OIS WEEKLY REPORT (9-16 OCTOBER 1985)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP87-00058R000300550011-1
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 15
• Document Creation Date: December 23, 2016
• Document Release Date: September 6, 2011
• Sequence Number: 11
• Publication Date: October 17, 1985
• Content Type: MEMO

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MEMORANDUM FOR: Deputy Director for Administration
SUBJECT: OIS Weekly Report (9-16 October 1985)
1. AGENCY HISTORICAL REVIEW PROGRAM. Review Officers from the
Classification Review Division have completed the first phase of locating
records in the holdings of the Directorate of Operations for the 1946-47
period to be considered for review under the Historical Review Program.
They have identified 123 jobs and 1,393 archives boxes of records. On
16 October, CRD will begin assessing the material to determine what may
be pertinent for review under the program.
2. TRIS ACTIVITIES. A meeting was held last week among representa-
tives of the Information Resources Management Division (IRMD), a repre-
sentative of the O/DDA registry, and the Records Management Officer for
the Directorate of Administration (DA/RMO) to discuss the possibility of
converting material in the DA's registry data base to that of the
CDOCS--the document control and records management portion of TRIS.
After discussing the DA's registry needs, the participants agreed that no
data will need to be converted to CDOCS; instead, the DA/RMO will contact
the office of Information Technology about retaining the registry's data
base on line for one year after the DA registry begins using CDOCS. If
this is not possible, then conversion will have to be reconsidered.
There has been a strong response to IRMD's memorandum concerning
additional classroom training on CDOCS. The training sessions scheduled
for 4-5 November have been filled and a second session has been scheduled
for 6-7 November. Work is being completed on the users' manuals for both
CDOCS and TSCADS. The manuals are expected to be ready for publication
by 18 October.
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3. TS DOCUMENT SEARCH. OIS annuitants continue the search for
unaccounted for Top Secret documents. One annuitant reviewed 102 cubic
feet of the Office of the Deputy Director for Intelligence's (O/DDI)
holdings at the Records Center. Of 94 TS collateral documents that were
found, 78 were charged to the O/DDI and 16 will require follow-up
research. Another annuitant searched holdings of the office of
Scientific and Weapons Research and found 431 TS documents; 371 belong to
that office but ownership of 60 must be determined.
1. FILM CONDITION. The RMO from the National Photographic Interpre-
tation Center (NPIC) and two other NPIC officers visited the Records
Center last week to examine various film deposits. They were attempting
to determine if the plastic material used to line the canisters is
damaging the film. The visit was prompted by a warning from Bridgehead
Film Evaluation and Test Services that the liners should be replaced.
The NPIC representatives are considering the feasibility of replacing the
current canisters with others that would not be harmful.
2. RMO CONFERENCE. The first RMO conference sponsored by OIS was
held on 10 October The session, which
was attended by 60 RMOs and several senior registry chiefs, consisted of
a series of presentations on records management responsibilities. A
forum led by Directorate RMOs was held to highlight the problems and
concerns of RMOs in each Directorate. Some of the issues raised were the
need for more training, improvement of communication between IRMD and the
Agency's RMOs, and the activation and utilization of TRIS. The con-
ference was well received by the participants.
3. ISOO INITIATIVES REVIEWED. Representatives from IRMD and the OIS
Legal Advisor met with representatives from the DCI Security Committee,
the Office of General Counsel, and the Office of Security to review the
Information Security oversight office's (ISOO) recommendations concerning
new information security initiatives. The purpose of the meeting was to
develop an Agency position concerning ISOO's recommendations. The
Director of ISOO will chair an interagency meeting on 24 October to seek
a final consensus on the initiatives.
4. OFFICE SURVEYS. Representatives from IRMD met with the Chief,
Administrative Staff, Intelligence Community Staff (ICS), and the ICS's
RMO on 15 October to discuss an OIS survey of the ICS registry. The
purpose of the survey is to review the operation and workload of the ICS
registry to determine if additional personnel are needed. The survey
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C O N F I D E N T I A L
will include ICS registry requirements at~
and other locations.
5. INFORMATION AND PRIVACY DIVISION ACTIVITIES. The backlog of
initial requests continues downward; it is now 1,927 cases. One of the
interesting FOIA requests this reporting period is from the editorial
found in the attached IPD report.
Other interesting items are
1. FORMS ANALYSIS AND DESIGN COURSE. As part of its continuing
effort to upgrade the skills of MI careerists, OIS will sponsor a
dedicated running of the Forms Analysis and Design Course which is
normally conducted by the General Services Administration. The course is
scheduled for 28-30 October 1985. Approximately 20 officers will attend
the session; the instructor will be Bill Ellis, an independent contractor
who also teaches the GSA version.
2. Chief, IRMD, and representatives will meet with the Director of
Communications on 17 October to discuss an OIS survey of OC's information
management program and registry operations.
Attachment:
As Stated
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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 (9 - 15 October 1985)
1. The Week in Review 9 - 15 October 1985 1985 Weekly Average
a. New cases 43 55.0
b. Cases closed 67 79.3
c. New appeals logged 1 2.6
d. Appeals closed 5 1.6
e. Manpower (man-weeks) 110.5 100.4
2. Current Backlogs
a. Initial requests - 1927
b. Requests in administrative appeal - 181
c. Requests in litigation - 77
3. Spotlighted Requests
ADMINISTRATIVE-INTERNAL USE ONLY
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 STAT
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ADMINISTRATIVE-INTERNAL USE ONLY
STAT IPD I(16 October 1985) (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 - OLL
1 - OP
STAT 1 - OL
1 - C/IMS
1 - DDO/IRO
STAT 25 - DDO/IM
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
Chief, Information Resources
Management Division
SUBJECT: IRMD Weekly Report (9 15 - October 1985)
1. Work in Progress
a. TRIS. A meeting was held last week between members of the
Information hnolo Branch and a representative of the O/DDA
registry and T7 Records Management Officer for the
Directorate of A ministration, to discuss the possibility of
converting material in the DA's registry data base to that of the
CDOCS--the document control and records management portion of
TRIS. The meeting was the first of several that will be held with
components which incorporate information on the location of
documents entered into the data bases of their Common-Use Automated
Registry System. After discussing the DA's registry needs, the
participants agreed that no data will need to be converted to
CDOCS. Instead, will contact OIT about the possibility
of retaining the registry s data base on line for one year after
the DA registry begins using CDOCS. If this retention period is
not possible, then the conversion of the DA data base will have to
be reconsidered. Members of ITB will be meeting representatives of
the Executive Registry on 16 October to discuss the conversion of
its CARS data base to TRIS.
There has been a strong component response to our
memorandum concerning additional classroom training on CDOCS. The
session scheduled for 4-5 November has been filled and a second
session has been scheduled for 6-7 November to accommodate others
still requiring this training. In addition, members of the
Requirements Evaluation Test and Training Section are completing
work on the users' manual for both CDOCS and TSCADS. The manuals
are expected to be sent to Printing and Photography Division for
printing by 18 October.
b. TS Documents. OIS annuitants continued to make progress
in their search for unaccounted for Top Secret documents.
reviewed 102 cubic feet of O/DDI holdings at the
Records Center and found 94 TS collateral documents--78 were
charged to the O/DDI and 16 will require followup research in the
Information Technology Branch. Another annuitant,
searched office holdings of the Office of Scientific and Weapons
Research, finding 431 TS documents--371 belonging to OSWR and 60
whose ownership must be determined.
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. Ames Building ISC.
ie mes isc, me wi
Chief, Remote Facilities Branch, Information
Management Division, OIT, to brief him on the current status of the
Information Services Center of the Ames Building. The meeting
focused on the staffing for the operation of laser printers which
are scheduled to be moved from ORD to the Center during the week of
14 October. The OIS representatives attempted to clarify the
responsibilities of pne-h ting office in providing staffing
for this operation. is the third OIT officer to head
this branch since negotiations began on the Ames Building ISC
almost two years ago, making it difficult to maintain continuity in
the commitments made. The latest meeting, while useful in
resolving some short-term problems, was inconclusive. Further
discussions will be necessary to work out arrangements with OIT on
providing back-up for the individuals operating the laser printers.
2. Significant Events and Activities
a. Film Condition. Messrs.l INPIC Records
Management Officer, and two other NPIC officers visited the Agency
Archives and Records Center last week to sample the condition of
various film deposits. The NPIC representatives were attempting to
determine if the plastic material used to line the film canisters
is damaging the film stored in them. The visit is a followup to
the recommendations contained in a report by the Bridgehead Film
Evaluation and Test Services, that the liners should be replaced
because they may damage the film. visit was the
first step in a study by NPIC to determine e easibility of
replacing the current canisters with others that would not be
harmful to the film.
b. RMO Conference. The first RMO conference under OIS
auspices was held last week at the I The
session, which was attended by 60 RMOs and several senior registry
chiefs, consisted primarily of a series of presentations by members
of IRMD on various records management programs. In addition to
formal presentations, a classification exercise was conducted by
Chief, Information Management Branch, and a forum was
held at the end of the conference to highlight the concerns of RMOs
in each Directorate. Some of the issues raised were the need for
more RMO training, the improvement of communications between IRMD
and the RMO, the activation and utilization of TRIS, and the recent
initiatives proposed by ISOO's Task Forces. The conference was
well received by the participants, but probably should be expanded
somewhat next year to provide more time for presentations and
discussions. We have reserved dates for next fall that would
permit the group to stay overnight at the Center. p
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c. ISOO. Chief, IMB, andl IIMB, met
with representa ives o the DCI Security Committee (SECOM), the
Office of General Counsel, the Office of Security, and the OIS
Legal Advisor to review the Information Security Oversight Office's
(ISOO) recommendations concerning new information security
initiatives identified by the five ISOO task forces. The Director
of ISOO will chair an interagency meeting on 24 October to seek a
consensus on the initiatives. The diversity of opinions expressed
by the participating agencies, however, makes it unlikely that any
consensus will be reached at that meeting.
d. Office Surveys. Chief, Information Control
Branch, and ICB, met with Chief,
Administrative Staff, ICS, and ISC Records Management
Officer, on 15 October to discuss request to have OIS
survey the ICS registry. would like the survey to review
the operation and workloa o IC registry to determine if
additional staffing is needed. assured the ICB
representatives that who will conduct the survey, will
have the full support of is s aff and sufficient latitude to
discuss registry operations with staff members. After
completes her review of ICS registry requirements at Community
Headquarters Building and other locations, she will prepare a
report of her findings and provide recommendations for
consideration.
explained the objective of our survey program and described-how
they are conducted, indicating that our goal is to survey an entire
office rather than to do individual components.
explained to that ICB probably would be unable to
accommodate his reques at this time because of a prior commitment
to the Director of Communications and limited staff resources.
Once the OC survey is completed, promised
that he would be back in touch to schedule a survey of SAD.
e. Fire Alarm Problem at the Records Center. Last week the
Security Staff conducted a fire
drill in the Records Center wi isappoin ing results. The sonic
alarm within the building did not function, so word of the fire
drill had to be transmitted to employees via the public address
system. This was the third occasion that the alarm had not
functioned properly during a fire drill. The malfunction
underscores the need outlined in a recent study of the Center's
alarm system by the OMS Safety Staff that the alarm system is
outmoded and should be replaced. Prior to the fire drill, agreement
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to replace the alarm and fire detection
systems in the Center. Chief, AARC, will be meeting
with later this
week to aiscuss a pro em ana see ir-a-riepiacement alarm
system could be installed on an expedited basis.
f. Records Center. Records Center personnel performed the
following activities during the week:
Dispositions:
Made 31 additions, 29 changes, and
4 deletions.
Jobs received/edited: 23.
Jobs keyed: 13 consisting of
1,158 entries.
Jobs completed: 6.
Received 26 jobs totaling
164 cubic feet.
Transferred 260 cubic feet of
material to hammermill for
destruction and 30 cubic feet
of material to the incinerator.
Serviced 1,363 requests for
records.
3. Scheduled Events
a. As part of its continuing effort to upgrade the skills of
MI careerists, OIS will sponsor a dedicated running of the Forms
Analysis and Design Course on 28-30 October 1985 normally conducted
by the General Services Administration. Some 21 officers will
attend the session that will be taught by Bill Ellis, an
independent contractor who normally teaches the GSA course.
b. Chief, IRMD and survey team members from
ICB will meet with on 17 ctober to discuss
request to have OI survey is office's information management
program and registry operations.
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CONFIDENTIAL
MEMORANDUM FOR: Director of Information Services
Chief, Classification Review Division
SUBJECT: Weekly Report, 9-15 October 1985
Members of the Historical Review Branch (HRB)
completed the first phase of locating DO
records for the 1946-47 period. They searched through 35 drawers (about one
foot each) of DO shelf lists under the guidance of[:::]IMS/DO personnel. They
identified 123 jobs and 1,393 archives boxes of records that contain 1946-47
DO records. How much pertinent material will be found in each box cannot be
determined until this team, along with the HRB Chie~
begin to
examine material in the boxes at the Agency Records Center. That phase of the
project will begin on 16 Oct
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MEMORANDUM FOR: Director of Information Services
Chief, Regulatory Policy Division
SUBJECT: Regulatory Policy Division Activities - 9 October
through 15 October 1985
1. RPD is currently processing 156 jobs, a giant leap of 14 jobs
over last week's 142. Among the initiated proposals is EB No. 1297, Drug
Abuse Program, which is being handled on a priority basis because it
announces a guest speaker on 5 November 1985.
2. The Deputy Director of Administration approved the revision of
Since the handbook is of antique vintage (1979), it
was not printed in the ETECS format. To make certain that the revision
would be printed in a type to match the existing handbook
traveled to P&PD on 9 October to meet with a P&PD supervisor who gave the
necessary information to set up the job in the old way.
3. I also reviewed
sent the proposed regulations for pre-coordination review on an immediate
basis to the Office of Security (the originator), the Office of
Personnel, and the Executive Officer, DDA.
4. RPD forwarded
to the Office of Legislative Liaison via EO/DDA for
review by Congressional committees prior to publication. This policy has
DCI approval and OGC concurrence.
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DO/IMS regarding the use of "Central Cover Staff". The DO officer said
that CCS was no longer classified. Our editor replied that RPD received
a memorandum along those lines, but that the application of a
classification to CCS had not been resolved. After investigation, the DO
officer recommended that we revert to the use of
in the regulations in order to keep the issuances
unclassified.
7. RPD received a telephone call from OLL in connection with a call
received from an Oversight Committee interested in the change made to
The Committee was questioning the reason
for changing or revising khis year. We forwarded to OLL a copy
of the previous 1980 version along with the 27 April 1984 memorandum from
OP, the initiator, requesting revision.
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8. Our chief of research received a call from an employee in the OS
Registry asking if we had recently published anything on the Diplomatic
License Program. No one in RPD could recall an issuance on this
subject. RPD told the caller that we remembered the Washington Post
running an article on this subject matter, but not our Agency.
9. We forwarded
for concurrence on 11 October. Initiated by the Office of Security, this
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