OIS WEEKLY REPORT (13 - 19 FEBRUARY 1986)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP87-00058R000300560010-1
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 14
• Document Creation Date: December 23, 2016
• Document Release Date: September 2, 2011
• Sequence Number: 10
• Publication Date: February 20, 1986
• Content Type: MEMO

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20 February 1986
MEMORANDUM FOR: Deputy Director for Administration
Director of Information Services
SUBJECT: OIS Weekly Report (13 - 19 February 1986)
1. *A representative from the National Archives and Records
Administration (NARA) informed the Chief, Classification Review Division
(CRD) that NARA would like to put on film the declassified files of the
Office of Strategic Services' Research and Analysis Branch, the
predecessor of the Directorate of Intelligence. The film would be used
by researchers instead of the original paper records. (These records
were reviewed by a special group of OSS veterans under contract with the
Agency between 1972 and 1975.) Over 90 percent of the records were
declassified. NARA wonders if it would be worthwhile to see how many of
the remaining classified documents could be declassified and plans to ask
CRD to review a sampling.
2. *The Chief, CRD and the Agency Historian attended an interagency
meeting convened by the Department of State to plan for the timely
publication of the Foreign Relations of the United States series. (A
separate memorandum reporting the results of the meeting was forwarded to
the DDA on 18 February.) The goal, set by a Presidential memorandum
dated 12 November 1985, is to publish by 1990 the record of the
Eisenhower administration through 1960. This will require the Department
to publish approximately 50 volumes. Approximately 34 volumes probably
will contain information involving CIA equities and requiring CRD review.
became operational on 18 February. This marks e tirst time
that comr1olnents from all four directorates will be serviced by a single,
combined registry and communications center. Immediate staffing will be
drawn from OIS to be augmented later from the Directorate of Operations
and the Directorate of Science and Technology. The center represents a
joint Agency effort in personnel, equipment, and funds.
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4. The Information Resources Management Division (IRMD) has
completed its survey of the Office of Communications' information
management and document handling practices. A draft report is being
prepared for OC review and comments.
5. In followup to an IRMD information management survey of the
Office of Imagery Analysis (OIA), an OIS annuitant has assisted OIA
personnel in implementing more than 18 recommendations. She also is
preparing written guidelines that provide implementation instructions and
procedures.
6. OIS annuitants continue to locate previously unaccounted for Top
Secret (TS) collateral documents. During the reporting period, 16
documents that were located in the retired holdings of the office of
Global Issues will require followup research. In the review of 2,319
documents in the Directorate of Operations, there were 186 whose
ownership could not be determined. Followup research will be necessary.
7. During the reporting period representatives from IRMD audited the
the Top Secret holdings and document accounting procedures of the Office
of Congressional Affairs, the Executive Registry, the DCI History Staff,
the Office of Development and Engineering, the Office of General Counsel,
and the Office of the DDA. It was determined that proper accounting
procedures were being used in all the components audited.
8. An IRMD representative informed the Department of Army's Central
United States Registry that the Agency has completed its annual inventory
of TS NATO documents maintained by the office of Central Reference
(OCR). Later this year a Department of Defense auditor will review OCR's
TS NATO document handling procedures and take a sampling of its holdings.
9. The Archivist of the United States has approved the Records
Control Schedules of the Offices of Finance, Communications, and
Logistics. The schedules have been sent to the Office of Congressional
Affairs for submission to the Senate Select Committee on Intelligence for
review before implementation.
10. Representatives of IRMD attended a demonstration on the use of
bar codes at the U.S. Patent Office. The Patent Office receives
approximately 10,000 pieces of correspondence a day and uses bar code
technology to keep track of it all. IRMD is investigating the
possibility of using bar codes for retired records deposits at the Agency
Archives and Records Center.
11. The backlog of initial FOIA requests is 1529; down 13 from last
week. The backlog of administrative appeals remains at 196 while
litigation is down two to 72. Among the more interesting FOIA requests
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19 February 1986
MEMORANDUM FOR: Deputy Director for Administration
Chief, Information and Privacy Division, OIS
SUBJECT: IPD/OIS Weekly Report (12 - 18 February 1986)
1.
The Week in Review 12-18 Fe
bruary 1986 1986 Weekly Average
a.
New cases
67
52.1
b.
Cases closed
80
68.3
c.
New appeals logged
4
3.4
d.
Appeals closed
3
2.0
e.
Manpower (man-weeks) 1
37.2
113.9
2. Current Backlogs
a. Initial requests - 1529
b. Requests in administrative appeal - 197
c. Requests in litigation - 72
3. Spotlighted Requests
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5. Special Items of Interest
c. In an effort to keep all agency components fully
informed and conversant with respect to FOIA and PA
developments, we have initiated a monthly meeting with the
directorate IROs and the independent office FOIOs. Viewed as
an opportunity to exchange views and discuss issues in a
seminar context, the first meeting was well received.
week
d.
saw
We
the
continue our efforts to clear old
dispatch of one Executive Order
cases.
request
This
form
1981
and
two
FOIA
cases also from 1981.
The backlog of FOIA/PA/EO initial requests now stands at
1529 down by 13 from last week.
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e. We continue to move ahead on the review of record
systems subject to Privacy Act reporting. A meeting has been
scheduled for 26 February, in GA-13 Headquarters, for IPD and
IRMD personnel to brief the directorate IROs and all Office
RMOs on the procedures for evaluating and reporting Privacy
Act related record systems in the Federal Register. The
purpose of the meeting is to help the component RMOs evaluate
what systems should be reported and how to report similar
systems as a directorate level system, hopefully eliminating
the individual reporting of smaller duplicate systems.
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STAT IPD/TRF:sh~19 February 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 - OLL
1 - OP
1 - OL
STAT 1 - C/IMS
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
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MEMORANDUM FOR: Director of Information Services
FROM: Chief, Classification Review Division
SUBJECT: CRD Weekly Report, 12-18 February 1986
1. C/CRD/OIS and Chief, DCI History Staff attended an interagency meeting
held at State to discuss coordinating efforts to ensure the timely publication
of FRUS. The goal, set by the President in a memo dated 12 November 1985, is
to publish by 1990 the record of the Eisenhower administration through 1960.
The State Historian estimates that they must publish about 50 volumes to meet
this goal. It is estimated that about 34 will contain information that must
be reviewed by CIA. This means that we will have to review almost seven
volumes of FRUS per year by 1990 to meet the goal. We believe that CRD and
the Agency can successfully meet this goal at the present manpower levels. (U)
2. Ms. Joann Williamson, Acting Chief of the Declassification Review
Division at NARA, has informed C/CRD that NARA would like to put the OSS R&A
declassified files on microfilm. The film will then be used by researchers
and thus the original paper records will be preserved. The R&A records were
reviewed for declassification by the OSS Review Team from 1972 to about 1975.
Over 90% of the records were declassified. Before putting the declassified
documents on film NARA would like to see whether it would be worthwhile to
re-review the documents from the R&A collection that remain classified to see
if significant numbers could be declassified. To this end NARA will get a
computer printout of the documents remaining classified, retrieve a sampling
for spot check purposes and ask CRD to review these to see what percentage, if
any, can be declassified. It is believed that the R&A collection ran about
1,000 linear feet. If 95% was declassified there remains about 50 feet still
classified. (U)
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18 February 1986
STAT
MEMORANDUM FOR: Director of Information Services
Chief, Information Resources
Management Division
STAT
SUBJECT: IRMD Weekly Report (12 - 18 February 1986)
1. WORK IN PROGRESS
a. TRIS Training. Information Technology
Branch, provided instruction on t h- use of the Codeword/Collateral
Document Control Systems (CDOCS) to members of the OSWR registry.
Some of the members had received instruction in the system last
fall, but needed some refresher training since the registry had
just begun using the sys em. The OSWR registry is the last in the
STAT DI to begin using CDOCS. Chief, ITB, briefed members
of the Records for Agency se on TRIS capabilities.
The class, consisting of about 24 clerical employees and junior
officers, is intended to provide personnel with some understanding
of records management practices and issues. IRMD regularly
provides a speaker for this program.
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b. Information Services Center. Progress continues
toward the establishment of the Information Services Center at
ISC, is learning to use the cable transmission and receiving
an OIS assignee to the
equipment that will be used in the center. His training will
conclude this week and the ISC will begin operation shortly
thereafter. Information Management Branch, who is
coordinating is project tor IRMD, interviewed two candidates for
the ISC this past week. Both are interested in working there and
will be assigned as soon as arrangements can be worked out with
their components.
Information Control Branch, have concluded their survey ot the
Office of Communications' information management program and
c. Survey Activity.
information handling practices. The survey began on
4 November 1985 and during the ensuing months, Messrs.
personnel. A draft report of the survey is being prepared and upon
its completion it will be forwarded to OC for review and comments.
interviewed approximately 50 percent of the office's
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an OIS annuitant, is nearing
completion of her activities in assisting OIA implement the
recommendations that resulted from our survey of that office. Of
the 18 recommendations, 11 of them have been adopted or are in the
process of being adopted, and two other recommendations are being
studied for possih'a ation. A guidelines publication is
being prepared b that will provide instructions,
procedures, and some policy with regard to the implementation of
several recommendations.
Machine Readable Records.) land
IMB, met with representatives of the Office o Security
(OS) to assist them in developing draft items for a machine
readable records control c dule. An introductory meeting was
held on 19 Pphru aX7 ith Records Management Officer,
OS, and Deputy Chief., Special Security Center. A
followup session on 4 February involved
Chief, Special Security Center, and
System Administrator for the 4C System. The
4C System was identified as the first OS system to be scheduled and
work will begin on it shortly.
Meetings were held with a number of other DDA offices
to review work that had been completed on machine readable schedule
items and to provide assistance as needed. Messrs. and
met with the records management officers from the Offices of
In tion Technology and Finance, to review the OIT Contractor
Security Clearance File and the CIA Retirement and Disability
Systems respectively. Messrs. also met with
inrormarion tem (CONIF). This was the first meeting to research
information needed to draft a schedule item for the CONIF system.
Records Management Officer, Office of Logistics, and
Data Base Administrator for the Contractor
e. TS Documents. OIS annuitants continued to make
progress toward reducin the number of unaccounted for TS
STAT documents. Annuitant reviewed additional retired
holdings of the Office of Global Issues. During the week, he found
26 TS documents, 10 of which ed to OGI and 16 that will
STAT require followup research. another annuitant,
continued his review of the documents eld in the Sensitive
Information Section, Operations Group, Information Management
Staff. He reviewed 2,319 documents of which 2,133 were charged to
thp DO " 'Or- whose ownership could not be readily determined.
STAT Information Control Branch, continued to process
in orma ion on the documents found by the annuitants adjusting the
TSCADS data base to reflect document location and ownership. Last
week 15 documents previously unaccounted for were identified as a
STAT result of search efforts in the IMS.
2
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continue to conduct
audits of the TS collateral holdings of Agency components. During
the period they audited the holdings and document handling
procedures of the Office of Congressional Affairs, the Executive
Registry, the DCI's History Staff, OD&E, the Office of General
Counsel, and the Office of DDA. The components provided a sampling
of documents for verification and were following proper procedures
in accounting for this material.
2. SIGNIFICANT EVENTS/ACTIVITIES
a. NATO Documents. ICB, informed the
Department of Army's Central United States Registry that the Agency
had completed its annual inventory of Top Secret NATO documents
maintained by the Office of Central Reference. Later this year, a
Department of Defense auditor will review OCR's document handling
procedures and review a sampling of its holdings. This DOD survey
is required as part of its responsibility to ensure that the Agency
is in compliance with regulations governing the handling and
safeguarding of NATO documents.
b. New Records Control Schedules. Records Control
Schedules for the Offices of Finance, Communications, and Logistics
have been approved by the Archivist of the United States. The
schedules have been sent to the Office of Congressional Affairs for
submission to the Senate Select Committee on Intelligence.
Implementation of the schedules will be delayed for 60 days pending
review by the SSCI.
c. Records Training. I IMB, met with
the Chief, Central Registration Branch, Office of Training and
Education, to discuss support requirements for a three-day Agency
Micrographics Seminar. The seminar, scheduled to begin on
28 April 1986, is being sponsored by the Office of Information
Services and will be coordinated by This dedicated
training program is one of three that OIS will sponsor this year
for its careerists.
d. Bar Code Demonstration. and
ITB, attended a demonstration on the use of bar
codes at the Patent Office. The session consisted of a briefing
and demonstration of the office's bar code system, which tracks
patent applications from the time they enter the mailroom until the
patent is approved or rejected. The Patent Office receives
approximately 10,000 pieces of mail per day and this technology has
enabled it to keep track of the large volume of supporting material
and reports that accompany each application. ITB, in conjunction
with the Archives and Records Center Branch, is looking at the
possibility of using bar codes to keep track of jobs at the Records
Center.
3
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e. Records Center. Records Center personnel performed
the following activities during the week:
Made 27 additions, 289 changes,
and 12 deletions.
Jobs received/edited: 26.
Jobs keyed: 31 consisting of
1,931 entries.
Jobs completed: 10.
Received 24 jobs totaling
199 cubic feet.
Serviced 1,651 requests for
records.
Other: The annual records inventory is approximately 80
percent complete and the remainder will be
completed this week. No major discrepancies have
been found. Most of the troubleshooting during
the inventory has involved re-stamping, locating
numbers on boxes and replacing worn out labels on
boxes.
3. SCHEDULED MEETINGS
The OIS ADP Configuration Control Board will meet on
21 February to discuss proposed changes in existing OIS computer
systems, as well as the possible requirements for some new ones.
Chief, IRMD, and other DA officers will meet with the DDA
on 20 February to discuss the development of meaningful goals and
objectives.
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