OIS WEEKLY REPORT (31 JULY - 6 AUGUST 1986)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP87-00058R000300540004-0
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 13
• Document Creation Date: December 27, 2016
• Document Release Date: July 12, 2011
• Sequence Number: 4
• Publication Date: August 7, 1986
• Content Type: MEMO

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7 August 1986
MEMORANDUM FOR: Deputy Director for Administration
Director of Information Services
SUBJECT: OIS Weekly Report (31 July - 6 August 1986)
1. *The Classification Review Division (CRD) received the final
segment of microfilms (136 reels) from the U.S. Army Military Institute
at Carlisle, PA. These diazo copies of the original microfilm contain
William Donovan's Cable Files from World War II. CRD will also transfer
this material to the Directorate of Operations for review. The review
poses a problem because standard equipment for reading this type of media
is not intended for extensive and continuous use; there is a clear danger
to the reviewer's eyesight. Alternatively, the printing of hard copies
would be quite expensive. Consideration is being given to projecting the
microfilm onto a movie screen, reading the contents, cutting out the
sensitive material, and splicing the film copy back together.
2. *The Director of Information Services briefed the Director of the
Information Security Oversight Office (D/ISOO) on the circumstances that
led to a report to the Senate Select Committee on Intelligence (SSCI)
being inappropriately classified. The report was classified CONFIDENTIAL
whereas it should have been unclassified. A commercial newsletter,
ACCESS REPORTS, described the report as "a confidential report on an
alleged mock Klu Klux Klan meeting at CIA" and quoted the Vice-Chairman
of the SSCI as refusing to discuss the report because it was classified.
D/ISOO requested the briefing in order to be prepared to deal with
questions that could result from the article.
3. The Academic Coordinator in the Office of Public Affairs asked
the assistance of the Regulatory Policy Division (RPD) in locating
regulatory issuances governing the conduct of Agency personnel. The
information was needed for a paper being prepared by PAO on "employee
ethics." RPD initiated research and appropriate sections of the Agency's
regulations and handbooks were found and provided.
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4. Personnel from the Ames Information Services Center (ISC) met
with the Records Management Officer (RMO) and the Librarian for the
Office of Research and Development (ORD) to discuss control mechanisms
for ORD contractor final reports. ORD senior management had originally
planned a new automated system, but the ORD/RMO told them that IRIS (The
Records Information System) could adequately track the reports and meet
ORD's document control requirements. Standard procedures for entering
the material into TRIS were established and entering of the data has
begun.
5. The Information Security Oversight Office's review of finished
intelligence in the Directorate of Intelligence has been completed. On
31 July 1986, analysts from the Offices of Soviet Analysis (SOVA) and
Near East and South Asia Analysis (NESA) met with the ISOO inspectors and
briefed them on classification procedures. Particular emphasis was
placed on sourcing procedures used when deriving or transferring
classification from source documents to finished publications. A formal
report of the review is expected from D/ISOO in a few weeks.
6. The Agency Security Classification Officer (ASCO) and another
officer from IRMD met with the Office of Information Technology (OIT) RMO
and representatives of the OIT Management Staff preparatory to a 26
August 1986 ISOO inspection of that Office. The ASCO advised OIT on ISOO
inspection procedures and provided general guidance concerning the types
of documents OIT should have available for the inspection.
7. The records control schedules for OIT and the Office of Personnel
(OP) have been approved by the Archivist of the United States and the
60-day period for review of the schedules by the Senate Select Committee
on Intelligence expired on 30 July. The approved schedules have been
sent to OIT and OP for implementation.
8. Representatives from IRMD met with a representative from the
National Archives and Records Administration (NARA) to discuss the nature
of the NARA Records Disposition Course scheduled for 19-21 August. The
course is being conducted specifically for Agency personnel and, among
the other course content, will include discussions of records management
problems unique to the Agency. NARA has agreed to expand the time
allotted to machine-readable records and to include an informal
"round-table" discussion among component officers and records officers
from the Agency Archives and Records Center who are participating in the
course. Over 40 records management personnel from the four Directorates
and the O/DCI have enrolled.
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10. The backlog of initial FOIA requests was reduced this week to
1280. This compares with a backlog of 2161 this time last year and 3042
two years ago. The interest in the MIA/POW situation continues; this
week the Information and Privacy Division (IPD) received eight new
requests from the Department of the Army. IPD's oldest Executive Order
case (1979) was completed this week.
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6 August 1986
MEMORANDUM FOR: Deputy Director for Administration
Chief, Information an Privacy Division, OIS
SUBJECT: IPD/OIS Weekly Report (30 July - 5 August 1986)
1. The Week in Review 30 July - 5 August 1986 1986 Weekly Average
a. New cases 62 60.8
b. Cases closed 72 72.5
c. New appeals logged 1 3.6
d. Appeals closed 2 3.2
e. Manpower (man-weeks) 96.4 99.2
2. Current Backlogs
a. Initial requests - 1280
b. Requests in administrative appeal - 199
c. Requests in litigation - 52
Spotlighted Requests
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 STAT
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HGH/FBR:kas~ (6 August 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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4 August 1986
MEMORANDUM FOR: Director of Information Services
FROM: Acting Chief, Classification Review Division
SUBJECT: CRD Weekly Report, 29 July - 5 August 1986
CRD last week received 136 reels of microfilm from the U.S. Army Military
Institute at Carlisle, Pennsylvannia. They are diazo copies of the last batch
of Bill Donovan Cable Files from WWII that had been held by his son David.
Since t r vious batches from the collection are already awaiting review at
DDO/IMS we sent them this last batch as well. Review of the collection
has yet to begin due to the practical problems in reading from microfilm.
Using an ordinary microfilm reader would wreck eyes while printing hard copies
would be expensive. The latest thinking is that they may project the
films onto a movie type screen, read the contents, cut out the sensitive
material, and splice the films back together. CRD has offered to help in any
way possible. (U)
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5 August 1986
STAT
MEMORANDUM FOR: Director of Information Services
Chief, Information Resources
Management Division
SUBJECT: IRMD Weekly Report (30 July - 5 August 1986)
1. WORK IN PROGRESS
STAT a. NARA Records Disposition Course.
STAT Chief, Information Services Branch, and ie ,
Information Management Branch, met with Mr. Dick Wire of the
National Archives and Records Administration (NARA) to discuss
tailoring the upcoming NARA Records Disposition Course to address
specific records management problems encountered by Agency RMO's
and information management personnel. The NARA instructors agreed
to expand the time allotted to the machine-readable records segment
and to include an informal round-table discussion period between
the component and AARC records officers who are participating in
the course. To date, over 40 records management personnel from the
four Directorates and the 0/DCI have signed to attend this course,
19-21 August.
b. Document Accountability Section Activities.
STAT DAS, is working with the O/Deputy Director for
Administration Top Secret Control Officer to reconcile TSCADS
information with O/DDA Top Secret collateral holdings.
also provided guidance to the Office of Imagery Analysis awe
Office of Personnel concerning Top Secret collateral inventory
STAT procedures. conducted a review of Office of
African and Latin American Analysis (ALA) procedures for handling
Top Secret collateral documents on 29 July. The review of
procedures and a random sampling of office holdings shows ALA to be
in compliance with Agency regulations and procedures for the
processing and storing of Top Secret collateral documents. A
memorandum, informing the Chief, ALA, of the review findings, is
STAT being prepared. is assisting the Classification
Review Division/ in processing op Secret collateral documents
concerning U-2 activities. The documents are part of Directorate
of Science and Technology file holdings at the Records Center.
Mary Jane also completed the processing of annual inventory
statements submitted by the Ins ector General's Office and the
STAT Office of East Asian Analysis. summer only,
continues to review the final six cu is ee o orm 26s recalled
from the Records Center for filing with office holdings.
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STAT
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c. Annuitant Activity. A review by OIS annuitants of the
Office of Research and Development (ORD) file holdings at the
Records Center is scheduled to begin on 14 August 1986. The review
is intended not only to identify collateral Top Secret documents
but to compare shelf lists with actual box contents.
2. SIGNIFICANT EVENTS/ACTIVITIES
STAT a. Information Services Centers Activities.
STAT Chief Ames Information Services Center and
STAT ISC, met with ORD RMO, and
ORD librarian, to discuss control mechanisms for
ORD contractor final reports. ORD had originally planned a new
STAT automated system for ORD to accomplish this task, but
advised that TRIS was already in place and could adequately meet
ORD's document control requirements. As a result of the meeting,
standard procedures for entering this material into TRIS have been
established and agreed on and implementation by the Ames ISC has
already begun. The ORD/RMO and the ISC personnel also agreed to
work together to establish a standardized list of ORD keywords and
to correct and update the previously entered keywords.
STAT who recently transferred from the
IC Staff to I , as een assigned to the Ames ISC where she will
begin the first phase of training in ISC operations.
STAT Chief/IRMD met with bS&T/RMO,
STAT Chief, Information Services Branch, and
STAT and ISB, to discuss plans for Information ervices
Cen ers a e eston Corporate Center (RCC) on 1 August. The
meeting was called as a follow-on to a 22 July meeting with OIT
which focused on new requirements presented by the RCC for data
access facilities to support DS&T offices. With planning
proceeding so rapidly for RCC, all agreed at the 22 July meeting
that OIS, OIT and DS&T have an excellent opportunity to plan an ISC
that can also serve as the model for the New Head uarters Building
STAT (NHB). The DS&T/RMO stated that that DS&T Planning
Officer for the RCC, looks to the Reston P anning roup Task Force
STAT and of OIT for guidance on communications and
computer support. A meeting has been scheduled to include officers
STAT from OIT, DS&T, OIS, and Reston Task Force member,
to discuss the issues involved on 7 August.
2
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STAT
STAT
nformation Man~ement Surveys. land
ISB survey team members, have completed interviews in
Procurement Division and Procurement Management Staff as progress
continues on the information management survey of the Office of
Logistics. The team will provide a briefing to OL management on
their findings regarding the OL procurement process during the week
of 18 August.
STAT c. Information Technolo Chief,
STAT Information Technology Branch, and ITB, met with
STAT ORD, to discuss the ORD text retrieval system
STAT
STAT
retrieval professionals gain easy access to large full text data
bases.
RUBRIC RUBRIC is a prototype designed to help information
d. ISOO Review of Finished Intelligence. The Information
Security Oversight Office's (ISOO) review of finished intelligence
has been completed. Analysts from the Offices of Soviet Analysis
(BONA) and Near East and South Asia Analysis (NESA) met with the
ISOO inspectors and briefed them on SOYA and NESA classification
procedures, particularly the sourcing procedures used when deriving
or transferring classification from source documents to finished
publications, on 31 July 1986. Informal feedback from ISOO ranks
DI's classification expertise very high. Formal notification of
the results of the comprehensive review should be forthcoming from
the Director, ISOO, within the next few weeks.
ency Security Classification
Officer (ASCO), anc of the Classification Management
Branch (CMB), met with the OIT Records Management Officer and
representatives of the OIT Management Staff preparatory to a
26 August 1986 ISOO inspection of the Office of Information
Technology (OIT). The ASCO advised OIT on ISOO inspection
procedures and provided general guidance concerning the types of
documents OIT should have on hand for ISOO's inspection.
The Director, OIS, briefed the Director, ISOO on the
circumstances that led to a report to the Senate Select Committee
on Intelligence (SSCI) being inappropriately classified. The
report was classified CONFIDENTIAL whereas it should have been
unclassified. A commercial newsletter, ACCESS REPORTS, described
the report as "a confidential report on an alleged mock-Ku Klux
Klan meeting at CIA" and quoted the Vice-Chairman of the SSCI as
refusing to discuss the report because it was classified. The
Director, ISOO, requested the briefing in order to deal with
questions that could result from the ACCESS report.
3
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e. Records Control Schedules. The records control
schedules for the Office of Information Technology (OIT) and the
Office of Personnel (OP) have been approved by the Archivist of the
United States and the 60-day period for review of the schedules by
the Senate Select Committee on Intelligence expired on 30 July.
The approved schedules have been sent to OIT and OP for
implementation.
Chief, Records Management Section,
Information Management Branch, met with Colonel Ray Tagge, NARA
Records Appraiser, to review the revised pages for the DS&T records
control schedule. The changes dealt with specific dates for
offering FBIS Daily Reports (when 30 years old) and JPRS
publications (when 10 years old) to NARA.
f. Archives and Records Center Activities. Records
Center personnel performed the following activities during the week:
RAMS: Made 30 additions, 2 changes, and
7 deletions.
ARCINS: Jobs received/edited: 17.
Jobs keyed: 3 consisting of
305 entries.
Jobs completed: 18.
Accessions: Received 23 jobs totaling
149 cubic feet.
Dispositions: Sent four boxes of stripped orange
folders to OP for re-use.
References: Serviced 2,338 requests for
records.
Special Runs: One to NCD (which required two
hours of overtime).
3. SCHEDULED EVENTS/ACTIVITIES
The Requirements Evaluation Training Staff has
scheduled a meeting and preliminary training session with the
Regulatory Policy Division personnel for REGINDEX on 6 August.
Also, a DECAL/ORIS/HRP training session has been scheduled for the
Information Privacy Division and the Classification Review Division
personnel on 12 August.
4
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C-O-N-F-I-D-E-N-T-I-A-L
5 August 1986
Chief, Regulatory Policy Division, OIS
SUBJECT: Regulatory Policy Division Activities
30 Juiy - 5 August 1986
1. RPD is currently processing 123 fobs, down slightly from last weeks
total of 131.
2. The Academic Coordinator, Office of Public Affairs, requested RPD
assistance in locating any regulatory issuances governing the conduct of
Agency personnel. The information will be used in a paper he is preparing on
"employee ethics", presumably dealing with the academic community. Copies of
3. An Employee Bulletin entitled "Celebration of the Bicentennial of the
United States Constitution" was forwarded for DCI signature. This bulletin
was initiated by the DDA Management Staff to inform employees of a DCI task
force that was established to plan and organize an Agency program in
celebration of the bicentennial and to invite ideas on practical ways to
celebrate this historic event.
4. newly appointed Assistant Director for Policy and
Plans, U aF nd ('~3rman IA Travel Policy Committee (TPC), met with Chief and
Deputy Chief RPD to discuss suggestions for improving the processing of
regulatory issuances initiated by the Office of Finance and the TPC. Several
ideas were discussed that may prove helpful in processing these particular
issuances.
UNCLASSIFIED WHEN SEPARATED
FROM ATTACHMENT
r-fl-N-F-T -T~F.-N-T-T-A-T,
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