OIS WEEKLY REPORT (20 - 25 NOVEMBER 1986)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP87-00058R000300530006-9
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 13
• Document Creation Date: December 27, 2016
• Document Release Date: June 17, 2011
• Sequence Number: 6
• Publication Date: November 26, 1986
• Content Type: MEMO

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CONFIDENTIAL
MRIORANDUM FOR: Deputy Director for Administration
Director of Information Services
SUBJECT: OIS Weekly Report (20 - 2S November 1986)
1. The Chief, Information Resources Management Division (IRMD) and
members of his staff visited the Office of Archives and History, National
Security Agency (NSA), for briefings by NSA personnel on aspects of that
agency's records and information management practices and procedures.
The briefings covered FOIA and declassification procedures, archival
preservation methods, record center activities, and management of
electronic records.
2. OIS representatives met with representatives from the Office of
Personnel (OP) to discuss OP's requirements for an on-line data retrieval
system for new Agency regulations that are to be published on employee
benefits. OIS and OP will collaborate in writing a requirements document
to define the need for a VM-based system that can be accessed by users of
the new regulations.
3. Steven Garfinkel, Director of the Information Security Oversight
Office (ISOO), met with Agency Information Management Officers and other
personnel involved in information management to explain the mission and
functions of ISOO. A discussion followed on such topics as ISOO's
declassification procedures, its collection of classification statistics,
and its relationship to the National Security Council.
approved a requisition by the Office of Information Resources,
4 IRMD, exercising its authority under Headquarters Regulation
Direct rate of Intelligence (DI), for the purchase of five Lektriever
power file units. These twelve-foot high, floor-to-ceiling special
filing units provide optimum file storage capacity and allow more floor
space for work stations.
All Portions Unclassified
Except Where Marked
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CONFIDENTIAL
S. OIS annuitants continue to review retired records of the Office
of General Counsel at the Agency Archives and Records Center. Top Secret
collateral documents in some 370 cubic feet of records are being matched
against data in the Top Secret Control Automated Data System (TSCADS).
During this reporting period the annuitants found an additional 726 Top
Secret collateral documents that were either not listed or incorrectly
recorded.
6. IRMD representatives met with the Chief, New Building Relocation
Staff/Projects Management Division, Office of Information Technology
(OIT), and members of his staff to discuss Data Access Center
requirements for the DI Information Services Center planned for the New
Headquarters Building. IRMD will provide OIT with a requirements paper
at the next meeting scheduled for 15 December 1986.
8. A representative of the National Archives and Records
Administration (NARA) told the Chief, Classification Review Division that
NARA had received an FOIA request involving military records relating to
Operation Paperclip, the use of German scientists by the U.S. and Western
allies immediately following WWII. Because the material is contained in
some 47 boxes, NARA will send it to the Agency in three or four
increments. It will be processed by the Information and Privacy Division
(IPD) in the normal manner.
9. The backlog of initial FOIA/PA requests continues to decline and
stands at 1226. This compares with a backlog of 1752 one year ago and
CONFIDENTIAL
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ADMINISTRATIVE-INTERNAL USE ONLY
MEMORANDUM FOR: Deputy Director for Administration
Chief, Information and Privacy Division, OIS
SUBJECT: IPD/OIS Weekly Report (19-25 November 1986)
1986
1. The Week in Review 19-25 Nov 1986 Weekly Average
a. New cases 118 61.7
b. Cases closed 122 70.5
c. New appeals logged 3 3.1
d. Appeals closed 4 3.3
e. Manpower (man-weeks) 71.4 94.6
2. Current Backlogs
a. Initial requests - 1226
b. Requests in administrative appeal - 174
c. Requests in litigation - 48
3. Spotlighted Requests
ADMINISTRATIVE-INTERNAL USE ONLY
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5. Item of Special Interest
a. The IPD Staff spent considerable effort this week to
develop a new procedure for processing FBI referrals in
accordance with the Freedom of Information Reform Act of 1986.
This should have a very favorable impact on the handling of
referrals from all of the law enforcement agencies.
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ADMINISTRATIVE-INTERNAL USE ONLY
b. Although the backlog was reduced by only 4 cases, this
was the second recent week in which receipt and closing of cases
ran nearly 100% over the 1986 weekly average--representing a
very substantial effort to stay abreast of the ever-increasing
number of incoming cases.
ADMINISTRATIVE-INTERNAL USE ONLY
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HGH/CAS:kasL I(25 November 1986) (FINAL)
Distribution:
Orig - Adse
1 - DCI/DDCI/Executive Director
1 - DCI History Staff
1 - DDI
1 - DDO
1 - DDS&T
5 - OIS
1 - C/PAO
1 - Comptroller
1 - IG
1 - OGC
1 - OCA
1 - OP
1 - OL
1 - C/IMS
1 - DDO/IRO
25 - DDO/IMS)
1 - DDI/IRO
1 - DDA/IRO
1 - IC/IRO
1 - OIS/LA
1 - IRG/OS
1 - IPD Subject
1 - IPD Chrono
1 - IPD Reading Board
1 - HGH
1 - LSS
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MEMORANDUM FOR: Director of Information Services
FROM: Chief, Classification Review Division
SUBJECT: CRD Weekly Report, 18 November - 25 November 1986
1. To get a better understanding of codeword material and how to handle
it CRD invited Chief of the Special Security Center of the Office
of Security, for a briefing and question and answer session.
provided a list of codewords, some dating to 1945, which will be very helpful
in our Historical Review Program which deals with older Agency records and
includes codewords that have been inactive for years. provided
many insights into the codeword game and improved CRD's ability to properly
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Chief, Information Resources
Management Division
SUBJECT: IRMD Weekly Report (19-25 November 1986)
SIGNIFICANT EVENTS
a. New IRMD Branch. The Electronic Information Control
Branch (EICB) was established effective 17 November 1986.
b. National Security Agency Visit. Chief,
Information Resources Management Division (IRMD), Deputy
Chief, IRMD, Chief, EICB, and
Chief, Information Management ranch, visited the National Security
Agency's (NSA) Office of Archives and History on 20 November 1986.
The visit was hosted by the NSA Records Management
Officer and Archivist.
The briefings by NSA personnel included information on
NSA's declassification/FOIA, archival processing (including
document preservation methods), data center, and record center
activities as well as NSA's cryptologic history. The group was
also provided the name of the individual at NSA who is leading a
task force on electronic records. will contact this
individual for information on the scope o eir effort and
determine if a meeting should be arranged to discuss the NSA's
efforts in this area.
C. Automation of Office of Personnel Regulations. The
Information Technology Branch hosted a meeting to discuss the
Office of Personnel's requirements for an on-line data retrieval
system for their new OP regulations on 19 November. Attending the
meeti from OP/ISD, Chief,
PD.
from ITB. It was agreed by the
participants that a requirements document was needed before any
implementation of a system was to begin. OP along with the ITB
Requirements Officer will share in the responsibility for writing
this document which will define the need for a VM-based system
whereby users can access these new OP regulations. Tentative
completion of this document was set for 5 January.
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d. Briefing by ISOO Director. At the invitation of the
Chief, Information Resources Management Division, Steven Garfinkel,
Director of the Information Security Oversight Office (ISOO), met
with Directorate Information Management Officers and others
involved in the management of Agency information. Mr. Garfinkel
briefed the IMOs on the mission and objectives of ISOO. A lively
discussion ensued covering such topics as declassification
procedures and time frames, the Agency's Historical Review Program,
ISOO's collection of classification statistics and ISOO's
relationship to the National Security Council.
e. Classification Briefing Program. The Litigation
Division of the Office of General Counsel was briefed on
classification matters and markings' procedures on 19 November.
Chief, Classification Management Branch (CMB), opened
with introductory remarks followed by a general presentation by
CMB. The talk was well received--running 25 minutes
over the scheduled time allotted--with fielding
numerous questions from an audience of some 35 lawyers,
para-professionals, and secretaries from the Litigation staff.
f. Filing Equipment and Supplies. Information Management
Branch received a requisition from DI/OIR for five Lektriever power
file units. These twelve-foot high floor to ceiling units, which
can only be accommodated in certain areas of the Agency, will allow
the greatest files storage capacity. The Office of Leadership
Analysis (LDA) will use these power files to house the records of
the newly acquired Administrative Staff and Systems Branch and to
make maximum use of existing space. Because these five power files
are replacing ten currently in use, space will be made available to
accommodate additional work stations.
Because of the compatibility of the card trays
currently in use, there is a savings of $3,313 per unit for a total
savings of $16,595. The interchangeability of the card trays will
also reduce the manhours required in refiling efforts. The
Facilities Management Division, OL, completed a floor load study
and determined that the area structurally will support the filing
units. Based on the information justifying the request, IMB
approved it.
g. OIS Annuitant Activity. OIS annuitants have been
active in reviewing Office of General Counsel (OGC) records at the
Records Center. The collateral TS documents in some 370 cubic feet
of records are being matched against data contained in the Top
Secret Control Automated Data System (TSCADS). Progress this week
accounted for the search of another 25 jobs which disclosed that
726 documents were either not listed or incorrectly reported in
TSCADS. Review activity is progressing on the remaining 50
retirement jobs.
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CONFIDENTIAL
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. DDI Information Services Center/DAC
Cpntpr) Chief, Information Services Branch, and
D n orma ion Management Officer, met with
Chief, New Building Relocation Staff/Projects
Management Division/OIT, and members of his staff to discuss DAC
requirements for the DI ISC in the New Headquarters Building. All
present agreed that current plans needed to be reviewed and
updated. Messrs. agreed to provide OIT with a
requirements paper at the next meeting scheduled for 15 December.
j. Branch Personnel. was invited to a
luncheon meeting on 20 November, a ong with tour other individuals
from various DDA offices, with Mr. William Donnelly, to discuss
CIA-related matters that were of concern to them. Mr. Donnelly
gave each person the opportunity to ask him questions about various
topics of their own choosing and also the chance to voice their
opinions on various existing Agency policies.
k. Records Center Activities.
reported for duty on 17 November at the Records Center. She will
be training in each section for a period of two months. (C)
(NPIC) was at the Center with four new
employees for a briefing and tour. While there, Ray and Chief of
the Archives and Records Center, discussed retiring 70-mm negatives
(permanent records). The sleeves for these negatives must be
acid-free, just as the boxes are acid-free. It was suggested that
NPIC acquire acid-free sleeves instead of the sleeves they are now
using to which agreed to this suggestion. Discussion also
included NPIC's retiring jobs which are to be serviced by box
only. A number of jobs have been retired with the instruction,
"Service by Box Only". NPIC then tries to recall these jobs by
folder, which requires the A&RC to make computer changes to the
request. was informed that the RAMS system when updated
would not accept is type of request. (C)
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CONFIDENTIAL
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Records Center personnel performed the following
activities during the week:
RAMS: Made 32 additions, 3 changes,
and 327 deletions.
ARCINS: Jobs received/edited: 10.
Jobs keyed: 8 consisting of
449 entries.
Accessions: Received 32 jobs totalling
200 cubic feet.
Serviced 2,436 requests for
records (161 were for
annuitants).
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CONFIDENTIAL
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S-E-C-R-E-T
Chief, Regulatory o cy Division, OIS
SUBJECT: Regulatory Policy Division Activities
19 November - 25 November 1986
1. RPD is currently processing 124 jobs, a increase of four over last
week's total.
2. The Office of Medical Services has initiated an Employee Bulletin to
announce that a presentation on "Phobias and Panic Disorders" will be given by
in the Headquarters Auditorium on 11 December.
phenomenology and differential diagnosis of anxiety
and will also focus on agoraphobia and panic disorders.
3. The Office of Training and Education has initiated two issuances
entitled "The Officer-In-Residence Program" and "Full-Time Academic
Sponsorship" which offer employees an opportunity to receive Agency
sponsorship at an accredited college or university for 1 or 2 years. The
issuances advise that the DCI recently approved the goal of tripling the
number of individuals supported in full-time training each year and strongly
encourages employees to consider participating in this expanding program.
4. An Employee Bulletin entitled Annual Christmas Charity Program -
Operation Santa Claus was prepared and forwarded for approval. This is the
first of several bulletins on holiday activities and announces that the
Agency's Annual Christmas Charity Program will begin on 8 December and run
through 16 December.
S-E-C-R-E-T
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