ORIS OFFICIALLY RELEASED INFORMATION SYSTEM SYSTEM CONCEPT

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP93B01194R001700040002-1
• Release Decision: RIPPUB
• Original Classification: U
• Document Page Count: 24
• Document Creation Date: December 27, 2016
• Document Release Date: April 24, 2013
• Sequence Number: 2
• Publication Date: May 19, 1987
• Content Type: REPORT

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ORIS
OFFICIALLY RELEASED INFORMATION SYSTEM
SYSTEM CONCEPT
PREPARED BY
Information Technology Branch
Information Resources Management Division
Office of Information Technology
Directorate of Administration
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TABLE OF CONTENTS
Para
Subject
Page
1.
Background
1
2.
System Purpose
2
3.
System Content
3
4.
General System Capabilities
5
5.
System Size
8
6.
System Users
9
7.
System Equipment
10
8.
System Development
11
9.
System Classification
12
10.
Related Systems
12
11.
System Operation
15
12.
Related Application
16
13.
System Cost
18
ATTACHMENTS
O Footnotes
O PICDOC Input Form
O DECAL Input Form
O SOW
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19 May 1987
ORIS'
OFFICIALLY RELEASED INFORMATION SYSTEM
SYSTEM CONCEPT
1. BACKGROUND
Over the past several years there have been at least three major
reviews of the need to establish an automated system that would enable
the Agency to know precisely what CIA information has been placed in
the public domain; to give Agency officials the capability to readily
determine what CIA information has been officially released and the
circumstances of the release. Concern over this subject dates back to
the mid-1970s and was last restated by the Executive Director in
September 1983. Earlier attempts to come to grips with the problem
either faded away or ended with a recommendation against attempting
development at that time. Separate efforts led to the development of
limited, parochial systems in the Directorates of Administration and
Operations. This proposal which is mindful of the frustrations and
problems encountered during the previous attempts to establish an
Agency-wide system and the technological advancements made since those
times, is intended to serve as a basis for determining whether the
system should be developed at this time.
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2. SYSTEM PURPOSE
Within the limitations set forth in paragraph 3, the purpose of the
system is to:
a. enhance the capability to ensure that current, ongoing information
releases are not damaging to intelligence sources or methods. Such
damage can occur if information is released blind; that is, without
benefit of knowing if similar or related information was released
before and with no knowledge of how one release may be adding to
information contained in others (the mosaic effect). The
protection of intelligence sources or methods is required by law.2
b. enhance the capability to analyze the aggregate of released
information on a specific entity, subject, or area of the world to
determine the extent to which intelligence sources or methods have
been compromised (damage assessments).
c. enhance the capability to ensure that CIA information previously
officially acknowledged3 will not be improperly withheld from
release.
d. further facilitate the processing of Freedom of Information Act
(FOIA), Privacy Act (PA), Executive Order (EO) 12356 Mandatory
Review, and manuscript review requests.
e. enhance the capability of Agency researchers and classification
analysts to determine what information on a particular subject has
been officially released to the public.
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f. enhance the capability to determine the veracity of media and other
public statements that are stated or implied to be based on
official Agency information releases.
g. enhance the capability to determine whether documents alleged to
have been released by CIA are real or counterfeit.
h. replace two existing automated systems, PICDOC and DECAL (see
paragraphs lla and b), and possibly a third, a Public Affairs
Office system (see paragraph 11c), with one system that will
provide greater utility to the users.
i. reduce manpower costs in Agency components by satisfying
requests submitted by the public through the ORIS database
managed by the Information and Privacy Division, 0/DDA.
3. SYSTEM CONTENT
a. Except for releases
STAT
Classification Guide
officially released
the
authorized by
the CIA National Security
the system will record all
that:
or
a classified, previously
CIA information
classified,
content of
(1)
(2)
was previously
is part of
classified,
or classifiable4 CIA record, or
(3)
pertains to the CIA mission, functions, or organizational
structure, or
(4)
pertains to any aspect of intelligence sources or methods,
Or
(5)
is part of
the content of a record of another Government
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entity, and is classified, previously classified or
classifiable, and the CIA is identified or identifiable as
the source.
b. The system is intended to record all intelligence-related
information that has been officially acknowledged by the Agency.
Such official acknowledgments may be in the form of, but are not
limited to:
(1) releases under the FOIA, PA, and mandatory review
provisions of E.O. 12356,
(2) officially sanctioned speeches,
(3) media releases,
(4) affidavits and judicial and congressional testimony,
(5) material declassified and released outside the Agency, and
(6) material prepared for elements of the private sector.
c. In order to best support the FOIA, PA, and mandatory review
program, the system will also record correspondence between IPD and
a requester. Recording this correspondence will keep each
component up-to-date as to what is happening with the request
without having to handle and file paper copies of the
correspondence--a particularly troublesome task since there are
hundreds of cases in process on any given day.
d. In order to support document retrieval and the ability to compare
different sanitized versions of the same document, the system will
record some classified or otherwise non-releasable document
citations. Such citations may be entered only with the approval of
the originating component and access to them will be restricted
(see paragraph 4d).
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e. To warn users of inadvertent or "special circumstance" releases,
the system will provide for a cumulative, updatable comment line.
Such a comment line could appear as part of the second terminal
display during the search process (see paragraph 4e).
f.
g?
Other elements of the system
the PICDOC and DECAL systems
PICDOC and DECAL input forms
is available in IPD/O/DDA.
While there are other related information disclosures that are of
concern and may warrant recording in an Agency-wide automated
system (unauthorized disclosures, document releases to
investigative bodies, private sector manuscript approvals and
denials, etc.), the users of, contributors to, and the purpose for
such a system or systems would be different from the system being
proposed. The requirements of each, however, may be sufficiently
alike that such related disclosures could be included in subsystems
or sister systems to the one being described.
are available from an examination of
(see paragraphs 10a and b). Copies of
are attached and a DECAL users manual
4. GENERAL SYSTEM CAPABILITIES
a. The majority of system users (FOIA/PA analysts, etc.--see paragraph
6) perform analytical functions that are complex and time
critical. In order to better support their functions, previously
released information should be at their fingertips; that is,
readily available within seconds and in the form in which it was
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released. Anything less will frustrate the analytical process and
reduce the use and value of the system.
b. One way to rapidly bring the material to the user is to digitize
released material and store it on magnetic media or optical disks
in such a manner as to permit an image of the material to be
displayed on a terminal or special screen. Scanning an image into
digital form would almost entirely eliminate a need for keying
document texts, allow such things as pictures, graphs, handwritten
notes, signatures, etc. to be captured, and produce an enhancement
of poor-quality originals. A disadvantage to using digitized
images is the relatively large amount of storage space and the high
resolution (number of pixels per square inch) required of the
document display screen.
c. A comprehensive indexing and retrieval system will be needed to
access the released information data. The system must permit
retrieval based on the input of data that would normally not be
indexed into other Agency systems as well as the data that would be
indexed. Some information in a given document, such as the
document number and dates, may not be released and, therefore, may
not be subject to indexing. The user should be able to retrieve
any stored information from the system that matches any combination
of the data he or she is seeking. The system must be logical and
simple--the users will neither be indexing specialists nor trained
in detailed retrieval techniques. Imaging technology, which is
needed for most types of materials that would be recorded in
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ORIS, requires that indexing be accomplished manually. However,
individual character recognition, which gives a full text search
capability, may also be necessary if the Public Affairs Office
system (see paragraph 10c) is replaced by ORIS.
d. The system will be capable of recording all document numbers
regardless of whether the documents have been released to the
public and, in the case of those not released, system access (for
compartmentation and need-to-know reasons) can be restricted to the
originating component. The recording of nonreleased document
numbers will be at the option of the originating user and not
required by the system.
e. Following a search on a subject or on a specific document, the
system should display a listing of any reference(s) found. The
listing should provide enough basic information concerning the
reference--such as the document symbol and number (unless
suppressed for compartmentation reasons), its date, the type of
document (report, letter, speech, cable, affidavit, etc.) and the
reason for
enable the
release (FOIA, media statement, litigation, etc.)--to
user to cull out references of no interest. Following
the selection of those of continued interest, the culling-out
process should continue by the system displaying all information
captured on each reference during the indexing process (keywords,
locations, individuals' names, analyst's
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comments, etc.). If any references still appear to be of interest,
the system should display the text of the material as it was
actually released. Following a review of the textual release, the
user should be able to print out any references, or portions of
references, needed.
f. To prevent possible violations of the Privacy Act, information
processed under the act must be restricted to those components or
individuals authorized access to the full-text or sanitized
versions of the original records. For the same reason, the system
must have the capability of restricting access to any derogatory
information on a U.S. person, regardless of whether the information
was processed under the Privacy Act.
g. Many other system capabilities (i.e. listing the information
recipient, the authority for release, any disclosure law
exemptions, any case number, etc.) can be obtained from examining
the combined capabilities of the PICDOC and DECAL systems.
5. SYSTEM SIZE
a. By 1990 the system will need to provide for 500 to 700 thousand
pages maintained on-line (25 to 35 gigabytes of storage at 50
thousand bytes per page). The bulk of the information will need to
be maintained (subject to the approval of the Archivist of the
United States) for up to 30 years from the date released. This
would require up to a 66 gigabyte system. To allow for expanding
requirements, however, a system of 75 to 100 gigabytes should
eventually be sought.
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b. The 500 to 700 thousand figure was derived from (1) the current
number of released documents in PICDOC (approximately 82 thousand)
at an estimated three to four pages per document, (2) one-half of
the content of the DECAL system (approximately 12 thousand
documents or 59 thousand pages), which assumes that one-half of
DECAL is also contained in PICDOC, and (3) an estimated 20 thousand
documents (again at an estimated three to four pages per
document)--primarily from the Directorate of Intelligence,
Directorate of Science and Technology, and the DCI Area--that are
not recorded in any automated system. Based on these figures, an
estimated 33 thousand to 44 thousand pages of information (up to
2.2 gigabytes) have been
releasing information in
released per year
since the Agency began
volume in mid-1974.
c. The ab9v6 figures will be altered significantly, however, if the
system is not scheduled for development within the next few years.
A relatively small.amoun't of pertinent information has already been
destroyed, but significantly larger amounts are scheduled to be in
the near future. If approval to begin on the system is obtained,
such destruction can be'-avoided.
6. SYSTEM USERS
a. Users will be located Agency-wide and will consist of:
(1) Information Review Officers,
(2) FOIA/PA/E.O. 12356 analysts,
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(3) public manuscript reviewers,
(4) classification analysts, and
(5) DI analysts.
b. The following is the estimated number of frequent users by major
organizational level. The overall total approximates 100.
(1) DCI
5
(OLL
- 1)
(PAO
- 1)
(Other
- 3)
(2) DA
- 18
(DDA/IPD
- 10)
(Other
- 8)
(3) DI
- 15
(4) DO
- 42
to
50
(FPLG/IRB
- 30 to
35)
(FPLG/ALB
- 12 to
15)
(5) DS&T
- 7
(one in each office plus the IRO)
7.
SYSTEM EQUIPMENT
There are several
types
and configurations of equipment that would meet
the requirements of this system. The following list is one
possibility, and the architecture of a system using the hardware
described is outlined in an attachment to this document.
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a. Terminals: The system must be compatible with the standard Agency
Delta Data or its replacement. The individual components will be
responsible for obtaining any terminals or printers they require.
b.
Central Computer: The
system
will use and must be compatible with
STAT
OIT's mainframe in the
Center.
c.
Scanner: In order to
keep manpower
costs to a minimum and to best
support the system, the scanner must be able to rapidly image a
document and provide for the enhancement of those of poor quality.
d. High-Resolution Document Display: A high-resolution device is
required because standard terminals do not have the resolution
needed to effectively display documents digitized by an imaging
scanner.
8. SYSTEM DEVELOPMENT
a. It is proposed that the system be developed by the Information
Technology Branch, Information Resources Management Division, OIT
with participation from each of the directorates and the DCI area.
Given their experience and heavy involvement in this area, DO/IMS
should be involved in each major step of the design phase.5
The
Director of Information Technology would be responsible for overall
direction and funding. The completed system would be offered to
the other members of the Intelligence Community with a view toward
eventual linking to form a Community-wide system.6
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b. The preparation of the System Development Plan and the Detailed
System Requirements would be the responsibility of the Information
Technology Branch (ITB), Information Resources Management Division,
OIT.
9. SYSTEM CLASSIFICATION
Individual releases recorded in the system will be unclassified; the
releases in the aggregate will be classified
Confidential
per National
STAT Security Classification Guide (NSCG) item
Under NSCG item
STAT
the system in its entirety will
be classified
Secret due to
STAT
the presence
of document citations that
STAT
warrant that level of protection.
10. RELATED SYSTEMS
a. PICDOC: is an off-line system used by the Directorate of
Operations to record document decisions made as the result of FOIA,
PA, and mandatory review requests from the public as well as
special litigation cases. The system, which uses NIPS software, was
also originally intended to retrieve previously released documents
from case files that could then be used as aids in the processing
of current cases.
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As the number of documents and cases grew, however, PICDOC became
too unwieldy and time consuming to use for this purpose. As of
mid-May 1984, 81,678 released documents were recorded in PICDOC.
Although PICDOC does not record the number of pages released, at an
average of three pages per document there would be about 245,000
pages of material that have been released from the DO over the past
thirteen years (since 1974). A copy of a PICDOC input form is
attached. ORIS should be viewed as an enhanced successor to PICDOC
as well as DECAL.
b. DECAL: is an on-line GIMS system used by the Information and
Privacy Division (IPD/O/DDA) over the past six or seven years to
record documents of general interest that have been released,
either in declassified or sanitized form, as a result of FOIA and
mandatory review requests from the public. Very few PA releases
have been included in DECAL over the years because of privacy
considerations. Information that is believed to be of interest to
the general public has been indexed into the system, filmed, and
used by IPD to satisfy like requests when they occur and to serve
senior management in reviewing adverse media coverage and to answer
other questions arising from released material. In addition to
indexing through keywords, DECAL uses three digit subject and
geographical area codes that are very difficult for other than
indexing specialists to use.
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Recently, IPD began to index and film the releases from all FOIA
and EC) cases, regardless of their content, and will begin to
include the releases from PA cases when resources become
available. As of March 1987, 16,000 documents (150,000 pages) were
recorded in DECAL. A copy of a DECAL input form is attached and a'
users manual is available in IPD/O/DDA. As with P1,0000, ORIS
should be viewed as much enhanced successor to DECAL.
c. Public Affairs Office (PAO) System: an off-line system that uses
the Rapid Search Machine (RSM) in OCR. Typically, when information
is needed a call is made to OCR where the proper tape is loaded
into the RSM and a printed copy of any responsive material is
provided to PAO for release to the requester. The RSM is capable
of doing a full-text search of the tapes for responsive information
(no indexing is required) but, as a prerequisite to this, all texts
are being manually keyed into the system by PAO. About four keying
hours per week are required to keep PAO information current. The
system records all public statements made by the DCI and DDCI and
is most often used to satisfy FOIA requests. It is also used t
help prepare speeches for the DCI and DDCI, to answer questions as
to what they have stated in the past and the circumstances, and to
respond to media questions.
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STAT
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There currently are 15 (800-bits-per-inch) tapes of data in the
system. Only two are devoted to public statements; the remaining
13 contain the texts of the Rockefeller Commission and Church
Committee Reports.
Whether all or part of the PAO system should be replaced by ORIS
must be the subject of further study. If it is replaced, the usei
of individual character recognition to provide the capability for
full text searches (vice imaging technology and manual, keyword
indexing) may be necessary to satisfy PAO's requirements.
d. Office of Legislative Liaison (OLL) System: OLL has a system
similar to PAO's (see preceding paragraph) that also uses the Rapid
Search Machine in OCR. The system
classified Agency testimony before
material from this system would be
About 48 keying hours per week are
is used to record only
Congress and, therefore, no
eligible for recording in ORIS.
currently needed to keep OLL
information up to date; there are four tapes of data in the system.
11. SYSTEM OPERATION
a. Based on the information collected to date, it appears logical for
the system to be operated centrally; that is, for all material to
be recorded and indexed at one central point. And, because the
bulk of officially released information (FOIA, PA, and EO review
responses) pass through IPD and CRD, it would seem logical for the
central location to be in IPD.
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With some regulatory changes, information outside FOIA channels
could be routed to IPD via the directorate and DCI area Information
Review Officers.
b. To maintain quality and to provide the capability to gradually pick
up information previously released over the years, at least four
individuals would be required to run ORIS. This cost in personnel
would eventually be offset in part by the reduction in personnel
that would take place as the result of the replacement of PICDOC
and DECAL. To support and keep these systems current, PICDOC and
DECAL together currently require the approximate equivalent of two
people full time (an 'additional full-time person for DECAL is,
however, being sought by IPD).
c. Data base management would be handled by the Information Technology
Branch/IRMD/OIT.
12. RELATED APPLICATIONS
The proposed equipment can also be used with the following programs:
a. RIMS: is a Nomad-based system and is used by the Classification
Review Division (CRD/DDA) to record questionable or controversial
classification decisions made on information denied or provided to
the public.
The recorded items are categorized according to the Agency's
National Security Classification Guide and may be recalled to show
what action was taken to release or withhold information.
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These precedents are primarily used to assist analysts making new
classification decisions, but the system may also be used to
determine what questionable or controversial information has been
released or withheld on more general subjects
The system is eventually intended to cover all
CIA material in the public domain, regardless of whether the
information constitutes an official acknowledgment by the Agency.
ORIS would serve as a source of basic information for RIMS.
The records identified for RIMS could be scanned by using the
Palantir. The Palantir is a Compound Document Processor (CDP) by
Palantir Corp., which features an "omnifont" character and image
recognition capability. Additional comments by the reviewing
officials could also be added to the existing record. Presently,
all documents are typed into the system, which is a very
labor-intensive effort. Full-text retrieval would eliminate the
need for an indexing system presently used by RIMS.
b. DARE: is an off-line'system used by CRD to record the decisions
made during the systematic review of permanent Agency records for
declassification in preparation for their eventual transfer to the
National Archives and Records Administration. If a new systematic
review or historical access program is implemented within the
Agency, ORIS could serve as a source of information for DARE.
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c. Regulations Policy Division (RPD) would also be able to use the
Palantir. All Headquarters Handbooks and Regulations would be
scanned; and the data could be transferred to the mainframe whereby
users would have the capability of reviewing these documents
on-line. The documents would require relatively little effort
maintenance on part of RPD.
d. Palantir equipment would be able to assist the Records Center with
reducing their paper holdings. A test bed project could be
implemented to identify permanent records that have little if any
recall activity. These documents could be scanned in by the
Palantir and stored in an acceptable media as required by the
United States Archivist.
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,STAT
13. SYSTEM COST
Phase I
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Stand-Alone System
Palantir (Tempest)
NEC high-resolution scanner
Quadrum Advanced Graphics Adapter
Scanning Front & Back
Operating Software
Search Engine --
Personal Librarian (1 per PC)
SSI Library
Shipping & Training
Laster Printer (Tempest)
Supplier
Software Development
Support - 40 hrs.
Palantir Maintenance (per year)
Soft Maintenance
Data Conversion (to be determined)
TOTAL:
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FY 88
(5 months)
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GENERAL SCHEDULE
- COMPLETE SYSTEM DEVELOPMENT PLAN
COMPLETE REQUIREMENTS DOCUMENT
COMPLETE DETAILED DEVELOPMENT SCHEDULE
BEGIN EQUIPMENT ASSESSMENT
FY 88 - COMPLETE EQUIPMENT ADAPTATION
(7 months) SYSTEM TESTING
FY 89 - FULL OPERATING CAPABILITY (STAND-ALONE)
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Declassified in Part - Sanitized Copy Approved for Release 2013/04/24: CIA-RDP93B01194R001700040002-1
Declassified in Part - Sanitized Copy Approved for Release 2013/04/24: CIA-RDP93B01194R001700040002-1
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FOOTNOTES
1. ORIS (Officially Released Information System) is a proposed name for
the system and is Latin for "of the mouth." ORIS is intended to
capture what the CIA "says" as other systems capture what the CIA
collects through its "eyes and ears."
2. By law, the Director of Central Intelligence has the responsibility for
protecting intelligence sources or methods from unauthorized disclosure
(section 102(d)(3) of the National Security Act of 1947). In
furtherance of this responsibility, the DCI is also authorized to
protect from unauthorized disclosure the "organization, functions,
names, official title, salaries, or number of persons employed by the
Agency" (section 6 of the CIA Act of 1949).
3. "Officially acknowledged" or "officially released" information as used
in this document means information sourced to and acknowledged by the
CIA that has been disclosed to the public by an Agency official who was
properly executing his or her responsibilities under the authority of
Agency regulations.
4. Classified information is information or material owned by, produced
for or by, or under control of the U.S. Government that has been
determined pursuant to an Executive Order to require protection against
unauthorized disclosure and is so designated. Classifiable information
is information that meets the substantive tests for classification
under the current Executive Order CEO 12356), but which has not been
previously designated as classified pursuant to Executive Order
procedures.
FOR OFFICIAL USE ONLY
Declassified in Part - Sanitized Copy Approved for Release 2013/04/24: CIA-RDP93B01194R001700040002-1
Declassified in Part - Sanitized Copy Approved for Release 2013/04/24: CIA-RDP93B01194R001700040002-1
5.
STAT
FOR OFFICIAL USE ONLY
This statement was added as the result of a meeting on ORIS with
DC/IMS/DO, and members of his staff on 27 August 1984.
6. This requirement was stated by Mr. McDonald, the A/DDA, during the
briefing on ORIS provided to Mr. Fitzwater, the DDA on 30 Augua.i:1984.
-.7
FOR OFFICIAL USE ONLY
Declassified in Part - Sanitized Copy Approved for Release 2013/04/24: CIA-RDP93B01194R001700040002-1