OIS WEEKLY REPORT (21-27MARCH 1985)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP87-00058R000300620005-0
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 8
• Document Creation Date: December 23, 2016
• Document Release Date: June 3, 2011
• Sequence Number: 5
• Publication Date: March 28, 1985
• Content Type: MEMO

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ADMINISTRATIVE - INTERNAL USE ONLY
28 March 1985
MEMORANDUM FOR: Deputy Director for Administration
Director of Information Services
SUBJECT: OIS Weekly Report (21-27 March 1985)
A. PROGRESS ON ACTION ITEMS
HISTORICAL REVIEW PROGRAM. The Archivist of the United States,
representatives of the Librarian of Congress, and the historians who
consulted with Agency representatives about the Historical Review
Program, generally agreed that the program was in the main on track.
In followup, Chief, Classification Review Division met with the
Director and Deputy Director of Information Services to plan a
meeting with representatives from other directorates for briefings on
records holdings and to initiate action to locate and assess appli-
cable records. The principals at this first meeting will be the
Directorate of Intelligence and the Directorate of Operations. Since
the Directorate of Science and Technology (DSfT) was not directly
involved in the precursor and formative years of the Agency, it will
only have an observer to keep abreast of things as the program
unfolds. At the appropriate time, the records of the DST will also
come under review.
B. SIGNIFICANT EVENTS AND ITEMS OF INTEREST
1. TRIS. Several actions have been taken in anticipation of
user training on IRIS, that will begin in July. A memorandum has
been sent to each Directorate RMO asking them to identify components
in their Directorate that will be using TRIS, and to schedule appro-
priate personnel for training. The memo also advised that potential
users would eventually need terminals, if they do not already have
terminals, in order to access the system. They were told that
terminal requests should be submitted to the Office of Information
Technology (OIT) as appropriate. The training will take place in the
Ames building where classroom terminals are available. Work also
continues in designing the TRIS users manual.
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2. COMPONENT INSPECTIONS. During this reporting period the
Information Resources Management Division (IRMD) conducted inspec-
tions of the TS collateral document holdings of several Agency
components. The components visited were the Office of the Inspector
General (OIG), the Arms Control Intelligence Staff (ACIS), the Office
of the General Counsel, the Office of Personnel, and the Office of
Development and Engineering. The use of existing forms was reviewed
by the inspectors to ensure that the components were following the
proper procedures in reporting items to OIS. With the exception of
ACIS and OIG, the offices were in compliance with the program
requirements. In the case of OIG, some followup research is
necessary to determine the status of some documents. A search of
ACIS' file is being recommended because a number of documents found
in this office were not charged to ACIS. A file-by-file search will
be conducted when an OIS annuitant becomes available.
3. AMES BUILDING ISC. The Information Services Center (ISC)
assumed responsibility for ORD's registry functions on 25 March. The
center has been experiencing equipment problems that affect its
ability to serve its customers effectively. One of two computer
terminals for document control has been inoperative for three weeks.
A representative from OIT examined the equipment and determined that
there was a line problem; he notified the Office of Communications.
In addition, the DACOM that was purchased by ICS to satisfy their
IC staff is aware of the problem. Attempts are being made to rectify
the problem.
Attachment
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MEMORANDUM FOR: Director of Information Services
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of the Photography and Printing
ext with the
NPIC Officer responsible for maintaining the file, who will provide
details on NPIC's briefing requirements.
system. The memo also alerted the RMOs that potential users would need
terminals to access the system and that requests for these terminals
should be submitted to the Office of Information Technology
expeditiously so they would be available when TRIS becomes operational.
b. TRIS. Several actions have been taken in anticipation of user
training on TRIS, that will begin in July. Chief,
Requirements, Evaluation and Training Section, Information Technology
Branch, sent a memo to each Directorate RMO asking them to identify
components in their Directorate that will be using TRIS, and to
prioritize the personnel of these components for training on the
Chief, ITB, arranged with the office of Training and
Education for the use of the terminals in Room 336, Ames Building, for
the training of users. OTE will make this room available to ITB for ten
days during July and August for TRIS training; ten people can be trained
during each of those days. ITB, visited the
Printing and Photography Division, OL, to discuss the latest trends in
the design of users' manuals. Several samples of manuals were obtained
for use in designing the TRIS users manual.
c. Component Inspections.
Information Control Branch, conducted inspections this week of the TS
collateral document holdings of several Agency components.
visited the Office of the Inspector General and nspecte
the Arms Control Intelligence Staff, the Office of the General Counsel,
the Office of Personnel, and the Office of Development and Engineering.
The inspectors reviewed the use of existing control forms to ensure that
Chief, Information Resources Management Division
SUBJECT: Weekly Report of the Information Resources
Management Division, 20 - 26 March 1985
1. Work in Progress
a. NPIC Micrographics Requirement. Information
Management Branch, is continuing his dialogue with personnel at NPIC
regarding a possible micrographic application for its visual
presentation files. NPIC/RMO, were
briefed on NPIC photographic and micrographic capabilities by
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the components were following the proper procedures in reporting items
to OIS. xamined a random sample of TS
material charged to these components. With the exception of ACIS and
the Office of the Inspector General, the offices were found to be in
full compliance with the program requirements. In the case of OIG, some
following research is necessary in ICB to determine the status of some
documents. A search of ACIS' files is being recommended because a
number of documents were found in this office that were not charged to
ACIS. A file-by-file search will be conducted when one of the OIS
annuitants becomes available.
e. Ames Building ISC. The Ames Building ISC assumed responsibility
for ORD's registry functions on 25 March. joined the
staff of the ISC (per our agreement with ORD management) to assist in
the handling of ORD's material and that of other components.
also joined the staff to assume the duties now being
performed by who will be leaving soon for another
assignment.
The Center has been experiencing equipment problems that affect its
ability to serve its customers effectively. One of its two computer
terminals for document control has been inoperative for three weeks. An
OIT representative examined the equipment this week and determined that
the problem was in the communications line; he will notify OC to correct
the problem. In addition, the DACOM that was purchased by ICS to
'
satisfy their telecommunications needs between Ames Building,
and Headquarters has not been working well. uc;
technicians have been working on the problem, but have not been
successful in repairing this equipment. The IC staff is aware of the
problem and are also attempting to have the problem resolved.
f. ISC. Chief/ISC,I I has
been invited to attend the OL secretarial conference on 9 April. She
has been given an half hour at the conference to discuss the operation
of the ISC. She also will discuss the ISC's use of OL's automated
document control system--(Interim CARS). 0 expects this subject
to generate considerable discussion since most of OL secretaries want to
use Wang terminals for this procedure.
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New Headquarters Building. Chief, ICB, and
ICB met with
Policy and Plans Group, Office of Security, t
discuss OS's participation in an Information Services Center in the New
Headquarters Building. The topic of discussion was a recent memorandum
from the Office of Security outlining its requirements and voicing
concerns that an OIS-managed ISC would be less responsive to OS needs.
The OS representatives were assured that the combined facility posed no
threat to OS equities and that OS would participate with OIS in
developing the ISC's design. Although the meeting alleviated many OS
concerns, one main issue needs to be resolved: that office RMO5 would
not be located within the ISC. The ICB participants agreed to include a
discussion of this issue in the OIS response to the memorandum from the
Director of Security outlining OS requirements.
2. Significant Events and Activities
a. OMS Computer Survey. Office of Medical Services,
visited the Computer Section, Archives and Records Center Branch, to
survey the lighting in the terminal area. found no serious
deficiencies in the lighting provided and indicated that the situation
was about average for Agency terminal work. He offered a number of
suggestions that could improve the lighting condition for the people who
work there: the use of "glare" shields; painting the walls near the
terminals with a non-reflective paint; moving the terminals so that they
will not receive as much glare from the existing lighting; and putting
shields on the overhead lights. Since most of these changes involve
little dollar costs, IRMD will be attempting to carry them out over the
next several months.
b. Records Center. Records Center personnel performed the following
activities during the week:
References:
Dispositions:
Special Runs:
Made 37 additions, 20 changes, and
15 deletions.
Jobs received/edited: 15.
Jobs keyed: 26 consisting of
5,439 entries.
Jobs completed: 3.
Received 36 jobs totaling
253 cubic feet.
Serviced 1,852 requests for records.
Transferred 88 cubic feet of material
to the hammermill for destruction.
Three.
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ME,DRANDUM FOR: Director of Information Services
FROM: Chief, Classification Review Division
SUBJECT: Weekly Report, 20-26 March 1985
The Archivist of the U.S. and representatives of the Librarian
of Congress and the historian community who consulted with us regarding
our fledging Historical Review Program, generally agreed that our
program was in the main on track. To move that program along Chief,
Classification Review Division met with the Director and Deputy Director
of Information Services to make plans for a meeting with representatives
of other directorates for briefings on records holdings and to initiate
actions to begin locating and assessing those records. Principals at
the meeting will be from the Directorate of Intelligence and Directorate
of Operations but we will have an observer from the Directorate of
Science and Technology to keep them informed of what we are doing. F-
Chief, CRD
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