OIS WEEKLY REPORT (26 MAY - 4 JUNE 1986)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP87-00058R000300540013-0
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 12
• Document Creation Date: December 27, 2016
• Document Release Date: July 12, 2011
• Sequence Number: 13
• Publication Date: June 5, 1986
• Content Type: MEMO

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ADMINISTRATIVE - INTERNAL USE ONLY
MEMORANDUM FOR: Deputy Director for Administration
Director of Information Services
SUBJECT: OIS Weekly Report (29 May - 4 June 1986)
1. *The Chief of the Agency Archives and Records Center (AARC), OIS,
briefed the Agency's senior Records Management Officers (RMOs) on the
acute shortage of storage space at the Center. He focused on records
recalled by Agency components for over one year and for which space is
held pending their return. He emphasized that this encumbers space
needed for the storage of newly accessioned records. The RMOs agreed
that if recalled records are not returned to the AARC within six months,
or an extended retention period justified, the reserved space will be
assigned to new record deposits.
2. *OIS has obtained the concurrence of directorate and Office of the
DCI representatives on procedures for recording in the Officially
Released Information System (ORIS) the documents that will be transferred
to NARA under the Historical Review Program (HRP). Inclusion of the HRP
material is another step toward ensuring that all approved releases are
recorded and can be retrieved. As for FOIA and other official releases,
HRP material transferred to NARA will be keyword indexed and filmed.
Efforts are underway to establish an on-line system for officially
released material.
3. *At the request of the Office of Congressional Affairs (OCA) the
Classification Review Division (CRD) reviewed a sampling of classified
World War II records from the Library of Congress (LoC) for possible
declassification. The records are reports from the Mediterranean
Theatre. CRD found none of the records in the sampling to meet current
classification criteria, but has offered to review the entire holdings
for CIA/OSS equities. A report of the findings was sent to OCA for
forwarding to LoC.
ADMINISTRATIVE - INTERNAL USE ONLY
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ADMINISTRATIVE - INTERNAL USE ONLY
4. An OIS-sponsored Introduction to Micrographics Seminar was held
from 28 through 30 May 1986. Its purpose was to provide an overview of
micrographics technology and to show how micrographics technology can be
used in archival and office applications. Also included was information
about the Agency's centralized micrographic services and the Agency
Micrographics Program. The light, informative approach to the subject by
the micrographics consultant was well received by the 29 attendees.
5. The Agency Classification Security Officer (ACSO), assigned to
the Information Resources Management Division (IRMD), briefed the
Directorate RMOs on the upcoming Information Security Oversight Office
two day review of selected Agency documents from the Directorate of
Intelligence. Arrangements are being made through the DI/RMO.
6. OIS representatives attended a briefing by TAB Products on its
new Laser-Optical Filing System. The initial workstation, which includes
a laser scanner, printer, and PC, costs $125,000. Depending on
additional equipment, the cost of the system could be as high as
$250,000. The laser scanner with its high resolution was impressive.
The retrieval capability of the system, however, was somewhat limited.
7. IRMD representatives met with the Deputy Director of
Communications and his representatives to discuss IRMD's draft survey
report on the office of Communications' information management program.
The report contains twenty-seven recommendations to simplify or improve
OC's information handling and records management practices. OC has
accepted the recommendations and designated the OC/RMO to work with
designated OC division personnel to implement the changes. A formal
report will be sent to the Director of Communications.
8. The backlog of initial requests was reduced again this week and
now stands at 1392. This compares with a backlog of 2334 one year ago
and a backlog of 3065 two years ago. The Agency is still considered the
repository of anything and everything. An FOIA request was received this
week asking for all information pertaining to subliminal communications,
techniques, processors, messages, control, perception, and any related
topics. A separate report from the Information and Privacy Division is
attached.
ADMINISTRATIVE - INTERNAL USE ONLY
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ADMINISTRATIVE-INTERNAL USE ONLY
MEMORANDUM FOR: Deputy Director for Administration
Chief, Information an rivacy Division, OIS
SUBJECT: IPD/OIS Weekly Report (28 May - 2 June 1986)
1. The Week in Review 28 May - June 1986 1986 Weekly Average
a. New cases 65 61.8
b. Cases closed 70 73.2
c. New appeals logged 0 3.6
d. Appeals closed 2 2.6
e. Manpower (man-weeks) 80.1 102.3
2. Current Backlogs
a. Initial requests - 1392
b. Requests in administrative appeal - 209
c. Requests in litigation - 58
Spotlighted Requests
ADMINISTRATIVE-INTERNAL USE ONLY
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 STAT
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STAT IPD/FBR:shl (3 June 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
STAT 1 - C/IMS
1 - Duo/ 1.
STAT 25 - DDO/IMS
1 - DDI/IRO
1 - DDA/IRO
1 - IC/IRO
1 - OTE/MAT
1 - OIS/LA
1 - IRG/OS
1 - IPD Subject
1 - IPD Chrono
1 - IPD Reading Board
1 - HGH
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CONFIDENTIAL
MEMORANDUM FOR: Director of Information Services
FROM: Chief, Classification Review Division
SUBJECT: CRD Weekly Report, 28 May-3 June 1986
1. On 28 May, OIS obtained the approval of the Directorates and of O/DCI
to record in the ORIS database system the documents that will be transferred
to NARA through the historical Review Program. This approval was in the form
of a consensus among the IRO or RMO of the O/DCI and each Directorate--except
the DS&T which was not represented--who attended a meeting on the above date.
At the meeting, OIS representatives made a presentation on how the ORIS
system, formerly DECAL, has been modified to handle HRP as well as
FOIA-mandatory material. A general discussion followed that answered
questions of the Directorate-O/DCI representatives on the details of the
system and on potential problems the representatives perceived.
2. The use of ORIS for the HRP is a major step toward centralizing
information on what has been released to the public. The inclusion of FOIA,
mandatory, and Historical Review releases means that ORIS will contain the
information that CIA releases either through systematic review type programs
in which CIA takes the initiative or through public-request programs. The
documents transferred to NARA via the Historical Review Program, like FOIA
releases, will be recorded in verbatim teat as well as by data elements that
facilitate identification and searches. The ORIS system will be able to
separate out HRP material from material released through FOIA and mandatory
requests.
3. The Office of Congressional Affairs (OCA) has asked CRD to review a
sampling of classified WWII records of the Library of Congress for
declassificaion, and to provide declassification guidelines for the remaining
documents in the series. The records are the reports of Manual Sanchez, who
served in the Mediterranean Theater (Italy, Algeria, Spain and Portugal) as
the Library's Foreign Representative. Mr. Sanchez was attached to the
Military Intelligence Detachment in Italy, and in addition to his duties of
aquiring publications and maps for the Library, performed similar classified
duties on behalf of the OSS and military intelligence. Our review of the
sampling indicates no currently classified information, but we have offered to
review the entire holdings for possible CIA/OSS equities, including the names
of OSS personnel that may not have been acknowledged. The report of our
findings was sent to OCA n
Chief, Classifica 'on Review Division
25X1
25X1
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CONFIDENTIAL
MEMORANDUM FOR: Director of Information services
Chief, Information Resources
Management Division
SUBJECT: IRMD Weekly Report (28 May - 3 June 1986)
1. WORK IN PROGRESS
a. TRIS Usage. Information Technology
Branch, visited the OC/OL registry on 29 May 1986, to address
problems or concerns regarding CDOCS. The computer printouts
reviewed indicated some inconsistencies in data entered in the
"TO" and "FROM" fields in TRIS. OC/OL explained that the
discrepancies were due to a new person entering data into the
system. OC/OL are having no other problems with TRIS.
h- Ton Rpnrpt ocuments. OIS annuitants,
and continue to review DI/OSWR holdings at
the Records Center in an effort to locate unaccounted for TS
collateral documents. Review activity for the week resulted in
470 documents being located; 408 were on record as charged to OSWR
and 62 were listed for follow-up review by the DAS. Search
activity will continue on the remaining 63 OSWR retirement jobs.
DAS, continues the review of hard
copy documentation provided by DO/Operations Group/Sensitive
Information Section to identify document control information that
should not have been converted to the new TSrAnS- 117 items were
deleted this week from the system. DAS, continues
to process information on collateral TS documents located by the
OIS annuitants. The search of the DO/Evaluation and Planning
Staff retired holdings identified 1102 documents being located. A
comparison of these findings with DAS files identified 440
documents previously on record as being downgraded to Secret. A
list of these documents, along with amending TSCADS data entries,
will be identified to the DO/TSCO for action.
CONFIDENTIAL
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w*UJENTIAL
2. SIGNIFICANT EVENTS/ACTIVITIES
a. Micrographics Seminar. The Office of Information
Services' sponsored Introduction to Micrographics Seminar was
conducted at the Chamber of Commerce Building, 28 through 30 May
1986. Information Management Branch, served
as the course reported that the light,
informative approach to the su ject by instructor Bill Doudnikoff,
micrographics consultant, was well received by the 29 attendees.
The purpose of the seminar was to provide a general overview of
micrographics technology - its processes, procedures, and
equipment, as well as to show how micrographics technology can be
applied in archival and office applications. It was also intended
to acquaint the students with the Agency's centralized
micrographic services provided by Printing & Photography Division,
OL; the Agency Micrographics Program and the role of the Agency
Micrographics Officer (AMO/OIS) in managing Agency micrographics.
An initial review of student critiques indicates that these goals
were successfully achieved.
b. ISOO matters. Agency Classification
Security Officer (ACSO), briefed e Directorate Records
Management officers' meeting on 30 May. discussed the
upcoming Information Security Oversight Office's (ISOO) two day
review of selected Agency documents scheduled for late July.
Since the review will be limited to finished intelligence
disseminated to the Intelligence Community, the Directorate of
Intelligence was selected as the directorate for the review.
A memorandum is being prepared for the DDA's signature advising
the DDI of the upcoming review. Preliminary arrangements for the
review are being worked out with the DI Records Management Officer.
ASCO, has made arrangements to brief
the Directorate of Operations (DO) Information Management
Officer's (IMO) on classification procedures and policy on 11
June. In addition to discussing routine classification
procedures, classification problems unique to the DO will also be
addressed.
c. Records Center Space. Chief, Agency
Archives and Records Center (AARC), briefed the Agency's senior
records management officers on the acute shortage of space in the
Records Center at the Directorate Records Management Officers
(RMO) meeting on 30 June. Currently, records can be temporarily
recalled by the Agency components and the Records Center space is
reserved for the records when they are returned. Some records
have been charged-out to Agency components for over one year. The
policy of reserving Records Center space for recalled records has
become burdensome and is not the most effective and efficient way
to use the limited space available. The RMOs agreed unanimously
to limit the recall of temporary records to six months. If the
records are not returned within that time, or justified for an
extended retention period, the reserved space will be cancelled
and used for new records deposits accessioned to the Records
Center. The charged-out records would then have to be deposited
under a new job number for deposit in the Records Center. F_~
CONFIDENTIAL
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ONFIDEN/A
d Personal Computer (PC) Security Messrs.
and ISSD Office of Security, were guest speakers at
the Directorate Records Management Officers (RMO) meeting on
30 June. They addressed all aspects of Personal Computer
security. The control of all data by the user and the fact there
is no auditing of PC data such as that associated with mainframe
controlled data cause OS considerable concern. Other items
discussed were the need to protect used disks, OS involvement in
the planning stage, the requirement to have a security plan, where
the PC is placed, level of classification stored in the PC,
fixed-disk vs. removable disk and use of PCs in a controlled
environment.
e. Laser-Optical Filing System. I (Chief,
Information Technology Branch, Chief and Deputy Chief, Information
Privacy Division, and other office of Information Services
representatives attended a briefing by TAB Products on their
Laser-Optical Filing System on 28 May. The initial workstation,
which includes a laser scanner, printer, and PC, costs $125,000.
Depending upon additional equipment, the cost of the system could
be as high as $250,000. The laser scanner with its high
resolution was very impressive. The retrieval aspect of the
system, however, was somewhat limited in its capabilities.
f. Information Handling Surveys.
ICB, met with the Deputy Director of Communications, Chief
of operations, four division chiefs, and the Records Management
Officer (RMO) to discuss the draft report concerning the survey of
the office of Communications' information management program. The
survey report contains twenty seven recommendations to simplify or
improve OC's existing information handling and records management
practices. C/OPS, expressed OC's acceptance of the
study's recommendations and designated the OC/RMO as the focal
point to work with appointed division representatives to implement
the changes. The report will be put in final form as agreed to at
the meeting, and officially submitted to the Director, OC for
action. F__1
g. ISC Activities. The Ames ISC continues to cross
train ISC personnel in the DAC operations. has
completed a month's training in DAC. begins the same
training session this week. are
starting their second month of training in registry procedures in
the ISC which will be dedicated to TRIS training.
The OC/OL ISC received its third Delta Data terminal
which will be used primarily to maintain OC's cable suspense
system.
CONFIDENTIAL
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CONFIDENTIAL
h. Records Center. Records Center personnel performed
the following activities during the week:
RAMS: Made 10 additions and one deletion.
ARCINS: Jobs received/edited: 7.
Jobs keyed: 8 consisting of
671 entries.
Jobs completed: 4.
Title searches: 8.
Accessions: Received 16 jobs totaling
157 cubic feet.
References: Serviced 1,575 requests for records.
Special Runs: One to DO which required two hours
of overtime.
3. SCHEDULED MEETINGS
ICB, will be attending the DDS&T
Orientation Course on 4 June at the Headquarters auditorium.
RPD, will report to the Ames Building
ISC for training in registry procedures, on a half day basis for
at least two weeks.
CONFIDENTIAL
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Chief, Regulatory Policy Division, OIS
SUBJECT: Regulatory Policy Division Activities
27 May - 3 June 1986
1. RPD is currently processing 116 jobs, a slight decrease over last
weeks total of 121.
2. The DDS&T/IRO advised RPD that the Deputy Director for Science and
Technology was cancelling the Employee Bulletin commemorating the 30th
anniversary of U-2 overflights. The bulletin contained information on a new
exhibit at the Smithsonian Institution's National Air and Space Museum
entitled "Looking at Earth." The exhibit depicts the history of aerial
reconnaissance and includes an actual U-2, its camera system, and examples of
photography from U-2 missions. However, because of the sensitivity still
associated with the U-2 program, the bulletin was cancelled.
and Deputy Chief, RPD and met with
and from the Office of Finance (OF) to discuss the propose
revision of The Office of Finance wants this
revised regulation published by 1 July 1 86 in order to conform to a
Government-wide General Services Administration (GSA) regulation that will
become effective on that date. A Headquarters Notice and a cable to field
stations will also be required to alert employees of the impending changes.
Chief, RPD agreed to expedite the processing of this regulation to meet the
1 July deadline, but reminded Messers that this revision
will supersede two other changes to now being processed by RPD that
were almost ready for publication.
STAT
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