FIRST QUARTER REVIEW-OIS FIVE-YEAR PLAN-21 JANUARY 1982

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP93B01194R001100150011-1
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 6
• Document Creation Date: December 20, 2016
• Document Release Date: January 9, 2008
• Sequence Number: 11
• Publication Date: March 25, 1982
• Content Type: MFR

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N1L-sA~OR~rDUIvT FOR Tim RECORD
SUBJECT: First Quarter Review - OIS Five--Yeax Plan - 21 January 1982
.1.. 7:~ae :first presentation was given by ~ T Chief,
Regulations Control Division (RCD), whose introductory remarks were geared
towards providing a perspective for RCD's Five-Year Plan. C/RCD manages
the Agency's regulatory system on behalf of the Deputy Director for
Administration. this responsibility includes establishing and enforcing
editorial standards; ensuring full and timely completion of the coordination
process; acting as mediator to affect compromise solutions when differing
views among coordinators tend to. reach a s talemate; and obtaining, as
appropriate, DCI, DDCI, DDA, or DDO approval for publication of issuances.
RCD currently processes mare than 400 newly proposed regulatory
issuances and revisions to policy annually. This activity results in Beat
measure from changes in existing statutes and directives, Executive orders,
and organizational changes within the Agency. 0
In addition to the numerous functions involved in processing these
proposals and revisions, RCD also continues work cn an active case .file of
approximately 125 regulatory issuances that was reduced during the past
year from 180 issuances. This case file is composed. of complex regulations
and detailed handlioaks that -require considerable effort by each of the Agenry
elements involved. Toa frequently, the sparse personnel assigned to policy
an~ planning staffs dealing with regulations are faced with other competing
priority demands. This situation, co~aounded with the inevitable differing
views that develop as to prerogatives and responsibilities delegated,
contributes to p ralanged coordination.
RCD's staff consists of a Chief, Deputy Chief/Senior Editor, five
editors, a secretary, and a clerk-typist. One-half: of the current staff
has less than one year's experience in their specialized assignments.
Working with regulations, whether as a clerical ar professional, requires
many training and experience because of the unique nature of this
work .
As to its goals during the next five years, RCD plans the following:
By the end of 1982, RCD will complete its objective to have a Ln~iform
numbering system for the 250 headquarters and 125 field regulations so that
each, regulation will be conq~atible in category number and subject matter.
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When t:l~~.s goal is achieved, the same numbering system will be applied to
tho headquarters and field notices. 0 25X1
I)u.r=ing I'Y 1983 and FY 1984 all headquarters and field regulations
that ar?e d.atecl three years or longer since their last revision must be
reviewed, revised, coordinated, and reissued. Although a miniscule number
will probably require no changes and therefore may be revalidated, the bulk
of the 500 regulatory issuances in the system will be affected. Obviously,
tha.5 updating requirement will add to RCD's workload. ~~
c?~ e with the Electronic Text Editing and Composition System (ETECS).
During February 1982, delivery of the NBI 3000 word processing
equipment is anticipated by RCD. Electrical hookup and training by NBI are
scheduled during March. Mr. Fitzwater asked if this systemi~rould be
responded in the affirmative. He mentioned that discussions were 25X1
eld.with Printing and Photography Division and Office of Data Processing
to ascertain this compatibility. In answer to a second question, he said
about 85 percent of all the regulatory issuances are in ETECS. (This
reflects 95 percent of the headquar d field regulations but only I6
of the 46 handbooks are in ETECS .) ~~ 25X1
and when 'tical factor, excellent cooperation and response are
received. expressed the view that OGC response was not as good 25X1
as?it sho e an cited the revised handbook on FOIA as an example.
Mr. Fitzwater asked C/RCD if there wer ~ concerning
cooperation in the coordination of regulations, esponded it was 25X1
not a lack of cooperation that was the major problem ut the fact that most
policy and planning staffs in the Agency responsible for coordination were
hard-pressed. The regulations required careful attention and review, and
such personnel were charged with other respor~ ibilities and priorities as
.well. As for OGC, he noted that RCD enjoys very goad working relations,
also noted that a memorandum is on file to the DDA asking fora 25X1
lawyer to be detailed to OIS for use with FOIA. He felt th uld
also be utilized in coordinating the Agency's regulations. 25X1
pointed out that the example mentioned, particularly as it concerned RCD's
experience with OGC, was a rare occurrence. RGD is pleased with the overall
performance and special relationship which it enjoys with OGC. RCD forwards
about 400 regulatory issuances annually and unresponsiveness is the glaring
exception rather than the xule.~ 25X1
2. The next presentation was by Chief, Classification 25X1
Review Division. The Division's review o 0 permanent records will be
complete by the end of FY 1982, except for a chrono file which it does not
believe worth reviewing. Visits to the Presidential Libraries and the
manuscript review procedures are both being reviewed on schedule. The
systematic review target rate of 150,000 pages is actually being accomplished
at only 90,000 pages a month. The shortfall is a direct result of the
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Division's being understrength. The inventory of n,on-paper holdings has
been :- ~:artecl and should be completed this week, iTe noted that DDO records
-l~e not included and the majority of the records axe DDSF~T and date post-
19'i0, 1~1r. Fitzwater asked if these included the 1argE number of boxes of
mota.on pict-ure film that he saw at the Archives. Don responded that yes,
these wexe among the non-paper items and that the Exercise was primarily to
inventory the holdings only, although a review of the motion picture film
had already begun. He noted that he saw it prudent to conduct the inventory
and to write procedurES for the review of these special materials Employing
I.l:~~ e;,;per-r_is? now available. Tf systematic review were to again become
r~iac~datory, there would be extant file of procedures for new and inexperienced
officers to follow, Mr, Fitzwater asked if it included digital tapes--the.
response was and this caused many problems, both philosophical and
procedural,
en reviEwed the objective of providing guidance to 25X1
NARS on non-c asst ied, unmarked, but sensitive documents. He mentioned
the guidance was drawn up and was sent to I)T7O/1MS fox coordination. IMS,
noting that the majority of the material appeared to bElong to State
Department, proposed that the DCl coordinate with the Secretary of State,
which the Division saw as being not only overkill but also incorrect because
the problem lies with NABS. He felt that he had turned this around and that
the guidance was now back an track, Mr. Fitzwater asked if this ob'ective
was to provide guidance only and the response was yes, advised 25X1
that many of the documents wexe overt cover documents and doCUmentS between
governments (such as papers from the Presidents to heads o# other govern-
ments, as Mr. Fitzwater surmised) which werE not provided with classification
markings . ~ 25X1
Don went on to mention they have completed the review of the 1951
though 195 volumes of the~Forei Relations of t}ie United States (FRUS)
with 'the Exception of one volume on Centxa America w ~c ~s ung up in the
DI)O bECause it deals extensively with The will be reviewing 25X1
FRUS volumes 1955--57 from this point forward, mEntioned that 25X1
wi T the E.O. 1Z06S mandate for systematic review being replaced by an
Executive order making such a program optian.al, thexE is vExy little interest
within the Agency to continue to support this exErcise. T-Te felt it would bE a
serious mistake, however, not to providE some kind of capability to assist
other agencies, such as NABS, State, and DOD, which hold a sizable quantity
of our information in their files, plan to continue systematic review, and
will be placing support requirements on us, He mentioned that the Division
was planning to vist the Truman Library where potentially some 50,000 pages
of our information was being hEld, and the Eisenhower Library (138,000 pagEs).
He noted further, as an indication of severity of this potential problem,
that NAPS has estimated the Carter Library could include as much as 1,000
cubic feet of sensitive national security information. n 25X1
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:~ . ?Za.ef, Tnformation 'and Privacy Division, addressed the 25X1
releas~~ of l~gency information and stated that the p~ist year had hccn a goacl
orze -Eon his Division's production. They received 3,000 actions and responded
to 2,9 75, /1t the sa~~~c time, they reduced their administrative appeal caseload.
The cost o f. -this progran to the Agency since its beginning in 1975 was $17.6M,
and during this same period, the Agency has collected about $65,000 in fees
which is equivalent to 4 mils on the dollar. Congress had oxiginall estimated.
that this exercise would cost, government-wide, $40,000 a year. 25X1
mentioned that they should republish the Agency's rules and regulations on
FOT11. :i_:-~ the Federal Re istex as this had not been done since 197C.
Plr~. Fitzwater state 1 we are not to get a concrete benefit, we should not
publish in the Register. stated that his Division is updating 25X1
the FOTA/PA course curricu um, w is is being conducted by OTE. They will
also conduct the annual Agency s osium on changes in processing FOIA to
approximately 100 Agency employees In addition, the Dlvis ion is 25X1
preparing a slide presentation on FOIA. Air, Fitzwater stated he would like
to see this presentation as soon as it is far enough along. T1r. Fitzwater
asked John if he had met with the DCI. The response was no; he had met
with Question: How does he know about FOIA and the answer 25X1
was: "I briefed him." John said it is hard to assert yourself in this
field. DDA said: "Tell me the problem and I'1l fight fax you." John said
he would be addressen a meetin. next month at. the Sigma Delta Chi Journalist
Satiety-on behalf of who has cleared the request with Admiral Inman. 25X1
He anticipates the au pence e~.ng hostile.. He concluded by noting that the
Congressional Report is on its way to the DDA. 25X1
4. The next presentation was by Chief, Records Management 25X1
Division. lad's pitch centered on the need far automation within the records
management function. He mentioned he has a Branch Chief working full time
with Office of Data Processing to develop a systematic approach to standardize
the automation of all Agency registry systems . He pointed out that a problem
as simple as the sequence used for month, day., and year could cause many
problems and foul ups between registries that do not have identical software
and hardware systems. His Division is working with ODP to develop this
standardized hardware and software system. He went on to discuss RAMS.
Mr.. Fitzwater said that he thought RAMS was up and running, ~ 25X1
responded it was up, but -there were several aspects of the procedures that
have to be further developed. Mr. Fitzwater asked for a demonstration of
RAMS and it was agreed that would schedule it and get it on 25X1
Mr. Fitzwater's calendar. The Headquarters records review is slightly behind
schedule. The DDO has completed their portion, but the DDI has fallen behind
due to thei cent reorganization and relocation. The DDA's portion is on
schedule. I I 25X1
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:~~,
gave an overview of the personnel aspects of his Office,
25X1
copy t,t:tachcd. gave a short look at some items of intcxest in
25X1
ta:~.inillg. They included the assignment of a senior. OTD training officex to
OIS for e.n.P year. This officer ha_s discussed setting up outside training
with ./lmcxic~~n [Jniversity, Department of AgricuXture, OPM, and NARS, which
is uniquely tailored to the requirements of OIS. In addition, he mentioned
with the expansion of the caxeer service, they had several cases of individuals
that did not meet the requirements of age or. grade to get into training.
In most cases, they were able to get exceptions. In addition, they axe
rJ~ry,jF?~r1J)lI7_g a correspondence course program for tIleix ovexseas employees,
conducting a short version of the DDO recoxds course, and are acti ely
filling shortfalls that occux in OTE's standard course quotas.
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 ROUTING AND RECORD SHEET
SUBJECT: (Optional)
First Quarter Review - OIS Five-Year Plan - 21 January 1982 0
2
FROM: EXTENSION NO.
2
Executive Officer, Office of OIS 82-006/4
Information Services DATE
2 9 MAR jg82
1206 Ames Buildin
TO: (Officer designation, room number, and
building)
BATE
OFFICER'S
COMMENTS (Number each comment fo show from whom
RECEIVED
FORWARpED
INITIALS
to whom. Draw a line across column offer epch comm?nf.)
1.
L ief, CRD
34 /V(
rz $2
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FORM bl O USE PREVIQUS
1_79 EDITIONS
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? C~NFIUtN I IHL ?
CONFIDENTIAL
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