NEW INITIATIVES FOR 1988

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP93B01194R001100120005-2
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 13
• Document Creation Date: December 19, 2016
• Document Release Date: September 9, 2005
• Sequence Number: 5
• Content Type: MF

Approved For tease 2005/12/01: CIA-RDP93BO119001100129005-2
MEMORANDUM FOR: Chief, Classification Review Division
Chief, Information and Privacy Division
Chief, Information Resources Management Division
Chief, Regulatory Policy Division
I
OIS Planning Officer
SUBJECT: New Initiatives for 1988
1. Attached is a memorandum from the DA Executive Officer asking
that a one-page description of each new initiative for 1988 be submitted
to him by COB 8 January 1986. To meet this deadline, by 2'January please
provide OIS Plans and Management Staff with any initiatives you wish to
have considered by DIS for inclusion in OIS's submissions
2. For your information or comment, also attached are eight
proposed OIS initiatives.that have already been coordinated with the
appropriate OIS division(s). These initiatives are:
a. Information Management for Office Automation
b. Review for Downgrading of CIA Top Secret Documents
c. TS SCI and Collateral Electrical Document Control
d. External Audits of CIA Top Secret Documents
e ? Ag`i ~' G iv~Q. i Mo Vr~cCq~ym. Ilrtic.F?~z-
*.).Paper Problem Prograr(
&.It'Headquarters Regulatory Issuances System (REGS)
"c ?. Officially Released Information System (ORIS)
0" Automation Resources System
3. Any questions or comments on the attached, or problems with the
2 January deadline, may be directed to the undersigned on
For Official Use Only When
Detached from Confidential Attachment
25X1
25X1
 Approved For
ase 2005/12/01 : CIA-RDP93BOl 19
C O N F I D E N TAI A L
01100129005-2,
19 DEC 1985
MEWRAND M FOR: Director of Communications
Director of Finance
Director of Information Services
Director of information Technology
Director of Logistics
Director of Medical Services
Director of Personnel
Director of Security
Director of Training and Education
FROM:
ecu ve Officer
SUBJwI': Proposed 1988 New Initiatives
REFERENCE: DW 85-3298, dtd 23 September 1985,
same subject
1- The purpose of this memorandum is to solicit in on
1988 new initiatives. Although we haven't received the ComptrollerO
ut 'sfficePr rams
call or the Executive Director's x'~
thinking perspective and guidance, we must begin
ng about what new initiatives that we want to propose for 1988. We have
been informally advised that a one-page description of each proposed
initiative will be due to the Comptroller circa 21 January 1986.- To new
staff, the ADdA and DpA time to review ~~rY 1986." To a]. law my
You submit your one-- your initiatives, it is requested that
page descriptions, arranged in rank order (highest
Priority first), to the EXPO by COB 8 January 1986. Please refer to the
1987 Program call book for general guidelines in preparin the 1988
Initiatives. Also, please ensure that the one-
page g descriptions proposed
hothe positions and funds requested will be used.
describe how
2. The purpose of reference memorandum was to solicit information fr
each Directorate of Administration office on their plans to inco cm
rate new
programs in the 1988 budget. In generating the data the officedessentially
developed "think pieces" with no consideration given to a
environment i constrained resource
totaling. nt the IAA offices submitted 87 new
=positions. We expect very little
very little
C O N F I D E N T I A L
25X1
 Approved For lease 2005/12/01: CIA-RDP93B0l 194M01100129005-2
C O N F I D E N T I A L
SUBJECT: Proposed 1988 New Initiatives
capacity for new growth in the DDA in 1988, (i.e., ange)%
therefore, it is very important that. you submit only those initiatives that
address current existing shortfalls or those that enhance the current, level of
support which we are providing to the Agency's collection and. production
activities. As you are aware, we had to reduce some of our Ongoing
Initiatives to accommodate new growth in 1987. To accommodate similar growth
in 1988 it may be necessary th reduce our base program. In developing our
1988 program we should; use innovation and imagination and only concentrate on
handling our most pressing shortfalls in the least expensive way possible.
3. As additional guidance is received, we will pass it on to you
immediately.
C O N F I D E N T I A L
25X1
25X1
 Approved For Sase 2005/12/01: CIA-RDP93B0119*1100129005-2
STAT
DA/Office of Information Services
Date of Full eratin Capability: 1989
Cost Estimate:
Positions
Funds
1989
Information Management
for Office Automation
Problem to be Addressed: 'Office automation (OA) will continue to
proliferate throughout the Agency over the next several years.
Without the inclusion of information management (IM) standards and
procedures, costly legal and administrative mistakes will be
inevitable. Of particular importance are disposition (what goes in
must come out) instructions. These instructions do not exist and
must be developed and set forth in the form of records control
schedules for submission to the National Archives and Records
Administration and approval by the Archivist of the United States.
In addition, rapidly-increasing capabilities and decreasing prices
dictate that OA be explored as a space-saving, less-costly
alternative to the use of paper as a long-term storage medium for
office-level records.
Proposal: Establish the capability in OIS to develop, test, and set
OA standards and procedures that adhere to the laws and regulations
governing Federal records. That is, set standards and procedures
that will deal with the creation, maintenance, use, and disposition
of office administrative, management, and policy-related documents
when the record copy is maintained in electronic form. The
standards and procedures would, in turn, form the basis of an
Agency-wide IM-OA program to ensure that all Agency OA applications
conform to existing legal and administrative requirements. In
addition to the benefits realized by addressing the problem up front
instead of waiting until it becomes larger and more unwieldy, the
IM-OA program would serve as the first step in a longer-range effort
to reduce the space required for records storage; i.e., by
implementing OA life-cycle management the reduction in
administrative paper holdings could more than offset the additional
space needed for electronic storage devices.
Coordination: No coordination outside the MI Career Service has been
undertaken.
 Approved For IWase 2005/12/01 : CIA-RDP93B01194M01100129005-2
DA/Office of Information Services Review for Downgrading of
CIA Top Secret Documents
Date of Full Operating Capability: 1988
Cost Estimate: 1988
STAT Positions
Funds
STAT
Problem to be Addressed: More than half the documents covered by the
Collateral T Secret Control Program are ten years old or older
I land may no longer warrant the Top
Secret (TS) classification. The program does not have the
resources, however, to review these documents to determine if the
passage of time has brought about a sufficient loss of sensitivity
to warrant their downgrading. This failure to downgrade documents
no longer warranting TS classification is greatly eroding our
ability to maintain personal accountability on those that do.
Proposal: Establish the capability in OIS to review older collateral TS
documents to determine if they can be downgraded. When downgrading
is warranted, the holders of the documents, both within and outside
of CIA, would be notified and the documents dropped from the program.
Coordination: No coordination outside of 0IS has been undertaken.
 Approved For ease 2005/12/01: CIA-RDP93B0l19400110012Q005-2
DA/Office of Information services TS SCI and Collateral
Electrical Document Control
Date of Full 222rating Ca ability: 1989
Cost Estimate: 1988,, 1989
1990
Positions
Funds
Problem to be Addressed: It is incongruous that the Agency requires
personal accountability for non-electrical collateral Top Secret
(TS) documents but does not require it for either TS cables and
telepouches or for TS Sensitive Compartmented Information (SCI)
documents. Instead, accountability for SCI goes only to the office
level, not to the "person" level, and TS collateral electricals are
not controlled at all. Further, there is no annual inventory of
either TS SCI or the electricals even though one is required by
Information Security Oversight Office Directive Number 1.
Proposal: Establish the capability in OIS to develop and maintain a
program that requires, as a first step, personal accountability and
an annual inventory of all TS collateral electricals and selected
types of TS SCI documents (i.e., those most difficult and most
important to control. As envisioned now, the program would expand
the existing Collateral Top Secret Control Program to include the
electricals and selected types of TS SCI finished intelligence.
This initiative does not provide for resources that may be needed in
other components.
Coordination: No coordination outside the MI Career Service has been
undertaken.
 Approved For ease 2005/12/01 : CIA-RDP93B0119401100120005-2
FOR OFFICIAL USE ONLY
DA/Office of Information Services External Audits of CIA
Top Secret Documents
Date of Full operating Capability: 1988
Cost Estimate: 1988 1989
Positions
Funds
Problem to be Addressed: Over the years, CIA
collateral Top Secret (TS) documents have been forwarded from CIA to
about 10 different agencies, several contractors, and a few
Congressional committees. By definition, these documents concern
our most sensitive human sources and methods information, and their
compromise could cause exceptionally grave damage to the national
security. Although the handling of collateral TS documents is
closely monitored inside CIA, there is no parallel capability, to
follow-up on the ones forwarded to other Government entities.
Proposal: Establish the capability in OIS to expand the Collateral TS
Program to include the requirement to audit the handling and
disposition of CIA collateral TS documents located in other
Government agencies. Auditing would be accomplished on a periodic
basis and adherence to a formal set of guidelines would be
required. Where appropriate, deficiencies would be reported to the
Office of Security.
Coordination: No coordination outside the MI Career Service has been
undertaken.
STAT
 Approved For ease 2005/12/01: CIA-RDP93B0l 194 01100129005-2
DA/Office of Information Services Paper Problem Program
Date of Full Operating Capability: 1989
Cost Estimate:
Positions
Funds
Problem to be Addressed: In spite of the increased use of automation, the
magnitude of problems associated with managing paper or hardcopy
collections in the Agency is not decreasing. Instead, because of
decreasing space, the difficultly in retaining clerical employees, and
the increasing paper output from computers, problems in many areas are
growing worse. The process by which they are addressed is dependent
on individual office initiatives. There is no centralized-approach.
As a result, there is no clear picture of which ones might be
susceptible to similar solutions and the pooling of resources for
common benefit is not possible. In short, efforts tend to be based on
the amount of money or other resources individual components have in a
given year and tend to look to the near-term.
Proposal: Establish a program to develop a "paper problem" investment
strategy for the Agency. The program would identify problem areas
such as space, retrieval, dissemination, backup, etc., aggregate the
requirements of those that could benefit from common or similar
solutions, identify the ones with special or unique needs, and rank
the results on a cost versus benefits basis. This process would lead
to the identification of offices that would benefit from implementing
similar technological or administrative solutions and at the same time
allow unique areas to be addressed.
Coordination: The proposal was recommended by an Agency-wide task force
in June 1985.
 ar_
Approved For ease 2005/42/01 : CIA-RDP93-B01194@01100129005-2
FOR OFFICIAL USE ONLY
DA/Office of Information Services Headquarters Regulatory
Issuances System (REGS)
Date of Full Operating capability: 1989
Problem to be Addressed: Headquarters regulatory issuances
contain policies and procedures essential to the control and
direction of:.Agency activities. In order to provide timely
and necessary guidance to Agency personnel, CIA regulatory
issuances should be made available to employees as soon as
possible. Further, a system must be devised for ready
identification and retrieval of the pertinent policy
information sought by the average employee who does not work
with the regulatory issuances (regulations, handbooks, and
notices) on a daily basis. At present, regulatory issuances
are circulated by distribution officers and maintained by
designated custodians in various components throughout the
Agency. This system, though manageable, places a heavy
burden on these individuals. It also tends to limit or
inhibit accessibility and familiarity with the issuances
thereby negating the premise that all employees are fully
informed at all times on Agency policy and procedures.
Proposal: Establish an Agency-wide-system that would put all
current Headquarters regulatory 'issuances on line. As now
envisioned, the system would include a detailed index to the
regulatory issuances, have a full-text search capability,
and be accessible to all employees it
is contemplated that the system also wou include an
associated bulletin-board or "coming events" service to
announce projected briefings, other events, and current
-news-style information of interest to employees.
Coordination: Coordination has been accomplished within OIS -
coordination with other components is considered unnecessary
at this time.
FOR OFFICIAL USE ONLY
STAT
 Approved For ease 2005/12/01 :CIA-RDP93B011940110012p005-2
FOR OFFICIAL USE ONLY
DA/Office of Information Services
Date of Full Operating Capability: 1991
Cost Estimate:
Positions
Funds
Officially Released .
Information System (ORIS)
Problem to be Addressed: Since the mid-1970s numerous managers have
expressed the need for a method to rapidly determine what CIA
information has been officially released to the public and the
circumstances of the,zelease. Although a program to record officially
released information was recently established, the methods of storing
(manual microfiche) and disseminating (manual) that information are
slow and cumbersome and the indexing mechanism (GIMS) is not working
the way it should. Further, the information we release is often on old
and poor quality-documents and the process of filming further reduces
its quality--sometimes to the point of being illegible. In short,
because of technical limitations the program is not providing anywhere
near the support it should be.
Proposal: Establish an on-line capability for ORIS by "piggybacking" off
of OCR's much larger BIOSTAR effort. Currently, only the BIOSTAR
technology can help with the problem of poor quality originals. In
addition, this technology stores information electrically in a mannner
that prevents information from being altered, provides rapid retrieval
of document images, and will handle a very large amount of data.
Currently, no other technology can meet all of these requirements. An
indexing system different from the one plannned for BIOSTAR would,
however, need to be developed for ORIS.
Coordination: A system concept paper was coordinated in each directorate
and the PAO in 1984. OCR and OD&E concur with the piggyback approach.
The central storage device and related equipment may require up to 400
square feet in OIS and OCR space.
STAT
 Approved For !ease 2005/12/01: CIA-RDP93B0119401100120005-2
DA/Office of Information Services Automation Resources
System
Date of Full Operating Capability: 1990.
Cost Estimate:
Positions
Funds
1988
Problem to be Addressed: There is no one place to go in the Agency to
find out what is available or being developed in the way of automated
hardware, software, or systems and their information content.
Instead, employees must largely rely on personal contacts, ad hoc
briefings, and information gleaned through training courses. The
difficulties and duplication this situation creates will be-compounded
over the years as a larger variety of commercial hardware and software
becomes available and user programming becomes more prevalent.
Proposal: Establish an Agency-wide system that would provide a
description and contact point for each type of hardware, software, and
system in existence or under development in the Agency. The two
positions would be occupied by an information management and a
technical specialist with the information specialist focusing on
systems and their information content and the technical specialist on
hardware and software.
Coordination: No coordination outside the MI Career Service has been.
undertaken.
STAT
 25X1 Approved For Release 2005/12/01 : CIA-RDP93B01194RO01100120005-2
Next 2 Page(s) In Document Exempt
Approved For Release 2005/12/01: CIA-RDP93B01194RO01100120005-2
 Approved For lease 2005/12/01: CIA-RDP93B0119001100120005-2
ROUTING AND RECORD SHEET
OFFICER'S
INITIALS
COMMENTS (Number each comment to show from whom
to whom. Draw a line across column after each comment.)