OIS WEEKLY REPORT (7 - 13 FEBRUARY 1985)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP87-00058R000300620012-2
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 15
• Document Creation Date: December 23, 2016
• Document Release Date: June 3, 2011
• Sequence Number: 12
• Publication Date: February 14, 1985
• Content Type: MEMO

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MR40RANDUN FOR: Deputy Director for Administration
14 February 1985
ADMINISTRATIVE - INTERNAL USE ONLY
Director of Information Services
SUBJECT: OIS Weekly Report (7 - 13 February 1985)
A. PROGRESS ON ACTION ITH4S
2. OIA Survey Followup. A representative from the Information
Resources Management Div son (IRMD), the DI Records Management Officer,
and representatives from the Office of Imagery Analysis visited Supreme
Equipment and System Corporation in Alexandria, Virginia, to look at
movable shelving. The visit was in response to a recent OIS survey of
OIA which recommended considering new filing equipment to store film in
the OIA registry. The Supreme system is modular in design and not bolted
to the floor, whereas the current shelving system in OIA is permanently
mounted. OIS personnel must determine how close the proposed shelving
would be to the ceiling and the weight of the film to be stored on the
shelves before a decision can be made whether to buy the Supreme system.
The group also looked.at other Conserv-a-file type equipment for use by
OIA.
3. Top Secret Documents. Representatives from IRMD conducted an
inspection s ocumient Library Branch to review its procedures for
maintaining Top Secret (TS) collateral documents. They also verified a
sample of TS documents charged to OCR and recorded in the TSCADS system.
IRMD recommended that OCR retain Form 26s (the green cover sheets) for
documents that are microfiched until these microfiched documents are
destroyed.
AIMQNISTRATIVE - INTERNAL USE ONLY
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B. SIGNIFICANT EVENTS AND ITEMS OF INTEREST
1. Computer Tape Holdings. The ADP Control Officer for the Office of
Training and Education (BPF) reported that OTE has completed its review of all
the computer tapes it had stored at the Agency Archives and Records Center
(AARC). A total of 34 tapes were reviewed, resulting in 14 tapes being
destroyed and the other 20 being returned to AARC for continued storage. This
is the first office-wide review of computer tapes stored at the AARC. Based on
OTE's experience, the review by other offices of their 34,000 tapes stored at
AARC will be a long and difficult undertaking.
2. Information Services Centers. The OIS referent for the New
Headquarters building met with appropriate Agency personnel to coordinate the
copier requirements for ISCs in the new building. P&PD has been allocated an
additional 1400 square feet in the existing Headquarters Building and plans to
expand its GJ 56 printing facility rather than set up small satellite printing
operations in the Information Services Centers. P$PD believes that an expanded
centrally controlled printing facility is easier to manage and will provide
more services than decentralized units in the ISCs. The original ISC design
included plans to equip each center with two Kodak Ectaprint 250 high speed
copiers operated by P&PD personnel. The revised plan calls for replacing the
Kodak 250s with Xerox 1075s, a high speed, heavy volume copier that can easily
be operated by ISC as well as other personnel.
3. TRIS. Project leaders of TRIS met to review the status of IRIS
programming and testing and to identify potential problems that might prevent
Initial Operational Capability (IOC) in August 1985. The review determined
that all phases of the project are on schedule and the system will achieve its
projected IOC date.
4. Forms Problem. A scheduling and delivery problem concerning Form 102,
Receipt for Refund, was overcome by imaginative thinking by IRND and
cooperation by P&PD. The Procurement Division, OL, advised IRMD that the form
could not be delivered as scheduled on 25 February. The Deputy Chief, Monetary
Division, reported that there were only forms to last until 8 February, forcing
the disbursing offices to close. The problem was complicated through a
printing technicality which prevented P$PD from printing this type of form.
To keep disbursing offices from closing--a critical activity for the
Agency--IRMD made a technical suggestion that overcame the printing problem.
P$PD accepted the suggestion and rescheduled printing projects to meet OF's
needs.
ADMINISTRATIVE - INTERNAL USE ONLY
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ADMINISTRATIVE - INTERNAL USE ONLY
3. Micrographics Application. A representative of IRMD met with a
representative of the Public a rs Office (PAO) to assist in program planning
for FY 1987 when micrographics technology might help to reduce the holdings of
the Publications Review Board to a more manageable size. Discussions centered
on the holdings and how they currently are used, how to approach the problem,
possible solutions for both the short- and long-term, and the estimated cost to
start up a micrographics program if that is the medium selected. Liaison will
be maintained with the PAO to provide further assistance when a plan is decided
upon.
4. Enhancement of Wang Link in Regulatory Issuances. On 7 February,
representatives from the Regulatory Policy vision met with ODP
representatives at Headquarters to receive additional training in Wang/VM
electronic communication of regulatory issuances.
C. SCHEDULED ACTIVITY
Representatives from IRMD will meet with representatives from the Arms
Control Intelligence Staff, Directorate of Intelligence, on 20 February and
later with the Director of ORD to discuss a possible OIS survey of their
information handling and records management practices.
Attachment
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CONFIDENTIAL
12 February 1985
MEMORANDUM FOR: Director of Information Services
SUBJECT:
Chief, Classification Review Division
Weekly Report, 6-12 February 1985
3. Chief of the Classification Review Division, at the suggestion of
the DD IS, met with of the DO Career Management Staff to
brief him on the personnel needs o CRD relative to the Historical Review
Program. was quite positive in his reaction and said that
they might be able to help us with our needs. who handles
the GS-13 officers, will brief his colleagues at the next CMS staff
meeting. Our pitch was for experienced DO officers who had proven
five effort, but re ready for a somewhat
in would a regular forth
eight to good
pace and
slower Judgment
CONFIDENTIAL
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CONFIDENTIAL
5. I bf CRD is away for two and one-half weeks at the
Advanced Intelligence Seminar.
CONFIDENTIAL
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Chief, Information Resources Management Division
SUBJECT: Weekly Report of the Information Resources
Management Division, 6 - 12 February 1985
1. Work in Progress
a. Computer Tape Holdings. The ADP Control Officer for the Office of
Training and Education reported that OTE has completed its review of all
the computer tapes which it had stored at the Agency Archives and Records
Center (AARC). This review, which is part of the machine-readable records
schedule process, was a difficult and time-consuming task, because the ADP
Control Officer first had to obtain authorization to read each tape, then
produce a full or partial list of the data, and finally review the listing
with knowledgeable individuals in OTE to determine if the tapes should be
retained or destroyed. A total of 34 tapes were reviewed resulting in 14
tapes being destroyed and the other 20 being returned to AARC for
continued storage. This is the first office-wide review of computer tapes
stored at the AARC. As additional machine-readable records' schedules are
completed, other offices will be asked to review their computer tapes in
order to reduce the number of tapes stored at AARC and to provide an
authorized disposition date for tapes being retained. Based on OTE's
experience and the number of tapes individual offices have stored at the
AARC, some 34,000, this will be a long and difficult undertaking.
b. OIA Survey Followu . I I Information Management Branch,
the DI Records Management Officer, the RMO for
the Office of Imagery Analysis, and two OIA Support Officers, visited
Supreme Equipment and System Corporation in Alexandria, Virginia, to look
at movable shelving. The visit was in response to a recent OIS survey of
OIA which recommended considering new filing equipment to store film in
the OIA registry. OIA believes that the movable wooden shelving currently
being used will not withstand a reorganizational move and
the eventual move to Headquarters in two years. The Supreme system is
modular in design, not bolted to the floor, whereas the current shelving
system is permanently mounted. OIS personnel must determine how close to
the ceiling the proposed shelving would be and the weight of the film to
be stored on the shelves before it can make a decision on whether or not
they will buy the Supreme system. The group also looked at other
conserva-a-file type equipment for use by the OIA analysts.
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c. Top Secret Documents.
Information Control Branch, conducted an inspection of OCR, Document
Library Branch, to review its procedures for maintaining Top Secret
collateral documents. They also verified the presence of a sample of TS
documents that are charged to OCR and recorded in the TSCADS system.
had only one recommendation for
improving OCR's handling of this material--that OCR retain Form 26s (the
green cover sheets) for documents that are microfiched until these
microfiched documents are destroyed.
d. Information Services Centers. I IICB, met with
ew Building Project Office, OL, and
Printing and Photography Division, OL, to coordinate the copier
requirements for ISCs in the new building. said that P&PD was
recently allocated an additional 1400 square feet in the existing
Headquarters Building and plans to expand its GJ 56 printing facility
rather than set up small satellite printing operations in the Information
Services Centers. P&PD believes that an expanded centrally controlled
printing facility is easier to manage and will provide more services than
decentralized units in the ISCs. The original ISC design included plans
to equip each center with two Kodak Ectaprint 250 high speed copiers
operated by P&PD personnel. The revised plan is to replace the Kodak 250s
with Xerox 1075s, a high speed, heavy volume copier that can easily be
operated by ISC personnel.
e. TRIS.
TRIS Project Leaders-H b-to
review the status of TRIS programming and testing and to identify
potential problems that might prevent an Initial Operational Capability of
August 1985. The review determined that all phases of the project are on
schedule and the system will achieve its projected IOC date. The only
potential problem area will be in the training of system users, which
would include records management officers, registry personnel, and Top
Secret control officers. This training requirement will be difficult to
meet quickly with current personnel resources, so ITB is exploring various
options for dealing with this problem.
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2. Significant Events and Activities
a. Forms Problem. [ [the Agency Forms Management Officer,
was notified by Procurement Division, OL, that Form 102, the Receipt for
Refund, scheduled for delivery by a contractor on 4 February would not be
delivered until 25 February. This form is used by all the disbursing
offices in the Office of Finance (OF) to record refunds. When
informed OF of the delay, the Deputy Chief, Monetary Division, said that
they only had enough forms to last until 8 February and without this form,
the disbursing offices would have to close down. The problem was
complicated by the fact that Form 102 is a continuous pin-feed form and
Printing and Photography Division does not have the capability to run this
type of form. To keep disbursing offices from closing,
suggested that P&PD print enough copies of the form on non-continuous
pin-feed sets to last until the contractor could make delivery. OF and
P&PD agreed to this solution, but it required a great deal of rescheduling
of printing projects to meet the 8 February deadline. Without P&PD's
cooperation and willingness to shift their priorities, this problem could
not have been resolved.
b. Micrographics Application.
IMB, met with
(Public Affairs Office (PAO) to assist her in program planning
for FY 87 when micrographics technology might help to reduce the holdings
of the Publications Review Board to a more manageable size. Discussions
centered on the collection and how it is currently used, how to approach
the problem, possible solutions for both the short and long-term, and the
estimated cost to start up a micrographics program if that is the medium
selected. indicated that she will get back to IMB for further
assistance when the PAO decides when they plan to proceed.
c. Upward Mobility. ICB, and[ I Chief,
Personnel and Training Staff, attended a meeting of representatives from
each DA component participating in the 1985 Upward Mobility Program
(UMP). I I Psychological Services Division OMS
briefed the representatives on the applicant testing program.
covered testing levels, how they are applied, the methods of evaluating
results, and the categories used to rank applicants for employment. The
UMP Career Day Seminar for the DA will be held on 19 February.
and ICB, will represent OIS in the Career Day Program and
respond to questions from interested employees about the position in the
Ames Building ISC that OIS is offering for this program.
d. New Form.l (IMB, met with) ~ OF, to
discuss a new form for travel accounting that OF has requested. The form
is one developed by the Office of Technical Service for its budget and
fiscal offices. wanted to make sure that OF was aware that
other components, such as the Office of Development and Engineering, had
developed similar internal travel accounting forms. indicated
that he had checked with budget and finance officers Agency-wide and that
they will all use the new form proposed by OF. expressed his
appreciation for suggestion.
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e. Records Center. Records Center personnel performed the following
activities during the week:
References
Dispositions
Special Runs
3. Scheduled Events
Made 18 additions, 21 changes, and
42 deletions.
Jobs received/edited: 5.
Jobs keyed: 20 consisting of
923 entries.
Jobs completed: 18.
Title searches: 2.
Received 27 jobs totalling
227 cubic feet.
Serviced 2200 requests for records.
Transferred 364 cubic feet to the
hammermill for destruction.
Two: one to OLL and one to OP.
Chief, Information Technology Branch, and
the Wang Administrator, will meet with a Wang representative on
19 February to discuss possible PC configurations that could be used with
the Alliance system.
ICB, will meet with
representatives of the Arms Control Intelligence Staff, DDI, on
20 February and later the same day with the Director of ORD to discuss a
possible of an OIS survey of the information handling and records
management practices of those offices.
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12 February 1985
Chief, Regulatory Policy Division
SUBJECT: Regulatory Policy Division Activities - 6 February
through 12 February 1985
1. RPD is currently processing 98 jobs.
2. Among the issuances of special interest processed in RPD during
this week are: a notice listing senior intelligence service rank
stipends for Fiscal Year 1984; a bulletin advising that the Federal
Women's Program Advisory Council will sponsor a one day seminar and
workshop in April conducted by a highly acclaimed consultant on the
topic, 'Professional Impact/Personal Power'; a bulletin on asbestos in
Remington Rand safes; and another bulletin on income tax information and
the availability of forms.
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5. In response to a request from EO/DDA who expressed the general
concern (including that of the Inspector General) about overtime abuse in
the Agency, RPD located four notices dealing with the subject of
overtime. The notices were forwarded to him for information.
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7. I (will serve on the committee for the 1985 OIS
Conference to be held from 17-19 June.
met with
7 February to receive additional training in WANG electronic
communication of regulatory issuances.
8. RPD responded to requests from OCR, OF, OIS, PAO, OP, DDI/RMO,
and DCI/Administrative Officer. Our clerical personnel handled 189
telephone calls.
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