FX 85 ACCOMPLISHMENTS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP93B01194R001100120006-1
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 6
• Document Creation Date: December 16, 2016
• Document Release Date: July 27, 2005
• Sequence Number: 6
• Publication Date: December 2, 1985
• Content Type: MF

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OIS 85-581
2 December 1985
MEMORANDUM FOR: Deputy Director for Administration
SUBJECT: FY 85 Accomplishments
REFERENCE: Your Memorandum dated 14 November 1985, same subject,
(DA 85-0013)
In accordance with the referenced memorandum, attached is a concise
list of Office of Information Services accomplishments for FY 1985. As
recommended, the list is oriented to the interest of the DCI.
DA/C/P&MS/0I
Distribution:
Orig + 1 - Addressee
1 - Each 0IS Division Chief
1 - OIS Subject-
1 - 0IS Chrono
STAT
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OFFICE OF INFORMATION SERVICES
FY 1985 ACCOMPLISHMENTS
Office of the Director
In anticipation of the CIA Information Act of 1984, and recognizing
the pressure that would be placed on the'DCI to implement the new law,
the Director of Information services established an FOIA task force to
draft an Agency-wide implementing regulation and policy guidance to the
Deputy Directors ready for the Director's signature on the day the
President signed the act into law. This goal was accomplished.
Immediately following the President's signature on the CIA
Information Act in October 1984, the Director of Information Services
directed the task force to work with representatives from the affected
directorates in identifying, describing, and recommending to the DCI the
operational files to be designated and in preparing detailed directorate
instructions concerning the file designation process. Once again the
goal was met while ensuring that the DCI was in full compliance with the
spirit and letter of the law in approving the designations.
Before implementation of the new law, the task force briefed
representatives of the Senate and House committees on intelligence in
detailed, lengthy meetings, answering their numerous specific and
penetrating questions about the designations and how they were developed.
Subsequent letters from both Congressional committees expressed complete
satisfaction with the meticulous manner in which the entire task was
carried out.
The Director of Information Services took the lead in developing the
Agency's Historical Review Program as agreed to by the DCI and as
prescribed in the CIA Information Act of 1984.
The Director of Information Services chaired a series of meetings
with the Archivist of the United States, the Librarian of Congress, a
group of distinguished historians, and Agency and other Government
representatives to determine the feasibility of conducting a program for
the systematic review, declassification, and release to the public of CIA
information of historical value. Following these meetings, OIS was a
major contributor to the DCI's report to the Congress describing the
program being developed.
The Office of Information services established the Officially
Released Information Program to record CIA information officially
released to the public. The Office is seeking to develop an on-line
capability to provide Agency officials with a timely record of such
releases, including releases under the FOIA and the mandatory review
provisions of E.O. 12356, officially sanctioned speeches, media releases,
letters to members of Congress and private individuals, affidavits and
judicial testimony, and Congressional testimony.
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Under the direction of the Director of Information Services, OIS
during FY 1985 developed eight new initiatives for implementation in FY
1988. Included are initiatives for (1) putting Agency regulations on
computer, (2) an automation resources system,.(3) a paper problem
program, (4) an SCI TS control program, (5) reviewing TS collateral
material, (6) external audits of`collateral TS material, (7) control of
collateral TS cables and telepouches, and (8) vital records use during a
national emergency.
Information Resources Mang ement Division
The Office of Information Services on its own initiative established
an Information Services Center in the Ames Building to provide full
registry and mail services to three major Agency components and elements
of the Intelligence Community Staff and the Public Affairs Office. OIS
also operates a similar facility in support of the Offices of Logistics
and Communications and has played a major role in planning for the
establishment and operation of Information Services Centers in the new
Headquarters Building.
The Records Information System (TRIS) achieved initial operating
capability in August 1985 when the TSCADS portion--for the control and
accountability of Top Secret collateral documents--was activated. Some
50 TS control points throughout the Agency are storing information about
TS collateral documents in this system. The registry and records
management portions of TRIS are now being phased in by the components.
As TRIS moves into full operational capability, tangible benefits will
include the elimination of redundant keying, enhanced capability for
life-cycle management of records, sharing of common data elements, and
improved document control, especially for Top Secret collateral material.
In order to preserve the documentary heritage of the Agency, OIS has
begun a Records Preservation Program to ensure proper physical protection
and preservation. During FY 1985, an employee from the Agency Archives
and Records Center was trained in basic archival techniques and another
has been scheduled for training. The program began with the Printing and
Photography Division, OL, testing the condition of some of the film
maintained by the Center. OIS subsequently ordered its own test
equipment and Center personnel presently are conducting scheduled tests.
In addition acid-free boxes and folders for storing permanent records
material have been ordered.
A new records management audit program was begun in FY 1985 to assist
Agency components in improving their records and information management
practices and procedures. Audits have been completed in five major
components and more are scheduled in FY 1986. With the addition of
another staff position, OIS will form two audit teams and increase the
number of audits performed each year.
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Information and Privacy Division,
In FY 1985 the Information and Privacy Division made dramatic
improvements in processing public requests for information under the FOIA
and Privacy Act through effective management initiatives in restructuring
and reorganizing IPD's processing procedures and implementing the CIA
Information Act of 1984. During FY 1985 the backlog of initial requests
was reduced from 2999 to 1967, a decline of 34 percent.
A new support branch was created to directly manage critical
support functions at each step in the FOIA process. No bottlenecks
are ever allowed to develop.
A program to resolve old and complex cases was instituted through
a detailed shelf review of every file to determine why a case stopped
moving and to get it going again. The program also includes bringing
old cases to the attention of directorate information review officers
so they can be part of the expediting process.
To further help with the caseload, four Agency annuitants have
been hired as case officers. Based on their background, experience,
and knowledge of the Agency, these individuals had an immediate
effect on speeding the closing of cases, especially the extremely
large and complex ones.
STAT
Regulatory Policy Division
The Regulatory Policy Division processed approximately 500 regulatory
issuances over the past twelve months and published nearly 450. Of that
number, nearly 25 percent required priority handling wherein editing,
coordination, approval, and publication were accomplished in a matter of
hours.
RPD successfully converted from a Wang stand alone system to the Wang
Alliance system without any disruption in production. Moreover, RPD
extended its telecommunications network to all major Agency components
involved in the regulatory process with the exception of the DO. Use of
this network is helping to improve the speed and efficiency of the
regulatory process
During FY 1985, the DCI approved and signed 8 Headquarters
Regulations, 3 Headquarters Notices, 5 Employee Bulletins, and 5
memorandums forwarded by RPD. DCI approval of the regulations for the
most part resulted from the Excellent Program ereby delegations of
authority were extended do IReol Estate.
Construction, and Utilities Polygraph, angents.
STAT
STAT
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TAT
RPD during the year held meetings with senior Agency representatives
involved in the preparation and coordination' of regulations. The results
have become apparent in the improved quality of submitted proposals and
in greater adherence to coordination deadlines. Procedures for immediate
response to time-critical issuances also were developed and agreed to.
In addition, meetings were held with the 53 Agency officers responsible
for distributing published regulatory issuances in their-components. The
importance of timel and full distribution of published issuances was
stressed. Moreover Distribution, was revised to make more
explicit the responsibilities of component distribution officers and
custodians of the regulations.
During the year RPD successfully handled more than 100 requests for
research on policy contained in earlier rescinded or revised regulatory
issuances. Many such requests are generated by the Inspector General and
the Office of General Counsel.
Classification Review. Division
Principal responsibility for the Agency's Historical Review Program
has been assigned to the Office of Information Services through the
Classification Review Division. CRD prepared a schedule to implement the
program, obtained the concurrence of the DO, DI, and DS&T, and began the
search for records beginning with the period 1946-1947.
Although much needs to be done, CRD has made good progress in
selecting and reviewing documents of historical significance for
declassification and release to historians and other researchers through
the National Archives and Records Administration.
particular, damage assessments requiring extensive internal and external
coordination. The objective is to identify the classified information
CRD conducted several specialized reviews on behalf of the Agency; in
CRD completed a review of classified material of interest to the
Agency located in the Eisenhower Presidential Library in Abilene,
Kansas. Two person teams from CRD made several visits to the library for
that purpose during the year. The review involved thousands of documents
and involved the cooperation of the NARA employees at the library. The
recommendations made by the CRD reviewers have considerably improved the
security of the documents that still require protection.
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Effectively manage and coordinate classificaton reviews using
guidelines established by Federal statutes, Executive orders, Information
Security Oversight Office directives, and Agency regulations. Serve as
the focal point and develop guidelines for the review of permanent CIA
records material and for systematic review programs such as the
Historical Review Program.
Bring the Historical Review Program to full operational capability.
In cooperation with other components, reduce processing time and
enhance the efficiency of the mandatory review process under
Executive Order 12356. Assess the benefits of CRD'S role.
Assess the potential to conduct special reviews on behalf of other
CIA components. Initially, assess the potential for review and use
of FBIS material in making damage assessments.