OIS WEEKLY REPORT (21-27 NOVEMBER 1985)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP87-00058R000300550005-8
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 16
• Document Creation Date: December 27, 2016
• Document Release Date: February 25, 2014
• Sequence Number: 5
• Publication Date: November 27, 1985
• Content Type: MEMO

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STAT
ADMINISTRATIVE - INTERNAL USE ONLY
27 November 1985
MEMORANDUM FOR: Deputy Director for Administration
FROM:
SUBJECT:
Director of Information Services
OIS Weekly Report (21-27 November 1985)
A. WORK IN PROGRESS
1. CLASSIFICATION ACTIVITIES. *Representatives from IRMD and CRD
met with the Director Information Services to discuss followup action in
the case of the inadvertent compromise of two boxes of military
intelligence records at the Washington National Records Center. (Please
refer to item B.1 of the OIS Weekly dated 14 November 1985). The DO has
asked for copies of the documents of interest in order to make a damage
assessment. OIS will correspond with NARA regarding security procedures
to avoid such occurrences in the future.
2. TOP SECRET DOCUMENTS. OIS annuitants from the Information
Resources Management Division (IRMD) continued to search for unaccounted
for Top Secret collateral documents. Seventy-one cubic feet of holdings
at the Agency Archives and Records Center (AARC) from the Office of the
Deputy Director for Intelligence (0/DDI) were reviewed and 597 Top Secret
(TS) collateral documents were located; 465 are charged to 0/DDI and 132
require further research. One hundred and three cubic feet of records
from the Office of European Analysis were reviewed; 24 TS documents were
found that require further analysis. Approval has been given to search
for TS collateral material in the AARC holdings of the Office of Soviet
Analysis as well as the Office of Scientific and Weapons Research that do
not contain Restricted Data material.
An IRMD representative visited the Office of Central Reference
(OCR) to show its Top Secret Control Officer how to receive TSCADS
changes. These entries identify TS documents located by OIS annuitants
that were not on the OCR account.
3. OC INFORMATION MANAGEMENT SURVEY. Representatives from IRMD
briefed the Chief of Operations, Office of Communication (OC), on the
findings made by the survey team concerning information handling and
records management practices in the Administrative Management Division,
OC. A number of recommendations were made. This is the first of a
number of periodic briefings that will be provided during the survey.
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STAT
4. ICS REGISTRY SURVEY. The Director and Deputy Director of
Information Services, Chief, IRMD, and a division representative met
with the Chief of the Administrative Staff, Intelligence Community Staff
(ICS), to discuss the recent ICS Registry survey conducted by IRMD.
A draft survey report was provided for review and comment.
5. RECORDS CONTROL SCHEDULES. The records control schedules of the
Directorate of Intelligence, Office of the Deputy Director for
Administration, and Office of Information Services have been approved by
the Archivist of the United States, and the 60-day period for review of
the schedules by the Senate Select Committee has expired. These
components have been notified that temporary records due for disposal
under the schedules should be destroyed and that files should now be
related to the records control schedule instructions that specify their
ultimate disposition.
6. The Classification Review Division (CRD) continues its
systematic page-by-page review of permanent DO records from the
period 2 October 1945 to 31 December 1946. This is responsive to a
commitment given by the DO to NARA to accession the records of the
Strategic Services Unit (SSU) immediately following those of the Office
of Strategic Services (OSS). CRD is developing procedures to record
action taken on these records into a computerized data base.
B. SIGNIFICANT EVENTS AND ACTIVITIES
2. NITRATE FILM IN OSS RECORDS. Personnel from the Information
Management Staff (IMS), Directorate of Operations, have begun searching
boxes of Office of Strategic Services (OSS) records at AARC to determine
if any contain nitrate film. Some of this type of film has been found
among OSS records recently transferred to the National Archives and
Records Administration (NARA). Because nitrate film is extremely
flammable, NARA destroyed the original film after reproducing it. In the
current IMS review, some additional nitrate film has been found. This
film will be reprocessed on other than nitrate film before transfer to
NARA. Other old records retired prior to 1953 will be searched to
determine if they might also contain nitrate film.
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3. UNAUTHORIZED DISCLOSURE BRIEFING. The Director of the
Information Security Oversight Office (IS00), accompanied by a
representative from IRMD, attended a briefing by the Office of Security
on the status of 20 unauthorized disclosures to the media that were
reported to the Department of Justice during the last six months. The
Director, ISOO, spoke about the need for increased action in information
security and the damage done to the credibility of the information
security system by the absence of prosecutions or even administrative
sanctions against individuals who leak classified information to the
media.
A ArTnITTTFS OF THE REGULATORY POLICY DIVISION. The final draft of
in
Accordance With the Provisions of secrecy Agreements, Wdb dppLovu by the
Deputy Director for Administration. At the request of an OGC attorney, a
copy of the approved draft was provided for an OGC conference. In
reviewing the draft, OGC attorneys decided that a change was needed. RPD
has suspended the final processing of this proposed issuance while OGC
develops the desired language.
5. INFORMATION AND PRIVACY DIVISION ACTIVITIES. *The backlog of
initial cases continues to fall. It is now at 1752. It is not unreal now
to hope that, if the same progress continues, the backlog of initial
requests could be down to 1650 by the end of CY 1985. If that should
occur, the decrease in the backlog would be a whopping 1300 in 1985. In
addition, we have focussed on the real old cases; i.e., pre-1980. At the
beginning of 1985, there were 177 such cases. IPD has already closed 83
of these cases and expects to close more by the year's end. For
highlighted initial requests and spotlighted responses, please see the
separate IPD report, attached.
C. SCHEDULED MEETINGS
1. On 27 November, representatives from IRMD will meet with the
Chief of the Printing and Photography Division (P&PD) to arrange to
survey P&PD's dissemination process. An OIS survey of this process was
recommended in a recent study by the Inspector General.
Attachment
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STAT
STAT
ADMINISTRATIVE-INTERNAL USE ONLY
27 November 1985
MEMORANDUM FOR: Deputy Director for Administration
FROM:
Chief, Information and Privacy Division, OIS
SUBJECT: IPD/OIS Weekly Report (20 - 26 November 1985)
1. The Week in Review 20
- 26 November
1985 1985 Weekly Average
a.
New cases
61
54.9
b.
Cases closed
112
79.8
c.
New appeals logged
1
2.7
d.
Appeals closed
2
1.8
e.
Manpower (man-weeks)
119.5
100.8
2. Current Backlogs
a. Initial requests - 1752
b. Requests in administrative appeal - 184
c. Requests in litigation - 78
3. Spotlighted Requests
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STAT
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(27 November 1985) (FINAL)
IPD,
sh
Distribution:
Orig - Adse
1
- DCl/DDCl/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
- C/IMS
STAT
1
1
- DDO/IRO
- DDO/IMS
STAT
25
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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CONFIDENTIAL
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MEMORANDUM FOR: Director of Information Services
FROM:
SUBJECT:
26 November 1985
Chief, Classification Review Division
Weekly Report, 20-26 November 1985
1. In response to the President's 12 November memorandum on the State
Department's Foreign Relations of the United States series (FRUS), CRD this
week initiated a reply summarizing CIA support to this series since 1978.
CRD reviews each page of all rough drafts of each volume of the FRUS, there
now being between two and three thousand pages per volume, and up to
twenty-six volumes per annual issue. The reviewer sanitizes passages, or
denies entire documents, as necessary for security reasons, usually under
Section 1.3(a)(4) of Executive Order 12356 (sources and methods), and
forwards the pages thus selected to the Directorates for concurrence.
After reconciling the various replies, CRD forwards the CIA response to
State. The State to State cycle usually takes about six months, but CRD
often sees the deleted passages again, since the State History Office often
sends back reclamas on our deletions for further study and reconsideration
as to their releasability. Chief, Classification/Declassification Center,
Security Review at State has told CRD that State is happy with the system
and the way it works, and that we reply faster than many other agencies.
2. The Historical Review Branch (HRB) has been occupied conducting
the systematic page-by-page review of permanent DO records for the period
from the end of OSS, 2 October 1945, to 31 December 1946. This covers all
DO records of the SSU and fulfills the committment given by the DO to NARA
to accession SSU records immediately following those of the OSS. The HRB
is developing its procedures in detail and is heavily occupied in trying
to determine what requirements for information concerning their actions
should be recorded in a computerized data base. Once these data elements
have been determined with reasonable certainty then they will have to
identify a data base system to use, such as DECAL, or design a new one.
CON F-7"-NTIAL
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3. Representatives of IRMD and CRD met with the Director, OIS, to
discuss follow-up actions to be taken in the case of the inadvertent
compromise of two boxes of military intelligence records at the Washington
National Records Center (see CRD Weekly Report for 6-12 November 1985).
The military records included 45 documents of interest to CIA. The DO
has requested that we ask NARA for copies of the documents of interest to
us so a damage assessment can be made in our own offices. A letter is
now being prepared for NARA that will express Agency concern over this
lapse, request copies of documents of interest to CIA for making a damage
assessment, and will suggest that NARA brief CIA representatives on NARA
procedures to reassure us that they are sound in the way classified
material is handled.
CONFIDENTIAL
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26 November 1985
MEMORANDUM FOR:
Director of Information
Services
STAT
FROM:
Chief, Information Resources
Management Division
SUBJECT:
IRMD Weekly Report (20 - 26 November 1985)
STAT
STAT
STAT
1. WORK IN PROGRESS
a. Top Secret Documents. OIS annuitants continued to search
for unaccounted Top Secret collateral documents.
reviewed 71 cubic feet of 0/DDI holdings at the Records Center,
locating 597 docuTpnts- 465 are charged to 0/DDI, and 132 require
further research. reviewed 103 cubic feet of Office
of European Analysis holdings at the Records Center, locating 24
documents that require further analysis.
Through the efforts of the DI RMO, approval has been
gained to search Office of Soviet Analysis holdings, as well as
Office of Scientific and Weapons Research holdings at the Records
Center that do not contain Restricted Data material.
Information Control Branch (ICB),
visited the Office of Central Reference Top Secret control officer
to show her how to receive TSCADS changes recorded for her by ICB.
These entries identify documents located by OIS annuitants that
were not on the the OCR account.
STAT b. OC Information Management Survey.
STAT ICB, briefed the Chief of Operations, OC, on their
findings concerning information handling and records management
practices in the Administrative Management Division, OC. A number
of recommendations were made for improving these practices. This
is the first of a number of periodic briefings that will be
provided during the OC information management survey.
c. ICS Registry Survey. The Director and Deputy Director of
STAT Information Services, Chief, IRMD, and ICB, met with
the Chief, Administrative Staff, Intelligence Communit Staff
STAT (ICS), to discuss the ICS Registry survey conducted by
draft survey report was provided for ICS review and co
d. Records Control Schedules. The DI, 0/DDA, and OIS records
control schedules have been approved by the Archivist of the United
States, and the 60-day period for review of the schedules by the
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Senate Select Committee has expired. These components have been
notified that temporary records due for disposal under the
schedules should be destroyed and that files should now be related
to the records control schedule instruction that specify their
ultimate disposition.
e. ADP Records. With the completion of a draft
machine-readable records schedule item for the Federal Automated
Requisitioning System (FARS) in the Office of Logistics (OL),
Information Management Branch (IMB) personnel and the OL RMO turned
their attention to the Inventory Control System (ICS), the next OL
STAT system to be scheduled. IMB,
and the OL RMO met with the Chief, Data Control Branch, Supply
Division, OL, and the ICS Data Base Administrator to obtain answers
to questions resulting from an earlier meeting and to raise
additional questions prompted by a review of the ICS User Manual.
STAT Messrs. then continued to help the RMO write a
draft schedule item for the ICS System.
STAT
STAT
STAT
2. SIGNIFICANT EVENTS AND ACTIVITIES
a. RMO Meeting. Chief, IRMD, Deputy Chief, IRMD, and IRMD
branch chiefs met with the Directorate RMOs for their regularly
monthly meeting. The session consisted primarly of a briefing by
Office of Development and Engineering, on the BioStar
Project. discussed the origin of the requirement, the
work that has been accomplished till now, and the benefits that
will accrue from the use of optical disk technology from this
program. Because of funding uncertainties, it is not yet certain
how many people will have direct access to the data and when the
project will be completed. Other items discussed at the meeting
were the new courie additional problems were
identified although DCI area RMO, suggested that the
possibility of combining e courier receipt with a document
receipt), the use of acid-free containers for permanent records
housed at the Record Center (Center personnel will send the
containers to components when they are about to retire permanent
records), and the annual records inventory (no questions were
raised about the new form that will be used this year to record
information.
b. Nitrate Film in OSS Records. Personnel from the
Information Management Staff (IMS), DO, began searching boxes of
OSS records at the Archives and Records Center to determine if any
contain nitrate film. Some of this type of film was found among
OSS records transferred recently to the National Archives and
Records Administration. Because nitrate film is extremely
flammable NARA destroyed the original film after reproducing it.
In the current IMS review, some additional nitrate film has been
2
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found among OSS records and will be reproduced before transfer to
NARA. Thus far, some 700 cubic feet of OSS records have been
searched and another 200 cubic feet remain to be reviewed. Other
old records retired prior to 1953 will be searched to determine if
they might also contain nitrate film.
c. OSS Records at NARA. IMB, and IMS
representatives met with personnel of the Military Projects Branch,
National Archives and Records Administration (NARA), to discuss
potential research problems with the OSS operational records
recently transferred to the National Archives. The Agency has been
unable to provide NARA with a index covering the entire collection,
thus making the research process for NARA extremely difficult and
costly. The DO representatives explained that files information
was contained in five separate indexes consisting of over 500,000
3" x 5" cards and thousands of feet of microfilm, and that the cost
to the Agency of sanitizing and combining this material into one
comprehensive index would be prohibitive. The IMS representatives
did agree to study the OSS missions and projects index for possible
sanitization and transfer to NARA. This index consists of 32,000
3" x 5" cards and is thought to be more manageable.
e. Unauthorized Disclosure Briefing. Steven Garfinkel,
Director, Information Security Oversight Office, accompanied by
Agency Security Classification Officer, attended a
briefing by the Office of Security on the status of 20 unauthorized
disclosures to the media that were reported to the Department of
Justice during the last six months. Mr. Garfinkel spoke in general
terms about the need for increased action in the field of
information security and the damage done to the credibility of the
information security system by the absence of prosecutions or even
administrative sanctions against individuals who leak classified
information to the media.
3
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f. Records Center personnel performed the following
activities during the week:
RAMS:
ARCINS:
Accessions:
References:
Special Runs:
Made 19 additions, 13 changes, and
7 deletions.
Jobs received/edited: 8.
Jobs keyed: 13 consisting of
1,128 entries.
Jobs completed: 26.
Title searches: 8.
Received 16 jobs totaling
156 cubic feet.
Serviced 2,275 requests for
records.
One to
3. SCHEDULED MEETINGS AND EVENTS
On 27 November, ICB, will meet
with Chief, Printing and Photography Division (P&PD), OL, to
arrange survey of P&PD's dissemination process. An OIS survey of
this process was recommended in a recent IG study.
4
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C-0-N-F-I-D-E-N-T-I-A-L
MEMORANDUM FOR: Director of Information Services
FROM:
Chief, Regulatory Policy Division
26 November 1985
SUBJECT: Regulatory Policy Division Activities - 20 November
through 26 November 1985
1. RPD is currently processing 130 jobs with the 12 proposals
received during this reporting period. Among those received for
processing were bulletins, headquarters and field notices, and a
regulation; one-third of this total was given priority precedence.
2. The final draft of
in Accordance With the Provisions of Secrecy
Agreements, was approved by the Deputy Director for Administration.
While the editor,
was reviewing the page proofs sent by
copy of the
day.
P&PD, an OGC attorney hurriedly called the Division seeking a
approved draft for an CCC conference taking place on the next
Arrangements were made by RPD to provide a copy that afternoon. In
reviewing the draft at the conference, however, OGC attorneys decided
that a change was needed in this draft. RPD has suspended the final
processing of this proposed issuance while OGC develops the desired
language.
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4. The Office of Security initiated
to announce a
continuing critical need for special escorts.
handled the
request of OS that this notice be published on
a priority basis. RPD
used the "20" subject category due to the topic and this was agreeable to
OS and OP.
(A-IU0)
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5.
RPD's
chief of research,
received
a telephone
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call from
DDA/IRO,
who asked when
became Chief,
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Information
Review
Staff,
vice
Chief, Information
Systems
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Analysis Staff.
located the information
in
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(A-1U?)
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6.
also received a telephone call from
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of OGC/L&PLD
in the Page Building. He was working on a
project that
required him to know the background of paragraphs
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In particular,
wanted to know why the restrictions
were
so comprehensive.
After
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perusing the microfiche,
did not locate any background
information for paragraphs
13a and b.
Our chief of research did advise
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the caller, however, that the handbook had been revised and was in the
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form of page proofs.
read
the newly revised version of
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who
was pleased with the new wording
which was extremely helpful
to him.
A
copy of the new wording for
paragraph 13 was forwarded.
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7. Among other accomplishments
during
the week, Division editors, at
the request of C/RPD, prepared a list of Agency regulations, Employee
Bulletins, notices, and memoranda
that were approved and signed by the DCI
during FY 1985.
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Attachment
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