employees and management
must not allow the need for CT's and Analysts to override the
requirement for reliable clerical personnel.
4. then spoke on recent criticisms of Agency
Regulations. He said that new suggestions regarding regulations control
are not any different than those received from the beginning of time,
i.e, too long, too many, too legalistic, too technical, etc. He cited
some specific complaints and/or suggestions such as publishing a digest
of regulations, eliminating all field issuances, and publishing employee
bulletins and notices in 3/4 hours. stated that the
Regulatory Policy Division (RPD) keeps an open mind, examines all
complaints or suggestions very thoroughly, and is always searching for a
better way to run the regulatory system. He said that the following RPD
actions have been initiated in attempts to streamline operations:
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a. Conduct an annual review and solicitation of RPD members in
order to examine the past years operations to initiate appropriate
internal improvements.
b. Personal visits to components, such as OGC and the DO, are
being made to facilitate coordination and resolve policy differences.
c. Strict enforcement of the six months expiration date on
notices.
d. Meetings with approximately 40 Agency coordinators and
editors.
e. Meetings with all Agency distribution Officers.
Additionally, future plans call for the preparation of memorandum to
select representatives to check their own regulations and make specific
suggestions and comments. RPD will then evaluate the information and go
back to the DDA with final recommendations.
5. The preservation of Agency Records was addressed by Messrs.
began by giving a brief 25X1
history ot the Agency Archives and Records en er (AARC) program and
location sites from 1951 to present. He also included information on
preservation efforts of the past such as the periodic reinspection of
microforms, the rewindin of motion picture films, and the replacement
of storage containers. then explained that because of 25X1
delays in transferring Agency records to the National Archives (due to
sensitivity), a resurrection of the preservation program is considered
necessary until the transfer can be accomplished. He further explained
the type of equipment required to reinstitute the microform maintenance
program, and time and cost estimated to test and maintain 37,000 cubic
feet of permanent records. olunteered to provide the 25X1
necessary information relative to hardware and software and page copy
conversion costs. then concluded the presentation by stating 25X1
that future expansion o the AARC would include consideration of the
recent Eastern Kodak study recommendations and a recommendation for a
much larger area for cold storage.
6, resented updates on the search for Top Secret 25X1
documents an on e Records Information System (TRIS). He said that of
the 12,000 TS DOCUMENTS unaccounted for in 1983, over 2,000 have since
been located, also stated that the Top Secret Control for 25X1
Agency Documents System TSCADS) will be going on-line in August 1985 to
assist in keeping track of records. The Agency has 49 TS control points
(DCI-9, DA-16, DI-15, DO-1, DS4T-8), and a meeting will be held with all
control officers prior to TRIS implementation to ensure proper training
is received in new TS control procedures. It is estimated that it will
take 4-6 months to bring Offices into TRIS, and OIS will focus on each
Offices' individual needs and unique requirements.
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7. The final speaker,) (discussed new Information
and Privacy Division (IPD) management initiatives. He explained that in
order to improve IPD response to the FOIA bill, all case support efforts
(letter proofers, word processors, etc.) have been consolidated into one
branch to provide built-in redundancy. He summarized the following six
efforts which were initiated by IPD to improve FOIA response time:
a. Reorganization of Support Functions: consolidated all case
support efforts into one branch.
b. Acquired new Office furniture: An office morale booster
designed to lessen fatigue.
c. Resurrection of old cases: Preparation of back-log reports
in attempts to initiate appropriate action on cases being held up at
the component level.
d. Institution of a shelf review: Analyzing cases that have
been "sitting" and initiating appropriate action.
f. Expanded use of OIS legal advisor.
stated that a net result of these initiatives has been a
continuous downward trend in the FOIA backlog, which has been reduced by
21%.
8. The conference room session was adjourned at 1515 hours and an
attraction to the review then followed with and
conducting a tour for the DDA and his staff of the IPD
c i ities. Mr. Fitzwater expressed his appreciation to IPD personnel
for their fine work and dedicated performance in responding to the
provisions of the FOIA relief bill.
DDA/MS
Distribution:
Orig - File
1 - D/OIS
1 - DDA Chrono
1 - DDA/MS Chrono
PJuly1985
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OFFICE OF INFORMATION SERVICES
FY 1985 SECOND QUARTER REVIEW
1400 Hours, 4 June 1985
Room 1207, Ames Building
TIME TOPICS AND SPEAKERS
1400-1410 Opening Remarks and Office Overview
Director of Information Services
1410-1420 Staffing MI Sub-Group Positions
Deputy Director of Information Services
1420-1430 Criticisms of Agency Regulations - What Can We Do?
Chief, Regulatory Policy Division
1430-1445 Preservation of the Agency's Records
Information Resources Management Division
1445-1455 TS Search and TRIS Update
Deputy Chief, Information Resources Management
Division
1455-1510 IPD Management Initiatives
Chief, Information and Privacy Division
1510-1530 Visit to the Information and Privacy Division
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OFFICE OF INFORMATION SERVICES
Progress on Certain Action Items Not
Presented for Formal Discussion
Information Resources Management Division
During the quarter IRMD moved closer to achieving a full-service
Information Services Center in the Ames Building. Now that full registry
support is being provided to the office of Research and Development, all
Ames Building components are receiving ISC services. Installation of a
supplemental air conditioning system also was completed during the
quarter. It not only provides cooling for our Wang Alliance system but
also will cool the laser printers that are to be installed when
renovations to the ISC facility are completed.
The National Archives and Records Administration has approved one of
the new Agency records control schedules. This schedule contains the
"common items" that also are included in each of the Agency component
schedules. Implementation can only proceed after NARA begins to approve
the component schedules, a notice concerning our records schedule
revisions is published in the Federal Register, and after review by the
Senate Select Committee on Intelligence.
Work has begun to update the Agency's National Security Classifica-
tion Guide. Directorate RMOs have been tasked with identifying a focal
point in each major component to provide comment and coordination on the
forthcoming revisions. Memorandums also have been sent to Agency offices
requesting assistance in the project.
The goal to update the vital records schedules of the DS&T and DCI
area is being pursued with the principal records management officers.
During the quarter, IRMD provided guidance on the substance of the
schedules as well as the procedures for updating them. A tasking
memorandum was sent to the DDS&T to further promote the effort within
that directorate. The DS&T Records Management Officer believes that his
vital records schedule updating can be completed by the end of the year.
Progress in completing ADP records schedules in the DA has been
limited. IRMD met during the quarter with DA component records manage-
ment officers to explain procedures, to provide samples to use as guides,
and to offer direct assistance as necessary. A memorandum to the DA
Office Directors has been prepared for the DDA's signature reminding them
of the need to complete the schedules. The memorandum will be forwarded
to the DDA early in the third quarter.
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The objective to conduct four information management audits and train
two additional employees in audit techniques is on target. IRMD auditors
have completed two audits (OIS and ORD) and are about to begin a third-
(OSWR). A fourth audit will be completed by the end of the fiscal year.
One additional officer has been trained in audit techniques and a second
is scheduled for training by year's end.
Regulatory Policy Division
Further progress was achieved this quarter toward revising all the
Headquarters and field regulations issued in 1980 and before. Sixteen
proposed revisions to the regulations issued before 1980 were received
and two have been published, bringing the total to 87 out of the original
group of 148. Moreover, five revisions to the regulations issued in 1980
were received and seven revisions already in process were published for a
total of 62 out of the original group of 83. In addition, revisions to
five of the nine regulations dated 1981 were received this quarter by RPD
for processing.
Automation of the regulatory process also is progressing.
Communications links for sending and receiving initial and edited
regulatory proposals have been established with the offices of Personnel,
Finance, Security, and Communications, and also with the office of
General Counsel and the Directorate of Science and Technology. Diskettes
are being exchanged with the Office of Logistics. Continued progress to
a great extent will depend on the ability of the components to train more
of their employees to use the new automated procedures. The capability
to communicate electrically with the Printing and Photography Division
continues to undergo technical refinements. An additional enhancement to
RPD's capabilities will occur when the division goes on the Wang Alliance
System in June 1985.
Classification Review Division
CRD is working with the principal components in planning an Agency
historical review program and has contributed significantly to a report
to the Congress being prepared by Chief, History Staff, on the feasi-
bility of such a program. An objection expressed by the Directorate of
Operations to CRD having access to its records is a potentially trouble-
some matter to be resolved, and meetings to resolve this issue are under
way.
As an initial test of the centralized review for declassification
concept, CRD has begun handling mandatory classification review
requests. By providing first review of the material before sending it
through the Information and Privacy Division to the cognizant Agency
components, considerable savings of time and effort can be expected.
Approximately 230 such requests are received each year.
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OFFICE: Office of Information Services
OBJECTIVE STATEMENT : Institute an Effective Career Development Program
fT f. T\A1fA TTf T A!l1T /.ww
SIGNIFICANT FUNDING AMOUNT: FY85
DATE SUBMITTED: 12 October 1984
Activities Planned
Develop employee skills
and professionalism
through internal and
external training
Develop and implement
certification of MI
sub-group careerists
prior to assignment as
Information Management
Officers
Quarter 1
Quarter 2
Quarter 3
Apn
May
0 =Submitted
X = Actual
STAT
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Quarter 4
Jul I Aug I Sep
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OFFICE: Office of Information Services
OBJECTIVE STATEMENT : Provide for the effective management of the Agency's Information Resources
RESPONSIBLE OFFICER:
SIGNIFICANT FUNDING AMOUNI: FY 85
DATE SUBMITTED: 12 October 1984
Activities Planned
Establish full-service
ISC in Ames Building;
refine requirements for
ISCs in new Hqs buildin
Bring TRIS to initial
operating capability
and begin training
users
Complete search for
unaccounted for TS
documents in the DI
and DO
Initiate disposition of
records in accordance
with updated records
control schedules
Train two employees in
archival techniques and
implement program at
AARC
Quarter 1
Quarter 2
Feb
Quarter 3
Apn
May
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0 = Submitted
X - Actual
Quarter 4
Jut Aug Sep
STAT
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OFFICE: Office of Information Services 0 = Submitted
OBJECTIVE STATEMENT : Provide for the effective management of the Agency's Information Resources X - Actual
RESPONSIBLE OFFICER: STAT
SIGNIFICANT FUNDING FY 85
DATE SUBMITTED: 12 October 1984
Activities Planned
Update the Agency's
National Security
Classification Guide
Update the vital
records schedules of
the DS&T and DCI area
Complete the disposi-
tion schedules of ADP
records in the DA
Conduct four Informa-
tion Management audits
and train two additional
employees in audit
techniques
Analyze a sampling of
permanent records at
the AARC to determine
their physical condi-
tion
Quarter 1
Quarter 2
Feb
Quarter 3
Apt
day
Quarter 4
Jut I Aug I Sep
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OFFICE: Office of Information Services
OBJECTIVE STATEMENT: Provide timel consistent responses to requests for release of Agency
RESPONSIBLE OFFICER: Information
SIGNIFICANT FUNDING AmuUNT: _$
DATE SUBMITTED: 12 October 1984
Activities Planned
Quarter 1
Reduce the current
case backlog
Develop Agency-wide
FOIA action plan,
monitor performance,
and report to Congress
Streamline the workflow
of IPD
FY 85
Quarter 2
Feb
Quarter 3
Apn
MAay
Jun
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0 = Submitted
X = Actual
STAT
Quarter 4
Jut I Aug I Sep
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OFFICE: Office of Information Services
OBJECTIVE STATEMENT: Manage the Regulatory System in accordance with Statutes, Executive Orders,
RESPONSIBLE OFFICER: and Agency Policy
SIGNIFICANT FUNDING A
DATE SUBMITTED: 12 October 1984
Activities Planned
Complete revision of
all Hqs and field regu-
lations issued in 1980
and before
Maintain regulatory
system so no Hqs or
field regulation is
older than three years
Continue to automate
the regulatory process;
train personnel on the
Wang Alliance
Quarter 1
Continue to reconcile
numbering sequence of
Notices and Handbooks
to the regulations
FY 85
Quarter 2
Feb
0 = Submitted
X - Actual
Quarter 4
Jut
Aug
Sep
0
0
0
0
Quarter 3
Apn
May
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OFFICE: Office of Information Services
OBJECTIVE STATEMENT: Manage an Effective Classification Review Program
RESPONSIBLE OFFICER:
SIGNIFICANT FUNDING AMOUNT:
DATE SUBMITTED: 12 October 1984
Quarter 1
Prepare detailed plan
for a selective his-
torical review program
and implement
Further develop pro-
posal for centralized
classification review
Expand RIMS data base
and test system
Update guidelines for
reviewing summaries of
Agency employment and
contribute to updating
FY 85
Quarter 2
Quarter 3
Apn.
May
STAT
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0 = Submitted
X = Actual
STAT
Quarter 4
Jut I Aug I Sep
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STAT
STAT
STAT
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