OIS WEEKLY REPORT (9-15 JANUARY 1986)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP87-00058R000300560015-6
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 15
• Document Creation Date: December 23, 2016
• Document Release Date: September 2, 2011
• Sequence Number: 15
• Publication Date: January 16, 1986
• Content Type: MEMO

Sanitized Copy Approved for Release 2011/09/06: CIA-RDP87-00058R000300560015-6
ADMINISTRATIVE - INTERNAL USE ONLY
16 January 1986
MEMORANDUM FOR: Deputy Director for Administration
Director ot n ormation Services
SUBJECT: OIS Weekly Report (9-15 January 1986)
A. WORK IN PROGRESS
1. UNACCOUNTED FOR TS DOCUMENTS. The Information Resources
Management Division (IRMD) continues to find unaccounted for collateral
TS documents. IRMD annuitants completed their search of the holdings of
the Office of the Comptroller at the Agency Archives and Records Center.
They located 440 TS documents; 359 are charged to the office of the
Comptroller and 81 will require followup research. Another annuitant is
reviewing the retired records of the office of Scientific and Weapons
Research. He has located 34 TS documents; 33 are charged to OSWR and one
must be further researched. The information collected is recorded in the
TSCADS data base.
An IRMD representative has completed a TS document audit of the
Offices of Central Reference and Current Production and Analytic
Support. The audit is part of OIS' responsibility for managing the
Agency's Top Secret Control program which involves reviewing the TS
holdings of components at least once a year. No major discrepancies were
found in either office in accounting for TS documents and all documents
requested were produced.
2. TRIS ACTIVITIES. Representatives from IRMD have completed their
discussions with the TRIS users who also plan to use the Codeword
Collateral Document Control System (CDOCS), a sub system of TRIS. The
IRMD representatives reviewed the procedures covered in previous formal
training sessions and responded to questions. Many of the questions
ADMINISTRATIVE-INTERNAL USE ONLY
Sanitized Copy Approved for Release 2011/09/06: CIA-RDP87-00058R000300560015-6
 Sanitized Copy Approved for Release 2011/09/06: CIA-RDP87-00058R000300560015-6
ADMINISTRATIVE-INTERNAL USE ONLY
dealt with operating procedures external to the system. User reaction to
CDOCS is mixed; some prefer the old systems rather than learning the
CDOCS features. It is apparent that additional training is needed and
IRMD is preparing a "refresher" course.
3. INFORMATION MANAGEMENT SURVEYS. Representatives from IRMD
briefed the Chief of Operations, Office of Communications (OC), on their
survey findings concerning the information handling and records
management practices in the Engineering Division, OC. Suggestions for
improvement were explained and will be included in the survey team's
final report. The next part of the survey will focus on the Foreign
Networks Division, OC, including some of its overseas facilities.
An IRMD annuitant has been assisting the Records Management
Officer for the office of Imagery Analysis (OIA) in implementing
recommendations contained in an earlier OIS survey report. Among other
steps, the annuitant is preparing written guidelines to establish
appropriate operating procedures for the OIA registry. In addition, she
is drafting an OIA notice concerning the restructuring of the OIA forms
program.
B. SIGNIFICANT EVENTS AND ACTIVITIES
1. ANNUAL RECORDS INVENTORY. A representative from IRMD has begun
collating the information submitted by component RMOs in their annual
reports of office records holdings. When all of the reports are
received, the information will be analyzed to determine significant
changes in the Agency's total records holdings. The results with
appropriate comments and recommendations will be provided to the Deputy
Director for Administration through the Director of Information Services.
2. ISOO/AGENCY LIAISON ACTIVITIES. A representative from the
Information Security Oversight Office (ISOO) provided the Agency
Classification Officer from IRND with an advance copy of ISOO's annual
report to the Agency concerning its information security program. The
advance report states that the Agency is in compliance with Executive
Order 12356, but has failed to seek a waiver from using the Classified
Nondisclosure Agreement, Standard Form 189. The Agency uses its own
nondisclosure agreement which, incidentally, served as a model for the
community form. The Agency has requested a waiver of this requirement
directly from the National Security Council.
The Director of ISOO has requested a meeting with the new DDA.
The meeting would be a courtesy call to allow Mr. Garfinkel to discuss
ISOO's goals and activities.
2
ADMINISTRATIVE-INTERNAL USE ONLY
Sanitized Copy Approved for Release 2011/09/06: CIA-RDP87-00058R000300560015-6
 Sanitized Copy Approved for Release 2011/09/06: CIA-RDP87-00058R000300560015-6
among the participants. Some unresolved problems concerning computer
ports and personnel staffing were also discussed. The meeting concluded
with a tour of the partially completed ISC facility.
4. AARC ALARM SYSTEM. The company hired to design the new fire
alarm system at the Agency Archives and Records Center expects to
complete blueprints for the system sometime in February. When the
blueprints are ready, vendors will be asked to submit bids. If all goes
smoothly, work will begin in the Spring. The decision to install a new
fire alarm system is based on several deficiencies detected during a
safety survey last year.
5. CLASSIFICATION REVIEW ACTIVITIES. The Archivist of the Army has
requested the Agency's assistance in reviewing for classification the
files and papers of the late Army Chief of Staff, General Creighton W.
Abrams. The request was forwarded to the Classification Review Division
from the office of Security. Much of the material of concern to the
Agency is Codeword and on microfiche or microfilm.
6. INFORMATION AND PRIVACY DIVISION ACTIVITIES. The reduction in
the initial case backlog continues and now stands at 1629. Several FOIA
requests received a "neither confirm or deny the existence or
non-existence of records" response. For details, please refer to the
attached report from the Information and Privacy Division.
1. Two representatives from IRMD will visit the Agency Records
Center on 15 January to discuss a possible bar code application and
enhancements to the Records Center and Archives Management System (RAMS).
*2. The Department of State will convene an interagency meeting in
February 1986 to respond to an order from the President directing
concerned departments and agencies to assure preparation and publication
of the Foreign Relations of the United States (FRUS) volumes 30 years
after the event. The meeting will be chaired by Under Secretary for
Management, Ronald Spiers.
Sanitized Copy Approved for Release 2011/09/06: CIA-RDP87-00058R000300560015-6
 Sanitized Copy Approved for Release 2011/09/06: CIA-RDP87-00058R000300560015-6
ADMINISTRATIVE-INTERNAL USE ONLY
15 January 1986
MEMORANDUM FOR: Deputy Director for Administration
Chief, Information and Privacy Division, OIS
SUBJECT: IPD/OIS Weekly Report (8 - 14 January 1986)
1.
The Week in Review 8 - 14
J
anuary 1986
1986 Weekly Average
a.
New cases
43
41
b.
Cases closed
50
47.5
c.
New appeals logged
1
2.5
d.
Appeals closed
0
0.5
e.
Manpower (man-weeks)
81.1
108.6
2. Current Backlogs
a. Initial requests - 1629
b. Requests in administrative appeal - 192
c. Requests in litigation - 74
3. Spotlighted Requests
ADMINISTRATIVE-INTERNAL USE ONLY
Sanitized Copy Approved for Release 2011/09/06: CIA-RDP87-00058R000300560015-6
 STAT
Sanitized Copy Approved for Release 2011/09/06: CIA-RDP87-00058R000300560015-6
Sanitized Copy Approved for Release 2011/09/06: CIA-RDP87-00058R000300560015-6
 Sanitized Copy Approved for Release 2011/09/06: CIA-RDP87-00058R000300560015-6
STAT
IPD
Distribution:
Orig - Adse
1 - DCI/DDCI/Executive Director
1 - DCI History Staff
1 - DD I
1 - DDO
1 - DDS&T
5 - OIS
1 - C/PAO
1 - Comptroller
(15 January 1986) (FINAL)
STAT 1 - C/IMO
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
Sanitized Copy Approved for Release 2011/09/06: CIA-RDP87-00058R000300560015-6
 Sanitized Copy Approved for Release 2011/09/06: CIA-RDP87-00058R000300560015-6
14 January 1986
MEMORANDUM FOR: Director of Information Services
Chief, Information Resources
Management Division
SUBJECT: IRMD Weekly Report (8 - 14 January 1986)
1. WORK IN PROGRESS
a. TS Documents. IRMD's efforts to find unaccounted for
collateral TS documents continue to produce positive results.
Annuitants, completed their search
of the Records Center holdings of the Office of the Comptroller.
Their efforts this week resulted in the identification of 440 TS
documents, 359 of which were charged to the Office of the
Comptroller and another 81 which require followup research.
Another annuitant, continues his review of the retired
records of the Office o scientific and Weapons Research. His work
in this period resulted in the identification of 34 TS documents,
33 char ed to OSWR and one whose ownership needs to be determined.
ontinues to process information provided by the
annuitants adiusting the TSCADS data base to reflect their
findings. has been recording actions provided by
components regarding the aes~ruction of TS documents or their
transfer to other government agencies.
Information Control Branch, completed an
audit of TS documents held in the Offices of Central Reference and
Current Production and Analytic Support. The audit was part of
OIS' responsibility for managing the Agency's Top Secret Control
Program, which involves reviewing the TS holdings of components at
least once a year. No major discrepancies were found in the
procedures used by either office in accounting for these documents
and all documents requested were produced. An audit of the
collateral Top Secret document holdings will be conducted during
the week of 20 January 1986.
Machine-Readable Records.
Information Management Branch, me wv
the Records Management Officer for the Office of Logis ics, an
the OL personnel responsible for the
Inventory Control System (ICS). The purpose of the meeting was to
review the most recent draft of the machine-readable record
Sanitized Copy Approved for Release 2011/09/06: CIA-RDP87-00058R000300560015-6
 Sanitized Copy Approved for Release 2011/09/06: CIA-RDP87-00058R000300560015-6
schedule item for ICS. A few minor corrections were recommended,
which will be incorporated into a final draft schedule item as soon
as OL has provided some additional information. as
identified the Contractor Information System (CONIF) as t e next OL
system which she will begin to research and draft a schedule item.
She is obtaining copies of system documentation and will schedule
the first interview session with CONIF system personnel after she
has reviewed the documentation.
also contacted the records management
officers in the ottice of Information Technology, Office of
Personnel, Office of Medical Services, and the Office of Finance to
determine the status of efforts by each office to draft items for
these machine-readable record control schedules covering computer
systems. The office RMOs reported little progress since our last
contact with them, but each indicated their intent to increase
their level of effort. will continue
to monitor their progress an to prove a assistance in preparing
scheduling items as requested.
S. I and
Information Technology Branch, have completed their
visits to the various document control points which had indicated
that they would be users of the CDOCS portion of TRIS. The ITB
representatives responded to questions about various system
capabilities and reviewed procedures that had been covered in
formal training sessions last fall. Thus far, the user reaction to
the system is mixed, some preferring to use their older automated
logging systems rather than having to change their way of operating
to take advantage of CDOCS features. Many of the questions raised
by registry personnel dealt with operating procedures external to
the system. For example, one major problem encountered is that
components are not using the proper format for inputting document
control numbers. One major component, the ODDI Registry, indicated
they will not be ready to begin using CDOCS until 1 February.
ITB personnel concluded from these discussions that additional
procedural training is needed for registry personnel. ITB is in
the process of preparing a training outline and will be contacting
RMOs in the near future as to the dates and location of this
refresher training.
ICB, briefed, Chief of Operations, Office
Information Management Surveys.
ot communications, on their findings concerning the information
handling and records management practices in the Engineering
Division, OC. Several changes to improve those practices were
discussed and will be included in the survey team's final report.
Messrs. ill now turn their attention to the
Foreign Networks .vision, OC, including some of its overseas
facilities.
2
CONFIDENTIAL
Sanitized Copy Approved for Release 2011/09/06: CIA-RDP87-00058R000300560015-6
 Sanitized Copy Approved for Release 2011/09/06: CIA-RDP87-00058R000300560015-6
an annuitant, has been assisting the
Records Management Officer for the Office of Imagery Analysis in
implementina recommendations contained in an earlier OIS survey
report. has initiated ste s to separate OIA's mail
from other mail that is delivered She currently
is preparing written guidelines concerning--d-o-cument handling.
These guidelines will be used to establish appropriate o erating
procedures for the OIA registry. In addition, 's
drafting an OIA notice that will deal with the restructuring of the
office forms program; the survey found that OIA had no formal
mechanism for controlling the use of forms.
2. SIGNIFICANT EVENTS AND ACTIVITIES
a. Annual Records Inventory. IMB, has begun
collating the statistics from the annual reports o record holdings
that have been submitted by component Records Management Officers.
The DS&T is the only directorate to have submitted all their
inventories; each of the other directorates have some components
that have not yet submitted this data, even though it was due in
December. Once all of the reports have been received, the data
will be analyzed to determine significant changes in the Agency's
record holdings. The use of a new inventory form and the provision
of better guidance on collecting the data should result in a more
accurate assessment of the Agency's holdings. The results of the
inventory with appropriate comments and recommendations will be
provided to the DA.
b. ISOO Matters. Information Security
Oversight Office, provided the Agency Classification
Officer, with an advance copy o s annual report to the Agency
concerning its information security program. The ISOO report
indicated that the Agency's program was in compliance with
Executive Order 12356, but cited the Agency for having failed to
seek a waiver from using the Classified Nondisclosure Agreement,
Standard Form 189. The Agency uses its own nondisclosure
agreement, which served as a model for the community form, and has
requested a waiver from this requirement directly from the National
Security Council rather than through ISOO. Unless this waiver is
granted, the Agency will be cited in ISOO's annual report to the
President as being in non-compliance with the requirement to use
this form.
Mr. Steve Garfinkel, Director of ISOO, has requested a
meeting with the Deputy Director for Administration, sometime in
February. The meeting would be a courtesy call to allow
Mr. Garfinkel to discuss ISOO's goals and activities.
Mr. Garfinkel would be accompanied by Robert Wells, his Deputy, and
Mr. Mason, who is ISOO's Liaison Officer to the Agency.
C. New Information Services Center. Director, OIS,
Chief, IRMD, Chief, Information Control Branch, and
IMB, met with senior officials and staff members of
3
CONFIDENTIAL
Sanitized Copy Approved for Release 2011/09/06: CIA-RDP87-00058R000300560015-6
 Sanitized Copy Approved for Release 2011/09/06: CIA-RDP87-00058R000300560015-6
CONFIDENTIAL
all the offices moving) (concerning the
establishment of an Information Services Center there. The purpose
of the meeting was to determine the extent to which each office
would contribute personnel and financial resources to establish an
ISC An effort was also made to identify the Center's
equipment needs and the security clearances that would be required
of personnel working in the Center. The meeting resulted in
substantial agreement among the participants concerning the type
and amount of support each office would be willing to contribute.
Some unresolved problems concerning computer ports and personnel
staffing were also aired. The meeting concluded with a tour of the
partially completed ISC facility.
d. Records Center Alarm System. Mr. Kenneth Cobb &
del Castillo, Ltd., the company hired to design the new fire alarm
system for the Records Center, visited the Center last week to
finalize his blueprint sketches for the system. Mr. Cobb indicated
that the completed blueprints for the system will be available in
February. Once the blueprints are ready, vendors will be asked to
bid on the job. If the bidding process proceeds smoothly work
could begin on the new system later this spring. Mr. Cobb was
accompanied by a technician
current tire alarm at the Records Center did not work.
was not aware of the latest failure and indicated that held
take steps to correct it. Several deficiencies in the Center's
fire alarm system were detected last year during a safety survey
and led to the hirin del Castillo to design a
replacement system.
e. Records Center. Records Center personnel performed
the following activities during the week:
RAMS: Made 22 additions and 11 deletions.
ARCINS: Jobs received/edited: 16.
3. SCHEDULED MEETINGS/EVENTS
Jobs keyed: 29 consisting of
1,755 entries.
Jobs proofed: 20.
Jobs completed: 17.
Received 8 jobs totaling
67 cubic feet.
Serviced 1,658 requests for
records.
ITB, will visit the
ing a
Records Center on 15 January. wil 7
possible bar code application at the Center. who is
working on enhancements to RAMS, will be given a tour-o-r-the
facility and an explanation of the records retirement process.
Sanitized Copy Approved for Release 2011/09/06: CIA-RDP87-00058R000300560015-6
 Sanitized Copy Approved for Release 2011/09/06: CIA-RDP87-00058R000300560015-6
DDA/OIS/IRMD~ Esc (14 January 1986)
Distribution:
Original & 5 - Addressee
1 - IRMD Subject: IRMD Weekly Report w/background
1 - IRMD Chrono
Sanitized Copy Approved for Release 2011/09/06: CIA-RDP87-00058R000300560015-6
 Sanitized Copy Approved for Release 2011/09/06: CIA-RDP87-00058R000300560015-6
14 January 198L
MEMORANDUM FOR: Director of Information Services
FROM' Chief, Classification Review Division
SUDJECT: CRD Weekly Report, 8-14 January 1986
1. Dr. John H. Hatcher, Archivist of the Army, has requested CIA's
assistance in the declassification review of the files and papers of the late
Army Chief of Staff, General Creighton W. Abrams. Dr. Hatcher's request was
addressed to the Office of Security who referred it to OIS/CRD for action. On
lr' January, Chief, CRD/MSRB telephoned Dr. Hatcher to offer CRD's assistance
with the review and determine the type and volume of materials in the
collection that would be of interest to CIA. Dr. Hatcher explained that the
Army is still doing its preliminary review of the material. Much of the
material of concern to CIA is Codeword, so the National Security Agency will
be asked to review it before sending it to CIA. He added that about 90
percent of the records are on microfiche or microfilm. At this time the Army
cannot estimate how much, if any, of the material will pass through the NSA
review and require review by CIA. Dr. Hatcher will contact CRD if and when
there is a need for CRD's services. (11)
The Department of State will convene an interagency meeting in
February 19/M, to follow-up on the order of President Reagan of 12 November
1`7['r directing that concerned departments and agencies take the necessary
actions to assure preparation and publication of FRUS volumes thirty years
after the event. The meeting will be chaired by Ronald Spiers, Under
Secretary for Management. Mr. Spiers is preparing a letter that will be sent
to the DDA with a more specific invitation regarding the Agency's
participation. (U)
Sanitized Copy Approved for Release 2011/09/06: CIA-RDP87-00058R000300560015-6
 Sanitized Copy Approved for Release 2011/09/06: CIA-RDP87-00058R000300560015-6
14 January 1986
MEMORANDUM FOR: Director of Information Services
Chief, Regulatory Policy Division
SUBJECT: Regulatory Policy Division Activities - 08 January
through 14 January 1986
1. RPD is currently processing 125 jobs. (U)
2. More than half of the seven jobs received for processing during
the week concerned the announcement of appointments to key positions in
the Agency, including
which informs Agency employees that
3. The initiator (Office of Logistics)
is sustaining action on this
notice due to apparent inaccuracies noted by
who is processing the proposed issuance. After OL resolves the
situation, work will proceed probably during the week of 13 January.
(A-IUO)
4. The processing of
is in suspense while OF, the initiator,
determines what portions of the proposal are unique to the Agency and
therefore require special designation. (A-IUO)
ADMINISTRATIVE - INTERNAL USE ONLY
Sanitized Copy Approved for Release 2011/09/06: CIA-RDP87-00058R000300560015-6
 Sanitized Copy Approved for Release 2011/09/06: CIA-RDP87-00058R000300560015-6
ADMINISTRATIVE - INTERNAL USE ONLY
5. In October 1985, the Deputy Director for Administration had
approved
At that
time, as the proposal was being prepared for printing, the Office of
General Counsel (OGC) brought all work to a halt in order to develop
additional wording. This revised wording was recently received and RPD
incorporated the new language from OGC, as well as the Office of
Legislative Liaison, into a revised draft. RPD has resubmitted this
proposed revision to the DDA for approval. (A-IUO)
6. An officer from the Special Security Center of the Office of
Security called on 10 January to ask about the status of
The caller is in liaison with the Department of Energy where
there already exists regulatory policy for Restricted Data. The caller
has been asked to draft a similar regulation for the Agency and she
wanted to know if any component had initiated work in this area. RPD
informed her that is not a current job and that no office has
yet prepared a draft on this subject. (A-IUO)
ADMINISTRATIVE - INTERNAL USE ONLY
Sanitized Copy Approved for Release 2011/09/06: CIA-RDP87-00058R000300560015-6
 STAT
Sanitized Copy Approved for Release 2011/09/06: CIA-RDP87-00058R000300560015-6
Next 2 Page(s) In Document Denied
Iq
Sanitized Copy Approved for Release 2011/09/06: CIA-RDP87-00058R000300560015-6