MEETING WITH ISOO REPRESENTATIVES TO DISCUSS QUESTIONS CONCERNING AGENCY SYSTEMATIC REVIEW FOR DECLASSIFICATION (SRD) ACTIVITIES

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP85B00236R000200150017-9
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 14
• Document Creation Date: December 16, 2016
• Document Release Date: July 5, 2005
• Sequence Number: 17
• Publication Date: April 2, 1981
• Content Type: MFR

CONFIDENTIAL
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2 April 1981
25X1 FROM: I
Chief, Operations Branch
SUBJECT: Meeting with ISOO Representatives to Discuss Questions
Concerning Agency Systematic Review for Declassification
(SRD) Activities
The meeting was held on 18 March 1981. From ISOO there were Harry Mason,
Jane Payne, Stephen E. Wimbourne, and Rudolph H. Waddy. From the Agency there
25X1 were from CRD/OIS
and F
j
25X1
,
_
_j I 2 5X12 5X1 and from RMD/OIS. The questions which were prepared by
ISOO were given to us in writing before the meeting, and the answers which we
provided them orally at the meeting, were as follows: (C)
budge
1. What is the present Agency
t and personnel resources?
A. The Classification Review
co
Div
mmitment to th
ision (CRD) is
e SRD program in terms of
responsible for the Agency's
25X1
SRD rogram and has about
positions. We
currently have =reviewers.,
25X1
25X1
Part time annuitants, and =intellig
ence assistants plus manage-
25X1
ment, secretarial and clerical help. The co
st of the program is some-
25X1
thing over er year and
we estimate that at this rate
the program will cost abou
by 1988 based on five
25X1
2. Assuming a continuation of current resource levels, will the goal of SRD
at the 20 year mark be reached by 1988? If not, what additional resources would
be needed to meet the goal?
A. No, we will not reach our goal with the current level of resources. We
estimate that we will complete about 30% by 1988 and possibly up to 50%
depending on improved efficiency. We estimate that it would take a 200
percent increase in manpower and a total of to meet 25X1
our goal.
25X1
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3. Of the resources commited to SRD, what percentage goes to direct support
for NARS, either as onsite assistance or as administrative support (i.e. develop-
ment of guidelines, review of NARS-referred material, supplementary guidance,
etc.)?
A. Our direct support to NARS runs about l1 of our manpower. It's roughly 25X1
our material which turns up in the records of other agencies. In addition,
we do ad hoc jobs such as surveying State Records Group 59 for the period
1940-44 and 1945-49 to identify and protect Agency equities; briefing NARS
Personnel; special review requests such as the Himmler Collection;
reviewing material inadvertently released to prepare damage reports; etc.
4. How current are the records disposition schedules that cover the classified
material eligible for SRD? What assurance do you have that the material for which
you are providing SRD has in fact been designated and approved by NARS as
permanently valuable?
A. RMD answered. Just about all our material is covered by NARS-approved
Records Control Schedules. All the records we subject to SRD has been
identified by NARS as permanent. The amount of Agency records that are
5. Of those Agency records designated as permanently valuable, what
percentage is classified and thus subject to SRD?
A. Practically all are classified. NFAC records run maybe 98% classified
to almost 100% in DO records. It was pointed out that an intelligence
service must exist and work in secrecy and that about all the DO deals
in is sources and methods.
25X1
6. Of Agency records designated as permanently valuable, what percentage
is in agency custody at the 20 year mark? The 25 year mark? The 30 year mark?
A. At 30.years, about 99% and the percentage is higher at 25 years and
still higher at 20 years.
7. What percentage of Agency classified permanently valuable records subject
to SRD are declassified as a result of SRD review? What disposition is made of
those records which are. declassified? Are they subject to additonal review before
.release to the public?
A. We declassify about Q of the records we review under SRD. The percentage
varies according to the Directorate. Of the material we review at NARS
however, we declassify about 0 Documents that are declassified when 25X1
we review .records held by the Agency are left in place and returned to
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storage. These are very scattered documents, usually of little substance,
and taken individually are of little value to anyone. If these declassified
documents are requested under FOIA or Mandatory Review, they will be
reviewed again for Privacy Act, Copyright, and othe non-national security
exemptions. We can't just turn them loose. This would happen even if
the records went to NARS as they must screen and review all records for
these purposes too.
8. Has the Agency designated any areas in which members of the public may
review declassified records? What is the volume of activity in these areas? Does
your agency have any means of notifying the public of what material has been
declassified?
A. A reading room is maintained in the Ames Building where people can come,
usually by arrangement, to review declassified records. The room does
not get a lot of use. The Agency notifies Carrolton Press of declassified
documents and they make much of it available to the public. The information
we declassify at NARS also will be made available to the public.
9. If the requirement for an agency SRD program were abolished would your agency
continue to review classified material for declassification on a systematic basis?
If yes, why? At what time point? If no, what resources would be saved?
A. We probably would discontinue systematic review but that would be a policy
decision made at a higher level. Afterall, we would not receive funds for
such a purpose, as an intelligence agency we find it difficult to declassify
records in any case, and we can use the resources in other areas which are
of higher priority. Since personnel cost represent If the SRD 25X1
cost, a major portion of that would be saved depending on what review
requirements are abolished and which are maintained and continued.
10. Are the offices that handle FOIA and Mandatory Review located in the same
organizational unit as the SRD program? In what ways are these functions integrated?
A. The SRD/FOIA, and mandatory review activities are all within the same parent
organization, OIS. But in the case of FOIA and mandatory reviews, the
administration of the programs only is in OIS while the actual review work
is conducted independently in the Directorates. This spreads the activity
out very broadly and since each Directorate pretty much runs its on show
there is in fact rather weak integration of the overall effort.
11. To what degree would abolishment of SRD at the agency level have an impact
on the response time for FOIA and Mandatory Review requests? Would additional
resources have to be commited to these programs? If so, how much?
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A. The response time would probably be shortened somewhat because we anticipate
that some of the SRD review personnel would be transfereed to do the FOIA
and Mandatory Review work. That again, would be a policy decision. We
believe the FOIA load would not increase significantly because so little
material has been released through the SRD program anyway. (C)
25X1
Qri - Liaison w/IS00 w/att)
1 - w at
1 - CRD Chrono
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CONFIDENTIAL
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o6 t r~4ii
fVir. TMsr iu White
Chief, Information Services staff
Room 71)02
Central Intelligence Agency
Washington, U.C. 20505
As I mentioned at the last IISC meeting, we we in the process of preparin a detailed
analysis of the Systematic Review for Deelasslfication (3RD) program in the executive
branch. 1 had originally intended for our analysis to concentrate on the nuts and bolts of
declassification in order to improve the cot off activeness at the program. It now
appears that policy questions basic to the 81W program will become a focus of attention
in some of the agency recommendations for the modification of Executive Order 12066
that are duo hi this office by March 23, 1931.
With this in mind, I have instructed the 311D study team to prepare a list of questions
that reflect this chanted emphasis. A copy of the list In attached. As you can see, much
of the requested information deals with budget and records management topics iai
aaald!ticn to questions of declassification policy. go that we can gather the Information
needed in a single visit, I would appreciate it if you could make repr5*ciitstives of the
appropriate offices available when the 1800 analysts visit Central intelligence Agency on
March 13, 1991.
Thank you for your assistance.
Sincerely,
STEVEN GARFI.IN KEL
Director
coca Official File - Z
Fading File - Z
SGlE ,r,.. fyh'
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NO
vw~
QUESTIONS CONCERNING AGENCY SYSTEMATIC REVIEW
FOR DECLASSIFICATION (SRD) ACTIVITIES
What is the present agency commitment to the SRD program in terms of budget
and personnel resources?
2. Assuming a continuation of current resource levels, will the goal of SRD at the 20
year mark be reached by 1988? If not, what additional resources would be needed
to meet the goal?
3. Of the resources eommited to SRD, what percentage goes to direct support for
NARS, either as onsite assistance or as administrative support (i.e. development
of guidelines, review of NARS-referred material, supplimentary guidance, etc.)?
How current are the records disposition schedules that cover the classified
material eligible for SRD? What assurance do you have that the material for
which you are providing SRD has in fact been designated and approved by NARS as
permanently valuable? % '
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C K'Q 5.
c
---- J ---- aicatr,11C&LCU any areas in which members of the public may review
declassified records? What is the volume of activity in these areas? Does your
agency have any means of notifying the public of what material has been
declassified?
Of those agency records designated as permanently valuable, what percentage is
classified (and thus subject to SRD)?
~v. VU0Ar,LCILtu us permanently valuable, what percentage is in
agency custody at the 20 year mark? the 25 year mark? the 30 year mark?
7. What percentage of agency classified permanently valuable records subject to
SRD are declassified as a result of SRD review? What disposition is made of those
records which are declassified? Are they subject to additional review before
release to the public?
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NwV -4100
9. If the requirement for an agency SRD program were abolished would your agency
continue to review classified material for declassification on a systematic basis?
If yes, why? At what time point? If no, what resources would be saved?
10. Are the offices that handle FOIA and Mandatory Review located in the same
organizational unit as the SRD program? In what ways are these functions
integrated?
U. To what degree would abolishment of SRD at the agency level have an impact on
the response time for FOIA and Mandatory Review requests? Would additional
'Q
resources have to be commited to these programs? If so, how much?
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mmistra ion f ice Wastl~naton. DC 20405
OiS rtegistry
Mr. Thomas White
Chief, Information Services Staff
Room 7D02
Central Intelligence Agency
Washington, D.C. 20505
As I mentioned at the last I[SC meeting, we are in the process of preparing a detailed
analysis of the Systematic Review for Declassification (SRD) program in the executive
branch. I had originally intended for our analysis to concentrate on the nuts and bolts of
declassification in order to improve the cost effectiveness of the program. It now
appears that policy questions basic to the SRD program will become a focus of attention
in some of the agency recommendations for the modification of Executive Order 12065
that are due in this office by March 23, 1981.
With this in mind, I have instructed the SAD study team to prepare a list of questions
that reflect this changed emphasis. A copy of the list is attached. As you can see, much
of the requested information deals with budget and records management topics in
addition to questions of declassification policy. So that we can gather the information
needed in a- single visit, I would appreciate it if you could make representatives of the
appropriate offices available when the ISOO analysts visit Central Intelligence Agency on
March 18, 1981.
Thank you for your assistance.
Sincerely,
STEVEN GARFINKEL
Director
Distribution:
Orig. - OIS Subject
1 - C/CRD
1 - C/R\ID
1 - C/IPD
DDIS:G'VOwens:caa (17 Mar 81)
GenRral Information Security
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QUESTIONS CONCERNING AGENCY SYSTEMATIC REVIEW
FOR DECLASSIFICATION (SRD) ACTIVITIES
1. What is the present agency commitment to the SRD program in terms of budget
and personnel resources?
2. Assuming a continuation of current resource levels, will the goal of SRD at the 20
year mark be reached by 1988? If not, what additional resources would be needed
to meet the goal?
3. Of the resources commited to SRD, what percentage goes to direct.support for
NARS, either as onsite assistance or as administrative support (i.e. development
of guidelines, review of NARS-referred material, supplimentary guidance, etc.)?
4. How current are the records disposition schedules that cover the classified
material eligible for SRD? What assurance do you have that the material for
which you are providing SRD has in fact been designated and approved by NARS as
permanently valuable? %
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5. Of those agency records designated as permanently valuable, what percentage is
classified (and thus subject to SRD)?
6. Of agency records designated as permanently valuable, what percentage is in
agency custody at the 20 year mark?' the 25 year mark? the 30 year mark?
7. What percentage of agency classified permanently valuable records subject to
SRD are declassified as a result of SRD review? What disposition is made of those
records which are declassified? Are they subject to additional review before
release to the public?
8. Has your agency designated any areas in which members of the public may review
declassified records? What is the volume of activity in these areas? Does your
agency` have any means of notifying the public of what material has been
declassified?
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9. If the requirement for an agency SRD program were abolished would your agency
continue to review classified material for declassification on a systematic basis?
If yes, why? At what time point? If no, what resources would be saved?
10. Are the offices that handle FOIA and Mandatory Review located in the same
organizational unit as the SRD program? In what ways are these functions
integrated?
U. To what degree would abolishment of SRD at the agency level have an impact on
the response time for FOIA and Mandatory Review requests? Would additional
resources have to be commited to these programs? If so, how much?
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S,bject: Meeting with representatives of CIA to discuss the CIA systematic
review for declassification (SRD) program.
Date: 18 March, 1981.
Participants: Stephen Wimbourne, Rudolph Waddy, Jane PEnyne, and Harold Mason
of the ISOO staff; CIA representatives from the Classification
Review Division with responsibility for the SRD program,,FOIA,
xd.~~,get~~~
mandatory review, and records management.
Purpose: To gather the information requested in the ISOO questionaire on the
SRD program (attachment 1) and to solicit CIA's general views on
the future of the SRD program.
The meeting opened with a brief presentation by the IS00 staff explaining the
interest of the Director, ISOO, in identifying problem areas in the present
executive order and highlighting the responsibilities of ISOO as the Executive
Branch oversight authority in making recommendations to the NSC for possible
changes in E.O. 12065. CIA responded with a presentation of the problems
they faced as an intelligence organization with the opening of their
records. These problems dealt mainly with the question of sources and
methods and the DCA's legal responsibility for their protection, the
effect on our foreign relations of release of material that may seem
innojcuous to America, and the negative efffect release of material has on
potential sources.
Discussion then proceeded to the ISOO questionaire. CIA responses are
keyed to the list of estions.
SIAI1. At present ustaff members (Actual figure is known). Current
55 %P bud et'around Anticipate total cost of program to reach
STAT I Imillion by 1988.
2. No. Best estimate is approximately 30% completion. Would need a 200%
staff increase and approximately to reach goal by 1988. STAT
STAT3- of manpower goes to support NARS. This would continue. regardless
of any change in E.O. 12065.
4. CIA records are all under current records schedules that have been
approved by NARS. As' CIA maintains its own archi.ves.,_ran-d-?ecause of the
importance of the CIA mission, NARS has tended to be very conservative
in approving destruction of CIA records. There are no plans at present
for the transfer of an ,%1 ecords series to NARS.
5. Between ercen o ~`n
STAT P permeantly valuable CIA material is class-
ified. ,
Cutit~w c Lt d e N+t~= a g
6. BecatSse CIA maintains -its own-archives ~11~Vr-~e"cardsare in agency custody.
STAT7? 0 Declassified records are not segregated after review in order to
maintain the integrity of the original files. Material is reviewed again.
by the division of CIA that originated the material. (See questions 10
and 11)
8. Yes. The CIA maintains a reading room that can be used by prior arrangement.
It is primarily used for FOIA requests. No material declassified under
SRD is stored. there. It is only used a few times a month. CIA notifies
the Carlton Press of declassified material. They in turn prepare lists
for anyone who wants to buy them.
9. Probably not. Special groups of records may be reviewed on an ad hoc
basis. The entire budget of the program, less for NARS support, STAT
would be reallocated to other functions.
10. The administrative support for FOIA, SRD, and mandatory review are
located in the same organizational unit. Although SRD is done centrally,
any requests for material under FOIA are referred to the d -vi-s.i-ca e>:->:~.c.'7
that created the material. This procedure causes any material that has
been declassified under SRD to be re-reviewed by the originating di-vi-s-i-o~r*
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if requested under FOIA.
11. It is anticipated that the abolishment of SRD would have little, if any,
effect on the response time for FOIA and mandatory review requests. The
reason for this is that the vast majority of FOIA and mandatory review
requests deal with material that is less that 20 years old. It is not
planned to commit additional resources to the FOIA and mandatory review
program.
Additional Discussion: In summary, CIA felt that because of the sensitive
nature of their mission, the limited amount of material declassified under
SRD, and the need for subsequent review of declassified material prior to
release, the SRD program is not cost effective and does not result in an
appreciable amount of material being released to the public. Any change in
the order from 20 years to 30 year review, while in theory allowing additional
time for the sensitivity of information to decline, would not result in any
great increase in release of information.
Stejhen E. Wimbourne
,.Z S D
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