DDA MEMORANDUM DATED 13 AUGUST 1982; SAME SUBJECT (DDA 82-1998)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP93B01194R001100150007-6
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 15
• Document Creation Date: December 20, 2016
• Document Release Date: January 9, 2008
• Sequence Number: 7
• Publication Date: September 29, 1982
• Content Type: MF

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V
ROUTING AND RECORD SHEET
SUBJECT: (Optionall
NEWS AND INFORMATION
FROM;__.------__-_
EXTENSION
DATE
TO: (Officer designation, room number, and DA
building(
TE
OFFICER'S
COMMENTS (Number each comment to show from whom
RECEIVED (
t=ORWARDED
IN!TIAL$
to i:am. Draw o line across column otter each comment.)
l1
CHIEF CRD
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2
DESTROY
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RETURN TO
EXTERNAL BRANCH
CHIEF ,
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RE1ARKS
CHIEF,INTERNAL BRANCH
CHIEF,
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SPECIAL ASSISTANT !T
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9.
10,
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13
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14.
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FORM 61 U USE PREVIOUS
I-??79 ED171ONS
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2 9 SEP 1982
MEMORANDUM FOR: Acting Deputy Director for Administration
FROM:
SUBJECT: Planning Program for FY 1983 (and beyond)
REFERENCE: DDA memorandum dated 13 August 1982; Same Subject
(DDA 82-1998)
1. In response to reference, our proposed five-year plan, with emphasis
on FY 1983, is forwarded for your approval. Our goals, and the assumptions
which helped shape them, are designed to relate directly to applicable
goals selected by the Directorate.
2. For future coordination of this plan and the upcoming quarterly and
monthly conferences, the focal point for the planning activity within the
Office is Exarittiye officer, OIS, and he can be reached STAT
irector o n ormation'Services
STAT
STAT
Attachment:
As stated
EXO-/OIS
(29 Sep 82)
STAT
Distribution:
Original - Addressee w/att
1 - Each Division Chief w/att
1 - D/OIS Subject w/att
1 - D/OIS Chrono w/o
Administrative - Internal Use Only
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OFFICE OF INFORMATION SERVICES
FY 1983 FIVE-YEAR PLAN
INTRODUCTION
This five-year plan is designed to meet the Office of Information
Services' requirements in FY 1983 (and beyond) in support of the Directorate
goals. The assumptions delineated here are based on the updated version of
those related to the overall Directorate. -
ASSUMPTIONS
1. The need for electronic information handling systems will increase
during the foreseeable future. The availability of additional personnel to
manage and utilize these systems will be limited with little or no growth
expected in this area for 1983. Continued challenges will be met by improving
the utilization of personnel, hardware, and space resources.
2. Only minor reorganizations will occur incidental to the new
Executive Order 12356 and the expansion of electronic registries. CRD
__functigns will be evolving during the year and. there will be no change in
OIS support requirements overseas.
3. We will continue-to operate primarily from the Ames Building
though some Office units will be relocated within the building to permit
better communication among the Divisions and to permit more efficient manage-
ment.
4. Better word processing systems will become available and permit
improvement in the quality and quantity of production. New equipment and
new procedures in the Office will require additional training to increase
the efficiency of utilization and provide career enhancement for the personnel
involved.
5. There will be a continuing need to manage an Agency regulation,
handbook, and notice system.
6. There will be a continuing need for emergency and long-range
planning to meet the changing needs of the Agency and to ensure the proper
protection of records vital to the continued operation of the Agency.
7. Changes in the Freedom of Information Act (FOIA) may -reduce the
time and work required to comply with this law. However, the Agency will
still be required to support the provisions of the Privacy Act (PA) and the
mandatory review provisions of Executive Order 12356.
Administrative - htcrnai Use Only
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GOALS
1. Continue to develop the newly formed MI Career Sub-Group to provide
the maximum possible support for its members through training, job assignments,
and the administration of an equitable promotion policy. Design the total
program to be responsive to the needs of the Office while asserting affirmative
action and assuring equal opportunities for members of the career Sub-Group.
2. Make maximum use of the best available equipment and systems for
use in word processing, electronic storage-and retrieval of information, and
access and protection of vital and archival records. Continue planning to
assure the proper maintenance and modernization of these systems and
facilities and avoid duplication.
and conducive to increasing efficiency in production, improving morale, and
nhancing safety and security within the workplace.
It
3. Provide.an office environment which will be pleasing to employees
4. Improve, where possible, the capability of the Agency to respond in
timely and consistent manner to requests for review or release of Agency
formation, as required by statute, Executive order, or Agency regulation.
5. Continue to develop and maintain a program of records management
which provides for control over the creation, maintenance, use and disposition
of all Agency records; develop and encourage the application of standards,
procedures, and techniques designed to improve the management of records;
ensure the maintenance and security of records of permanent value; and
facilitate the segregation and ultimate destruction of records of temporary
value.
OBJECTIVES
1. Continue the development of TRIS in cooperation with ODP and
maintain and refine those subsystems already developed.
2. Develop a plan to identify and establish a records control schedule
for ADP records. Apply experience gained in establishing the information
requirements for support of the TRIS program.
3. Establish procedures to ensure that the proper priorities are
assigned to records. systems management and the development, maintenance, and
enhancement of OIS computer systems which support this management.
4. Reactivate the Vital Records plan and coordinate it with the Agency
,emergency planning program.
5. Develop a plan to increase the number of automated registries in the
Agency and determine the feasibility of an early tie in to ARCINS and WIS.
Admiaistrative-Z Waal Use Ofl:y
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6. Complete the Headquarters records review and update the component
records control schedules to reflect the recent extensive office reorganizations.
7. Conduct regularly scheduled audits of component registries and records
management practices every five years or sooner.
8. Monitor legislative efforts to amend the FOIA and PA relative to
their impact on the Agency to assure that the review of material is responsive
to any changes which may affect the Agency's related actions.
9. Maintain a training program to sharpen the skills throughout the
Agency for compliance with the FOIA, PA, and the mandatory review requirements
of Executive Order 12356 and a program to enhance the capabilities of the
individuals at the Information Review Officer level in supporting and
operating the IPD computer logging system (IPLOG).
10. Combine the capabilities of the latest state-of-the art Wang word,
processing system with the DECAL computer retrieval system to enhance the
organizational responsiveness in complying with the FOIA and PA.
11. Develop guidelines and procedures to produce a more consistent
review of employees' manuscripts when submitted for pre-publication
1classification evaluation.
12. Increase the number of routine procedures that are handled by
automated systems to enable more efficient processing and to provide better
control of the functions.
13. Enhance the automated term list and add more high-interest documents,
e.g., Kennedy assassination, OSS records. and finished intelligence releases,
to- the DECAL system to assist in processing requests.
14. Provide support to other government agencies in review of official
records and manuscripts to determine the need for continued protection of
material which contains information of interest to CIA.
VedF~~fr`o11
15. Develop an automated data--production system which complements the
Publications Review Board system for the storage and retrieval of information
on classification review decisions.
16. Provide support to the Presidential Libraries through visits by
Agency reviewing officer teams to resolve problems related to the release of
information held by the libraries and which are related to Agency activities
and interests.
17. Provide general guidance for use by the National Archives and
Records Service (NABS) in the review and control of documents that are
sensitive but not marked as classified, such as, White I-louse Press Secretary's
official appointment calendar, General Goodpastor's Presidential Daily
Briefs, and various ambassadorial inderdepartmental memoranda touching on
intelligence subjects.
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18. Establish a program to update Headquarters and Field regulations on
a three-year cycle, beginning in .FY 1983 for regulations issued in 1979 or
earlier.
19. Improve the current word processing methods, thus enhancing the
management of the Agency's regulatory issuance system. Continue the improve-
ment as more efficient equipment becomes available.
20. Reconcile the numbering sequence of Agency notices and handbooks
with the-numbering sequence of the Headquarters and Field regulatory
issuances, wherever possible.
Administrative -4.. Ieterms"I Use Qel
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tual
Of ice: Office of Information Services
Objective Statennt: capability for classification review consistent with Executive Orders
:;csm .s lc Officcr: and.Agency Regulations.
Signy-ficant F Lndix!g Arun : , :'Y 83
Date Submitted: September 1982
I F~L..rV~
c i ties Play ned
Develop automated
(computer) data
reduction system for
keeping track of
classification review
dccis.lolls - test
portion of clctssif.icd
information
management system
(CINS) (by end of
2nd quarter).
Presentation-of-
recommendation for
mandatory review in
M.
Arrange for four
visits of CRD review
teams to Presidential
Libraries (if fiords
are available).
Provide 'KARS with CIA 1
guidelines for NARS
systematic review for
years 1952-54 (ISOO
fnlplcmenting Directly
12356).
garter 2
Adminktr tiv - 1!~ 0'r"l JSe On!y
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0
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Administrative - Internal Use Only
n - Schcd-led
X - actual
Office: Office of Information Services
Ob cc~ive S tOi nt: in and refine capability for classification review consistent with Executive Orders
F'::-- Bible Officer: and Agency Regulations.
S~,cnificcnt F'=-ding ? unt: $
Cute Su:fitted: September 1982
Activities P1zc nM
Quarter 1 Quarter 2 Qaarter 3 raa t^ 4
CC NOV DEC JZI F .AR I~PR~`~AY~,u~~I ~TUI,c,.~
Acquire reference
material for
classification review,
,and identify
Spot
0
possible replacement
classification review
officers for CRD.
Initiate second phase
0
of State Department
records survey.
Administrative - Internal Use Oeiy
STAT
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0 - Scheduled
C mice: Office of Information Services
Objective Stat ;;ent: Maintain and refinp*
1e
Resporsible Officer:
Sicni ficant Fundinq ;Lmunt:
Date Su1:itted; September-1-982
(Activities Planned
Add to DECAL data
base material
released on OSS,
MKULTRA, and JFK.
assassination.
Work with OTEE on
course content of
.FOIA/PA seminar.
Set up annual
Agency FOIA/FA
conference.
Train DDI/IRO in
add access to
IPLOG.
Train other com-
ponent IROs as
appropriate in
add access to
IPLOG.
requests for reL.ease of Agency information
as required by statute or Executive order..
A Imini,Dtrati'rn Ire}Rr R! 1!^,p
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capability to respond in a timely, consistent manne]STAT `:
Only
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Office: Off.ce of Information Services
Objective Statc=nt: op and maintain a records managment program.
Fespo Bible Cflicer:
Significant Funding r~Mur:t: I_ 83
Date Subni teed: September 1982
Activities Planed Quarter 1
Cv, \C V DEC
Complete the Head-
quarters records
review.
Expand capabilities
in auditing component
records management
practices, concentra
ting on refinenments
in analysis, reports
and recommendations,
and follow-up action
Complete System
Initiation phase of
TRIS, including the
system development
plan and related
documents.
Carry out the ADP
records managment
plan within OIS and
begin application to
other offices.
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Page of
Office: Office of Information Services
Objective Statcxznt: p'and maintain a records management program.
Lesronsible Or~iccr:
Sicrificwnt Rending A^x~ur:t: FY 83
Date Suitted: September 1982
Activities Pieu ned
Establish prioritiesi
for the development,
maintenance, and
enhancement of OIS
computer programs.
Produce a Headquar
ters handbook on the
management of Top
Secret Collateral
Materials.
f
IdminFc trativo - Infnrr' l Vse Only-
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Qaartcr I Quarter 2
Quarte
_ 3
I 1
. a I.
O - Sc; --uled
X - Actual
I
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Page 1 of 4
Office: Office of Information Services - Regulations Control Division
Objective Staturnnt: Uniform Numbering System for all HR's and FR's
Significcnt F r di ng A ;?o'unt: $ F: 83
Date Suh;tted: September 1982
o - Sc edu1ed
X - Actual
s P1a cd
Activities
titter 1 arter 2 Quarter 3 ~juc.rt^.r d
Qa
"^'
AL. ,
l'J LLY' ~~ IU~LV~ + Ll UL IAUC S1
Cv D&Ci L,c_Z F. .31' ~. J f 4
Final review of field
regulations printed
i
I
by PPD.
0
Distribute field
regulations Agencywide
~
0
,
.f
I
~
I
l
l
A i is r ive - hh cr a1 Use Only
STAT
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HUIIIIIIHI511QIiYG ' 1111U,21 WI U I it J
Office: Office of Information Services - Regulations Control Division
Objective Sratc-~:nc: for HN's and FN's
Fes,cr~th1 e Officer:
Sic,,; `: ling ~?^xrant: $
Date Shitted: September 1982
Issue notice
Agencywide to inform
of numbering change
for subsequent
notices.
Implement new
numbering system.
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X - Actia1
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C==ice: Office of Information Services - Regulations Control Division
Object.~ye Statc nt: UDdate of NR's and FR's Through 1979
F sp/rSibJ e Cffico r:
Significant Fur.cii3'.g A=unt:
Date Sa~_-itted: September 1982
0 - sc"Ieaai ed
X - cttai
PC;1Vlt] CS c~I2 L C~
ar e
'NaNI
rI
D3CI
"I I
f
F
{
2
}
Qa
~rte
~3
m
are
I
ompile lists of HR's }
& FR's dated 1979 and
##
earlier.
O
f
I
Prepare memorandums to#
initiator requesting
submission of schedule
I
!
for revision or
revalidation.
0
Follow-up consultation
and negotiation of
f
deadline for submissiol
~
of schedules.
O
Initiators submit
p roposed revalidati,ons
or revisions.
1
Prepare for Agency-
~
wide coordination
and/or OGC concurrence
-
-
0
--
---
----I
--------
--
--
-0
Submit for approval.
-
-'--
---'
---'-'--
-
+
!
Prepare approved
li
J
I
J
t
regulations for
I
J
+
,
printing and
I
~
------
---
-
-
I
distribution.
I
!
1
-
"'-
f
--
'--
f
Adminis rativa - i to ai Use OnIy_
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i
C
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Page 4 of 4.
Ci=ice: Office of Information Services - Regulations Control Division
Objective Staten nt: TnqfAllat'
NG Equipment ija_~7
Fcsprsib1e C~f`:_c.r:
Sirr ?mil cz,,t L :.? i L~~ ~ lt: y FY Date Sah;.itted: September 1982
Remove NBI word
processing equipment.
Install WANG
equipment.
Training of RCD
personnel on WANG.
Tie-in to OIS Alliance
Network.
Develop procedure
for interface with
P&PD.
Develop procedure
for interface with
initiators and
coordinators.
0 - Sc: ed:1 ed
X - Actual
//y~/~~ ar teTr~ /1~ T (',:arter 2 7, 1 Quaryr Le r 3 rj~rt~ 4
OCTfl ~LGV` DEC I JAN I FE-31 'LAR ' APIR MM Y
k k ~ I' :~'+j li_`J
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Administr2tive - lntp.rn I Use_ ly
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