OIS WEEKLY REPORT (20 - 26 MARCH 1986)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP87-00058R000300560005-7
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 12
• Document Creation Date: December 23, 2016
• Document Release Date: September 2, 2011
• Sequence Number: 5
• Publication Date: March 27, 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 (20 - 26 March 1986)
1. *As reported last week, 164 cubic feet of OSS records were
transferred to the National Archives and Records Administration (NARA).
The material in this eleventh deposit increment covers 20 records control
schedule items that include Washington Headquarters Radio and Cable
Files; OSS Washington Miscellaneous Files; Office of the Director, OSS
Coordinator of Information Files; OSS Research and Analysis Files;
Department of State, Office of Research and Intelligence Files; and
Washington OSS Communications Files. An additional 213 cubic feet of OSS
records are now ready for transfer to NARA.
2. The Office of Information Services has prepared a memorandum for
signature by the Deputy Director for Administration to Agency Deputy
Directors and the Executive Secretary, Office of the DCI, informing them
of upcoming Information Security Oversight Office (ISOO) inspections in
their areas. In a covering note, the Director of Information Services
explained that, as in previous years, the inspections will concentrate on
security education and training, Agency implementation of Executive Order
12356, and a review of documents to determine if they are properly
classified and marked. The first inspection is scheduled for 16 April
1986 in the office of East Asian Analysis.
3. Information Resources Management Division (IRMD) representatives
met with representatives from NARA to review the Agency's approach to
developing records control schedules for machine-readable records. The
NARA representatives were receptive, but more discussions will be
necessary. IRMD has invited a cleared NARA appraiser to the Ames
Building to review some of our completed records control schedule items.
NARA has agreed to provide examples of approved items prepared by other
agencies and some additional reference material on machine-readable
records.
ADMINISTRATIVE - INTERNAL USE ONLY
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ADMINISTRATIVE - INTERNAL USE ONLY
4. Annuitants continued their search for unaccounted Top Secret (TS)
documents in the retired records holdings of the office of Development
and Engineering. They went through 40 of the office's retired records
deposits last week. IRMD continues to process the results of its review
of some 15,000 retired TS collateral documents of a Directorate of
Operations' component. It has been determined thus far that 647
documents were previously not recorded in TSCADS and 387 were previously
unaccounted for. IRMD continues to incorporate the new data into TSCADS.
5. Representatives from IRMD met with representatives from the
Information Management Staff, Directorate of Operations (DO/IMS), to
discuss the disposition dates of temporary DO records held in the Agency
Archives and Records Center (AARC). The discussion centered on DO
requests to extend the disposition dates for records currently scheduled
for destruction. DO/IMS will review all pending and future requests to
ensure they are valid and fully justified. At a subsequent meeting, IRMD
and DO representatives met to discuss the revised DO Records Control
Schedule. Some changes will be necessary. In addition, the DO was asked
to provide additional information concerning the volume and projected
growth of its permanent records.
6. The FOIA backlog of initial requests continues to fall; it is now
1486. The backlog of requests in administrative appeal fell by two to
210, and the backlog of litigation cases remains at 75.
IPD
hopes the denial does not have to be repea a on a ee iy Uasis. r
these and other interesting items, please refer to the attached IPD
report.
ADMINISTRATIVE - INTERNAL USE ONLY
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MEMORANDUM FOR: Deputy Director for Administration
Chief, Information and Privacy Division, OIS
SUBJECT: IPD/OIS Weekly Report (19 - 25 March 1986)
1.
The Week in Review 19 -
25
March 1986
1986 Weekly Average
a.
New cases
103
61.0
b.
Cases closed
118
74.0
c.
New appeals logged
1
d.
Appeals closed
3
e.
Manpower (man-weeks)
92.8
2. Current Backlogs
a. Initial requests - 1486
b. Requests in administrative appeal - 210
c. Requests in litigation - 75
3. Spotlighted Requests
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 STAT
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STAT
IPD/CAS:sh____](26 March 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/IM
1 - DDO/IRO
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
ADMINISTRATIVE-INTERNAL USE ONLY
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CONFIDENTIAL
Acting Chief, Classification Review Division
SUBJECT: CRD Weekly Report, 19-25 March 1986
1. C/CRD met with William Gibbons of the Congressional Research Staff,
who is writing a history of the U.S. Government (executive and legislative)
roles in the Vietnam War, 1945-75. Originally to be four volumes it is now up
to five. Dr. Gibbons visited CRD offices on Monday, 24 March.
2. The Historical Review Program is having the fortuitous effect of
aiding OIS in its search for lost CIA collateral top secret documents.
CRD/HRB has come across numerous green-sheeted TS documents as well as
documents carrying TS numbers but not green sheets. In the latter case,
following IRMD instructions, CRD is filling ou new green sheets. All green
sheets are being removed and turned in to IRMD if evant documents are
either declassified or downgraded from Top Secret .
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MEMORANDUM FOR: Director of Information Services
Chief, Information Resources
Management Division
SUBJECT: IRMD Weekly Report (19 - 25 March 1986)
1. WORK IN PROGRESS
a. TRIS Traininci. Chief Information
Technology Branch,
ITB, presented additional training in the use of
Codeword/Collateral Document Control System (CDOCS) of TRIS to 40
students during the week of 17 March 1986. With the exception of
the Office of Security and the Executive Registry, members of all
registries currently using the system participated in the
training. Overall, the training went well and accomplished its
goals of providing more information about indexing techniques and
stressing the importance of keyword retrieval and standardization.
the CDOCS Data Base Administrator, will continue to
monitor registry files in CDOCS to ensure the consistency of data
input.
b. ISOO Inspections.) (Information
Management Branch, prepared a memorandum tor the Deputy Director
for Administration's signature to the Deputy Directors and the
Executive Secretary, Office of the DCI, advising them of upcoming
Information Security Oversight Office (ISOO) inspections in their
areas. In a cover note, the Director of Information Services
explained that, as in previous years, the inspections will
concentrate on security education and training, Agency
implementation of EO 12356, and a review of classified documents to
determine if they are properly classified and marked. The first
inspection is scheduled to take place in the Office of East Asian
Analysis on 16 April.
c. Machine-Readable Records. Chief,
Information Management Branch,
IMB, met with five representatives of the National Archives and
Records Administration (NARA) at the National Archives Building to
review our approach to developing records control schedule items
for Agency computer systems. It was also intended to discuss
NARA's guidelines relating to machine-readable records and to
determine what other government agencies are doing in this area.
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The NARA representatives were receptive to the approach that we
have taken in preparing schedule items for Agency computer
systems. They were unable to answer all of our questions, but we
will continue the dialogue and invited a cleared NARA appraiser to
Ames Building to review some of our completed items. NARA agreed
to forward some examples of approved schedule items from other
agencies, provide some additional reference material on the subject
of machine-readable record keeping, and supply a list of their
cleared appraisers. Messrs. will schedule a
meeting with the NARA appraiser to review some of our draft items.
d. TS Documents. Limited progress was made this week in
our efforts unaccounted for TS collateral documents.
Annuitants, continued their review
of the retired records holdings of the Office of Development and
Engineering. They went through 40 of the office's retirement jobs
last week, finding two TS documents that require followup research
to determine their ownership. In addition, ICB continues to
process the results of their review of some 15,000 TS collateral
documents from the Information
Management Staff. Thus far, analysis shows that 647 of these
documents were not previously recorded in TSCADS and 387 were
previously unaccounted for. Another annuitant, continued
his search of the retired records of the Office o Scien ific and
Weapons Research, but found no TS documents. and
Information Control Branch, continued to process
the information on documents found by the annuitants, incorporating
the new data into TSCADS. In addition,
Information Control Branch, recorded the destruction o some TS
collateral documents and the transfer of others outside the CIA.
She is also correcting information on documents in the TSCADS that
was not properly recorded when new TSCADS came on line.
SIGNIFICANT EVENTS/ACTIVITIES
IMB, met with
and
ociate
Directorate Information Management Officer, and members of his
staff to discuss the disposition dates of DO records held in the
Agency Archives and Records Center. The discussion centered on
several DO requests to extend the disposition dates for records
currently scheduled for destruction. said that he and
members of his staff would review all pending an future requests
to ensure they are valid and fully justified. was
advised that discussions will be held with the o er irec orate
RMOs on this subject.
At Messrs.) met
with) Information Management Staff, DO, to
discuss the revised DO Records Control Schedule.
2
CONFIDENTIAL
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was advised that IMB's initial review of the schedule was completed
and that some changes were necessary. In addition, the DO would
need to provide additional information concerning the volume and
projected growth of permanent records. was
receptive to the changes and said that appropriate action would be
taken to deal with these issues.
b. OSS Records. The eleventh increment of OSS records,
consisting of 164 cubic feet, has been transferred to the National
Archives and Records administration (NARA). The records cover 20
records schedule items including: The Washington Headquarters
Radio and Cable Files; OSS Washington Miscellaneous Records; OSS
Office of Director, COI/OSS Records; OSS R&A and Department of
State ORI Records and the Washington OSS Communications Records.
Another 213 cubic feet of OSS records are ready to be offered to
NARA. (Please note that some of this information was reported in
IRMD's weekly for the period 12-18 March 1986.)
c. Records Center. Records Center personnel performed
the following activities during the week:
Made 32 additions, 65 changes,
and 16 deletions.
Jobs received/edited: 17.
Jobs keyed: 16 consisting of
1,781 entries.
Jobs completed: 15.
Title searches: 9.
Received 22 jobs totaling
152 cubic feet.
Serviced 2,977 requests for
records.
Records Management
Officer for the Office of
Logistics, and 22 OL careerists
were given a tour of the Center on
20 March.
3. SCHEDULED MEETINGS
Chief, Information Control Branch, and
ICB, will meet with Deputy Chief,
IMS, and other IMS sta members to discuss the
results o our search efforts in
IMS, and procedures for conducting searches in other DO components.
3
CONFIDENTIAL
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Chief, IRMD, Chief Archives and Records
Center Branch, will brief Messrs.
officials who oversee NSA's history an records management
programs, on the activities operations f the Archives and
Records Center. Messrs. will be given a tour of
'
the facility and problems of records disposition for
will be discussed.
4
CONFIDENTIAL
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Chief, Regulatory Policy Division, OIS
SUBJECT: Regulatory Policy Division Activities -
17 - 24 March 1986
1. RPD is currently processing 112 jobs, down slightly from last
week's 115.
2. Received and fully processed for publication was OL's jawbreaker,
3. Processed on a priority basis following receipt from OP was EB
No. 1358, Update on Potential Tax Changes to Federal Annuities. The
bulletin received expeditious handling as part of OP's efforts to keep
Agency employees informed of devglonments oncerning retirement
legislation pending in Congress.
4. The rocessin of
has required that RPD serve as broker between the
initiator (OS) and OIT, in order to ensure that the latter's views are
considered in further revision of the proposal. Following considerable
review and editing, similar efforts were required to coordinate the
- ed
with the Protocol Branch of the DA Career Management Staff,
which administers the handling of foreign gifts and was unaware
that the proposed notices had been initiated.
5. In response to a reference request from OP.
hours locating and reproducing copies of=
going back to 1953. This material, consisting of enabling regulations
and concomitant organization charts, was needed because a task force was
being established to study personnel management of the future and RPD was
the most reliable repository of background documentation. The reproduced
material made a stack approximately five inches in height.
/I-A-LT-T; -T _T~ V -'KT-R+-T -A _T
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