ONE-ON-ONE SESSION WITH THE DDA ON 18 APRIL 1985

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP87-00058R000200030011-9
• Release Decision: RIPPUB
• Original Classification: U
• Document Page Count: 11
• Document Creation Date: December 27, 2016
• Document Release Date: July 18, 2012
• Sequence Number: 11
• Publication Date: April 17, 1985
• Content Type: MEMO

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3DMINZSTEATIVE - INTLLW. USE 41"' 4
MEMORANDUM FOR: Director of Information Services
THROUGH: Deputy Director of Information Services
FROM:
Chief, Information Resources Management Division
SUBJECT: One-on-One Session with the DDA on 18 April 1985
1. The Information Resources Management Division proposes that you
discuss the Division's progress on developing Information Services Centers and
problems we are experiencing in scheduling the DA's machine-readable records.
Because of the TRIS demonstration, our efforts with the ISCs and the
machine-readable records were not discussed at last month's quarterly review.
There have been a number of developments with the ISCs that should be brought
to the DA's attention. Discussion of the ISCs should include four areas: our
progress in developing centers for the New Headquarters Building; a status
report on the Ames Building ISC; the operation of the OC/OL ISC; and the
possible need for a centralized registry facility at
Your discussion of the machine-readable records would cite our lack of
progress and solicit his assistance in getting things moving.
2. Discussion of the ISCs for the New Headquarters Building should cover
the following points:
-- The registry requirements for the six DA offices have been developed
and translated into space and equipment needs for three DA
Information Services Centers in the New Headquarters Building.
-- The requirements for the three DS&T components moving to the new
building have also been provided. There will be two DS&T ISCs in the
new Building.
-- The DDS&T has not endorsed the concept of a centralized registry
operation in the New Building controlled and operated by OIS. He is
willing to let us man the DS&T facility, but wants to assign control
to his participating components.
-- We hope to dissuade him from this approach once we have had some
success in operating the Ames Building ISC and the new facility
serving the offices of Communication and Logistics. Control of an
ISC by one component would create the same type of problems that we
saw in the previous combined registry operation in
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AOMIN.STKATIVE - INTEU.NAL V X O,Nl
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ADUMISTRATIVE . III Tk RN &L U& NLl
A substantial portion of the equipment and furniture needed for the
ISCs in the New Headquarters Building--almost $500,000 worth-- will
be funded through the budget of the New Building Project Office. The
laser printers which are to be housed in these facilities are the
only major items that must be purchased. We hope to get OIT to
budget for some of those printers.
3. We still do not have a fully operational ISC in the Ames Building,
but we are closer to achieving that goal. The operation of the facility, thus
far, has been well received by our customers.
We have been serving all of the components in the building since mid
March when we assumed responsibility for ORD's registry operations.
We were delayed in taking over the ORD operation because of the
installation of the supplemental air conditioning in the Center and
the need for time to absorb the requirements of other components.
The Center is providing full registry service to ORD, OGI, OIS, and
elements of the IC Staff. It is supporting all of the other tenants
in the building with mail service.
The installation of supplemental air conditioning in the center is
complete. We needed this system to cool the laser printers that
eventually will be housed there. The installation of and operation
of the printers must await the completion of renovations to the
facility.
We have no idea when the renovations will begin in the Center.
Contracts have not yet been let for the work even though the
requirement was identified last July. We have experienced
considerable frustration and a general lack of coordination in trying
to get this work done.
-- We have ordered $18,500 worth of systems-type furniture to furnish
the Center properly. The DDA provided OIS with the money for this
furniture; it cannot be installed until the renovations are complete.
The IC Staff is still not giving the Center wholehearted
cooperation. It is satisfied with the Center's service, but they
have reneged in signing an MOU that would assign one full-time person
,
anyone they assign to the Center to support their element that is
moving to } P 0 PA STAT
to the Center to handle their registry needs. They want to use 46"
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4. OIS assumed responsibility for operation of a new Information
Services Center that serves the office of Communication and Logistics. The
combined registry that the Center replaced was not meeting the needs of these
offices. With their agreement, we have re-structured the registry operation
and are now directly responsible for its operation.
-- The Center became operational on 25 February when was STAT
assigned there as the Chief.
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4DIQNI571.1X1Vi + L TUNAL U$ O-"41
has begun to re-organize the Center to improve its
functional operation and to cross train its members. She is also
changing procedures to ensure responsiveness to component needs.
She has also met with officials in both offices to become familiar
with their registry requirements. These meetings also serve the
purpose of identifying problem areas and showing our concern for
their needs.
Efforts will also be made to make fuller use of the automated
registry system--Interim CARS--currently operated by the Center.
Some components in these offices have been using the Wang or manual
systems for document control rather than Interim CARS. They need to
become accustomed to CARS so they will be ready for the introduction
of TRIS later this year.
-- Center personnel will be working to improve cable distribution, which
was a problem that plagued its predecessor.
the Chief of the Information Control Branch, who is
responsible for this ISC, has been visiting the Center once a week to
work out problems and to meet with officials in both offices. He has
been receiving strong support from these managers.
5. IRMD is attempting to determine if the registry needs of components
moving to warrant some type of centralized
registry support.
-- Components scheduled to move there have not focused on their registry
requirements until recently. They have also apparently not involved
their registry personnel in planning for the move.
The Real Estate and Construction Division, OL, has tried
unsuccessfully to get the components to identify their requirements
and to determine if there is sentiment for a centralized registry
operation at~ A meeting to discuss this issue produced no
substantive results, so the RE&CD is allowing the components to meet
their own needs.
Current plans call for the mail and Courier Branch to provide only
mail service to the tenants of If a component wanted
additional registry support, it would have to provide it out of
internal resources.
-- The affected components have been looking for guidance and assistance
on registry support, but no one has taken the lead.
-- Our registry operations specialist Information
Control Branch, met recently with all the parties to discuss the
problem of registry support at There was general
support for some type of centralized-type of registry facility (not
an Information Services Center), but no commitments were made pending
further study.
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ADMINISTRATIVE INTERNAI. USE OXL?
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? DDMISTL1T1VE -- LNTEE?7:1L USE ( k
has received written requirements from all, but one of
the components affected. Based on his initial finding, he believes a
three or four man centralized facility may be warranted. One
component (OTS) has offered to assist with staffing (A separate memo
will be prepared soon outlining this requirement and making a
recommendations for a new registry facility). OIS would have
difficulty staffing another registry from current resources.
6. Our other concern is scheduling of machine-readable records. We have
been working on the DA's systems, but are making slow progress. The DA's
clear support might facilitate this effort.
-- Machine-readable records are the last major collection of Agency
records that are unscheduled. Like all Federal Agencies, we must
schedule these records.
-- The effort involves detailed research on all active computer systems
to determine their use and disposition. This effort should have been
begun earlier, so there is a large number of systems to deal with.
-- OIS began the process of scheduling these records last year. Draft
schedules for computer systems in OIS and OTE were completed, and one
for the office of Finance is nearing completion.
-- We changed our approach this year so that component Records
Management officers could become involved in the process. By
increasing the number of individuals working on the effort, we felt
that more systems could be scheduled more quickly.
-- Our objective was to complete the preparation of draft schedules for
the DA this year. Unfortunately, little progress has been made thus
far. Some offices have started doing some preliminary research, but
it is going slowly.
-- The D/OIS sent a memo to the DA Office Directors in January
explaining this program and asking their cooperation (Copy
Attached). A followup memo from the DA urging the office Directors
to give their full support to this effort might help the RMO5 in
getting the support they need to complete the task (Draft memo
attached). It might also prevent the RMOs from being sidetracked on
other projects.
-- It is unlikely that all of the systems will be scheduled by the end
of the fiscal year. However, the components need to work toward this
objective and get as much done as they can.
-- Once the scheduling of records in the DA is complete, we will turn to
the other Directorates for a similar effort.
Ai)Y&Li16'.ra.1TA'VE -- Ti.Fe; i s~+~ L fjSE ONLY
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ADMINISTRATIVE -? JWTERNAL US' NLY
7. Please let us know if you have questions about any of these items or
want clarification on any of them.
STAT
Attachment:
As Stated
: 1VUN1STRATIVE - INTERNAL USE ON!,%
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ROUTING AND TRANSMITTAL. SUP
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of the year, but we.can make a good start.
o who will work directly with component RMOs
in doing interviews, preparing the schedules, etc.. We may
not reach our goal of scheduling all DA records by the end
We are prepared to provide assistance in the person
office directors of our program to schedule ADP records.
This effort is not off to a good start; no one has done
much and at least one office (OS) reportedly has indicated
that it does not intend to do anything this year.
. You need to indicate that this is an Agency program
that has the active support of the DDA. It is also
required by law, so there is no avoiding it. The research
required can be.tedious, but we need'to begin the process
in every office.
I would appreciate it if you could remind the'DA
Date
3 April 1985
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6041-102 OPTIONAL FORM 41 (Rev. 7-76)
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14 JAN 1985
MEMORANDUM FOR: Director of Communications
Director of Data Processing
Director of Finance
Director of Logistics
Director of Medical Services
Director of Personnel
Director of Security
Director of Training and Education
STA TOM e
SUBJECT: Scheduling of DA's Machine-Readable Records
1. Federal statutes and regulations require that electronic
(machine-readable) records produced in the normal course of government
business are subject to the same retention and disposition requirements as
paper records. We, like most other government agencies, have done little to
satisfy this requirement and have just begun to systematically identify,
describe, and schedule (on records control schedules) the information in
existing Agency computer systems. The Office of Information Services (OIS)
has established an FY-85 objective, which has been approved by the DDA, to
complete draft disposition schedules for ADP records systems in all DA
offices.
2. I am sure you can appreciate the magnitude and difficulty of this
task, as well as the need to effectively manage all aspects of our
electronic records. The Office of Data Processing has issued over 225 PRISM
project numbers to DA offices for ongoing computer applications. The
proliferation of ADP systems both in the DA and throughout the Agency,
combined with the increasing number of users with access to these systems,
makes the completion of this objective especially important not only to meet
federal requirements but to ensure our systems are accurate, reliable, and
responsive to our information management needs.
3. Basically, this scheduling process involves preparing a
comprehensive and descriptive list of all existing ADP systems in your
office. This includes all stages of computer processing and all types of
computer storage media. Each system must be described in detail showing all
interfaces with other automated systems, the disposition of all input data
and all documents or records created by the system, and the eventual
disposition of the system database. Once the records control schedule is
prepared, it must be submitted to the National Archives and Records Service
for approval by the Archivist of the United States.
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4. Your Records Management Officer will be responsible for gathering
the necessary information and preparing the records control schedule.
However, the complexity of this undertaking makes it imperative that the
office ADP control officer and the database manager/system administrator
take an active role in this process.
5. The Information Management Branch (IMB), OIS has already drafted a
records control schedule for the ADP systems in OIS and the Office of
Training and Education and is nearing completion on a schedule for the
Office of Finance. The knowledge gained in these offices will be used to
assist other RMOs in completing their individual office schedules. The DA
Records Management Officer and IMB personnel will meet with the office RMOs
this month to discuss the procedures and requirements for drafting these
schedules. They will also be available, when needed, to provide technical
guidance and assistance to component RMOs in obtaining systems information
and preparing the schedule items. Those offices whose schedules are
basically complete will need to review any office ADP systems now in
development so that records disposition can be included before the system is
implemented.
6. Please encourage all personnel in your office who either manage
automated systems or are otherwise involved in systems processing to
cooperate fully in this project so it can be completed as quickly and easily
as possible. My goal is to complete scheduling the Directorate's ADP
records systems by 1 October 1985 and then move this activity to another
Directorate. Once completed, these schedules will be a valuable tool in
managing automated information systems.
STAT
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Encourage all DDA Offices to participate in scheduling their machine-readable
records systems. This is a Federal requirement. The longer it takes, the
more difficult it will be to complete.
We need a policy statement (commitment) from the office directors that they
back this scheduling process. With the office director's commitment this
process will be difficult, without it, the process will be impossible.
Offices have been assigned full-time RMO's. Their primary responsibility is
records management, all other duties are secondary.
Stress the need for completing the machine-readable schedules - better control
of automated information systems. Keep what we need, get rid of information
we don't need or shouldn't have.
Provide for front-end disposition of data for automated systems in the
development stage. Planned or in progress.
Need for professional OIT ADP Control Officer. The role the ADP Control
Officer should play in this machine-readable schedule process. Serves as an
interface between the office and OIT to maintain systematic control over all
aspects of automated information systems.
OIS is responsible for the Agency's records management program. To this end
we can and will provide technical guidance and assistance, but we do not have
the resources to prepare these schedules for all Agency components.
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MEMORANDUM FOR: Director of Communications
Director of Information Technology
Director of Logistics
Director of Medical Services
Director of Personnel
Director of Security
FROM: Harry E. Fitzwater
Deputy Director for Administration
REFERENCE: Memo from Director, OIS, dated 14 Jan 85, same subject
1. The referenced memorandum, from the Director of Information
Services, requested your cooperation and assistance in scheduling the
directorate's electronic (machine-readable) records. Little progress has
been made in this effort for a variety of reasons.
2. The scheduling of these records is long overdue. Our automated
information systems are increasing rapidly, not only in the number but in
the volume of data being created and stored. We must address this problem
now despite the need to satisfy other priorities and routine
responsibilities.
3. Nearly all DA offices have a full-time records management officer
who is responsible for implementing all aspects of the Agency's records
program. Your RMO should work with your ADP control officer and the
individual database administrators in identifying and describing both formal
and informal automated records systems in your office. He or she must
subsequently prepare a draft schedule item for each of these systems that
eventually be submitted to the National Archives and Records
Administration. OIS personnel are available to provide technical guidance
and assistance to your RMO in all phases of this effort.
4. I consider the completion of these schedules to be an important and
necessary undertaking that will improve the management and control of this
data and ultimately alleviate our off-site storage problem. I endorse the
objective established by OIS for scheduling these systems and want every
effort made to try and complete this project during the current fiscal
year. I urge you to give this matter your personal attention because your
RMO needs the cooperation and help of all computer systems users in your
component.
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