-t03-1000 $3 uy 1976 MEMORANDUM FOR: Chief, Counterintelligence craft -FROM : Charles ‘A. Briggs Chief, Information Services Staff SUBJECT —« :_~—s CI:«sStaff Records Study | _ REFERENCE : Memorandum for the Record dated 4 February 1976, Subject: Meeting with Chief, CI Staff, from Chief, Information Services Group A. PURPOSE AND SCOPE 1. At the request of Chief, cI Staff, ‘an ISS Analyst Team has worked with the CI Staff to: | a. Conduct a study of CI Staff's records holdings, records keeping practices and problems. b. Develop recommendations for bringing CI Staff's twenty-five year accumulation of compartmented and sensitive . records and files under control of the DDO Central Records System. c. Design methods for recording sensitive information | in the DDO Central Records System to provide leads to CI. ‘Staff's, holdings while providing appropriate protection. d. Coordinate systems development activity needed to help CI Staf£- accomplish the recommended objectives. Zz. . The ISS Team surveyed the. CI Staff's records holdings to determine how these records relate to the DDO Central Records System. All records being held at Headquarters were reviewed; a - Sampling of the material being held at the Records Center was reviewed. a9 3. The ISS team reviewed Current reew.ds he. wll practirs~ to measure records traffic and ascertain that material was being properly processed into the DDO Central Records System. B. FINDINGS 1. The records currently being maintained by CI Staff to support its existing organization are generally well organized and for the most part, properly maintained. There are cases where 3 SECRET E2 IMPDET CL BY 060475
13-00000 ‘ . . official files have not been opened and records are not being processed into the DDO Central Records System because the material is considered too sensitive. Procedures for processing this material into the records system are being developed. . 2. CI Staff has accumulated several hundred feet of files that contain a mixture of record and non-record material. Many of these files are fragmented, reflecting previously divided or parallel responsibilities among CI Staff, and in some cases, other DDO components. There are many files, and many documents _ within files, particularly CI Staff memoranda, codeword material, sensitive liaison correspondence, etc., which have never been processed into the records system. Some of these files, especially those being held at the Records Center, are ambiguously identified. Some of the documents in these files are completely unrelated to the ‘subject of the file. The files that have a continuing operational value should be pulled together and the records in the files indexed and abstracted in accordance with existing procedures. The files that no longer have an operational value should be retired in their present form. While it is not necessary to perform in-depth indexing of these dormant records, it is important that the names of people with whom the Agency has been operationally involved be identified in the records system. Files that contain background, reference, and working papers are being held but apparently are not being used. The ISS recommendations for disposition of the files, including the © destruction of much material in accordance with approved records schedules: and the retirement or transfer of other holdings to more appropriate components, are contained in Annex A. 3. There are a number of policy and management files that should be established for the documents that reflect the Staff's plans, policies and procedures. The documents that provide this type of information are currently buried in miscellaneous files and cannot be retrieved, in an organized manner. 4. There are several card indexes being held by CI Staff. These indexes do not reflect current Staff needs nor do they meet the indexing criteria established for the DDO Records System. They are filled with extraneous information such as the names of. authors of CI Staff papers. CI/Research and Analysis Group maintains an index of 270,000 3x5 cards that provides access by name to its extensive document holdings. The cards in this index contain a name and document reference but.no biographic data to facilitate identification. Many of the cards should be purged, but there is . insufficient data on the cards themselves to make a judgment. These indexes should not be integrated into the Records System. The names can be indexed into the system directly from the documents that warrant processing into the central system. SEC t, T
13-00000 - 5S. Some material is considered too sensitive to be processed by the Central Records System. There are names that cannot be disclosed during a routine name trace because of the personality's notoriety or operational significance. There are documents which require special handling to protect sensitive sources and the CI Staff's interest in certain cases and subjects. C. DISCUSSION AND CONCLUSIONS 1. Annex A identifies the files ‘being held in each CI Staff office and the Records Center and contains recommendations for their disposition. A considerable number of these files should be analyzed to ensure that records are properly filed and identified in the DDO Central Records System. Miscellaneous files such as background, reference, and working papers that do not contain record material need not be processed into the records system. CI Staff should review them to determine their utility and destroy those that are no longer used, The following recommendations on staffing, computer support, and space should help to support integration of the appropriate records into the central system. a. Staffin ng. Q) A project team ‘consisting of ISS personnel should be established to analyze the record material and perform.the necessary codification, abstracting, indexing, ' cross-referencing and cross-filing. Experience or training as an ISS analyst is a prerequisite for processing this material. The age and diversity of the material will present unusual problems. Experience with both the older records and the ‘facilities provided by the records system to support document processing is desirable. (2) There is a total of 418 feet of record material to be analyzed and it will take an estimated 11.9 man years based on the following statistics. f pages # pages # documents per foot per AScument analyzed per hour 2000 . 21/2 7 (3) The project team should consist of four ISS analysts. Three of these analysts should process records full time. The fourth should be a senior analyst who can supervise the project and process records half time. The senior-analyst must have a practical knowledge of the records system, especially the older records, and the CI Staff's past records keeping practices. 4S SECRET
13-00000 we & & Mm GE 2 -b. Computer Support (1). It is recommended that a Video Display Terminal -and.a remote printer be installed in the CI Staff area. This display terminal and associated printer will enable the analysts to communicate directly with the computerized data base containing name, file, and document status information. These terminals will be used to process the old records into the system and to perform current records processing needs. (2) It is recommended that two Four-Phase Data Entry terminals be installed in the CI Staff area to allow analyst _ to key new index and abstract records. It is estimated that somewhat less than 50% of the documents: to be analyzed will require processing. Using an average of two index and one abstract.records per document, approximately 500,000 records will have to be keyed. Remote installation at the analysts' - working area will eliminate the need to mail documents to IP Electronic Data Input Section for processing. _ Cc. Space A secure area will be needed as work space for the analysts, computer and data entry terminals, and document _ Storage. The CI/Research and Analysis Group's vault, Room 2B-28 is recommended. It is large enough to accommodate a team of - four analysts. Its proximity to ODP's Special Computer Center and IP/Electronic Data Input Section facilitates computer and data entry terminal installation. Also, a large portion of the files to be analyzed are already stored in this area. 2. The responsibility for maintenance of files that. are split between two or more CI Staff components should be assigned to.a single component and the material in the files consolidated. - 3. The CI/RMO should establish Policy and Management files to provide a repository for the’ records that document the plans, policies, and procedures of the CI Staff. Annex A, Attachment 3 identifics such files deemed necessary by the ISS survey team. 4. The senior analyst who supervises the ISS team should also serve permanently as the CI Staff analyst to perform four basic ~ functions: . a. Process CI material currently being handled by the. IP/Data Management Section. b. Ensure that files are properly opened and maintained. C. Serve as a records referent to provide advice on how sensitive cases and projects can be processed into the records system in a manner that protects the privacy of sources and methods. . b
13-00000 d. Analyze. and process current as’ ‘well as. backlogged, sensitive material, (including CI Operational Letters and (ZRJAFFY) into the Central Records System. on 8. A computerized information system should be developed to enable CI Staff to maintain a central index of names that are ‘considered too sensitive to record in the DDO Central Records System. Indexes to sensitive names are currently being held by individual case officers and it is difficult to account for the names and the documents they are identified in. A compartmented computer file will enable CI Staff to identify readily their sensitive name holdings -and account for the associated documents. 6. The system should also allow DDO main index name trace requests to be compared with the sensitive name file. The fact that '- another component or agency is conducting.a trace on a name considered Un/ sensitive by CI Staff concerns the Staff. This type of comparison -Will provide a-mechanism for alerting the Staff to outside interest, CI Staff personnel can then take appropriate action (such as contacting the requester). 7. All processing that involves these names must be done in a manner that affords maximum security. Annex B contains a proposal for developing a computerized system for handling these sensitive names. However, ISS is considering other alternatives for meeting this requirement. D. ALTERNATIVES 1. All solutiohs to the CI Staff's record keeping problems explored by the ISS team involved processing the appropriate holdings into the DDO Central Records System. Failure to process the material into the Central Records System means running the risk that, in any investigation, or in response to Freedom of Information Act or Privacy Act inquiries, information will be overlooked or brought forth piecemeal to erode the Agency's credibility or bring into question management's control over information collection and exploitation. The following solutions were explored: a. The various card indexes being held by CI Staff could be entered into the records system to provide access to the CI files. The files could continue to be held in hard copy or converted to microform to reduce storage require- ments. However, these indexes do not contain the biographic . data necessary to facilitate positive identification during. a name trace of the central system. The files themselves must also be reviewed and processed to eliminate fragmentation, incorrect titles and filing, etc. #7 SECRET
13-00000 SECRET b: | The existing records could be sent to IP/Data Manage - ment Section for processing into the records system. IP/DMS has the records expertise and the computer terminals necessary to support records processing. This approach would necessitate moving the records from CI Staff to IP/DMS which could present security problems. It would also impede CI access to the material while it was being processed. Because the IP/DMS— analysts have other work to perform, the CI material would have a secondary priority which would defer the completion of the project. E. | RECOMMENDATIONS The ISS Team's recommendations are that: 1, CI Staff's record material should be integrated into the. “ ppo Central Records System. 2. A project team should be established to expedite this records integration. 3. Computer terminals should be installed in CI Staff to facilitate records processing. 4.. Fragmented files should be consolidated and responsibilities for them fixed. 5. . Policy and management files should be opened. 6.. A computer system should be developed to allow nanes of sensitive personalities to be recorded in the central system for access by authorized CI Staff personnel and to enable CI Staff to monitor interest in these personalities. Controls for sensitive files should be developed on a case by case basis. 7. A senior ISS analyst should be assigned to CI Staff to handle current records processing needs. 8. Although the ISS Team did not attempt to make recommen- dations on altering the design of the DDO Records Systen, they did see a need to improve the system's facilities for handling sensitive material. CI Staff is not the only component that deals with sensitive material, and other components like ‘CI Staff tend to control their sensitive material outside the central system. To ensure that sensitive material is accounted. for in the central system, methods for protecting sensitive holdings must be designed into a future records system. _ «fef Cherie A. Briggs Charles A. Briggs ge? SECRET
Ba ow 8 : a . . Subject: CI Staff Records Study Attachments: Annex A - Survey of the Active Records of. the Counterintelligence Staff . Attachment 1: Records requiring processing Attachment 2: Sensitive records requiring special processing Attachment 3: Recommendations for Policy and - Management files 2.. .Annex B - Computer system proposal for handling CI Staff's sensitive names Oo 3 DDO/1SS/SG/ADf [bg (19 November 1976) X7371 Distribution: Original §& .1 - C/CI (w/att) 2.- C/ISS (w/o att) 1 - DC/ISS (w/o att) 1 - EPS/EG (w/o att) 1 - ISPG (w/o att) 1 - C/IMG (w/att) ° 1 - C/IPG (w/o att) 1 - C/SG (w/o att) 1 - C/SG/AD (w/o att) 1 - Project File (FLE) (w/att) 1 - Reading Board (w/o att) 1 - EPS/EG (Mr. Glenn Brown) (w/o att) SECRET
13-00000 . . To. . Cotte DA Rn VA CI 146-79 MEMCRANOU FOR: Chief, Information Management Staff ATTENTION : Chief, Operations Group FROM David HH. Blee a Chief, Counterintelligence Staff SUBJECT - : Cl Staff Record Study REFERENCE . :’ Information Services Staff Nemorandun, 76-572, dated 23 November 1976. 1. The INS Analyst Team assigned to CI Staff has completed a little over two years. of an ‘eStimated 3.4 years’ assignment to the Staff. During this period ‘much of the original 417 feet of Staff unprocessed records have been reviewed by either the IMS Analysts or CI Staff personnel. The Analysts recently completed the processing of over 2,000 soft files which are the responsibility. of our Technical Branch. This task was cone in a most expeditious manner. We remain thankful “for the caliber of personnel you have been sending to the Staff. (C) . 2. %In order to more fully understand how best to complete the remaining unprocessed records we have compiled a listing of those records reviewed by the ISS Analyst Team in 1976, but not yet completed. We estimate ‘that 246 feet of files have been reviewed by the Task Force end another 81 feet by CI Staff personnel, leaving roughly 90 feet of unprocessed material yet. to be reviewed and possibly incorporated into the DO Central Records System. Much of the paper reviewed by CI Staff personnel were found to be duplicate and were destroyed. Those documents which had to be processed were given to the IMS Analysts for processing. (U) CEAIVALINE CL uy — ONS IS Et CSch eee OM 24 Iie 34 SE CRIUVES £2 ie : /0 .
3. The following files remain to be reviewed and possibly processed: (S) LOCATION a. C/CI b. C/CI c. C/CI d. C/CI (Records . Center) e. CI/A/IS (Records Center) £. C/C1/0G Miscellaneous Policy, 6 Operational, and Subject Files q7 oo . Operation Gan: aRY| - a ol. Soviet Contacts - Mise Subject Files” [eaparey Chrono | 8 Case - The X-Y-Z Case -@fpENINDOW Project- ¢ROBET TER) Case - | GORNING - _ 2f(2PASSKEY Project - z[ZRCHEST Project - g(PBHULKAGE Project - *MIKE/PORTIO/HAITI - 2 (MHMILKY Case - ITKIN File | . 99’ GROUNDHOG] Case - 22 Covers period 1944- 1669. Misc. Liaison Files - 1 Sensitive portions of 201 and Operations Files. Con i ‘primarily into 201 files. Sensitive - IMS Analyst ‘individvals REMARKS Sane COMINT- integrate into existing files. Open Subjeqt __ files. Integrate Restricted - None in DO Records System. processing required. Some sensitive. § X 8 Card Index in CI/A/IS. Review files. Scme material integrate into PMF and other official. files. Odtain file. number, register crypt. Index involved in case. Processing required.
LOCATION g. CI/A/T h. CI/A/1S os pos) i. CI/A/IS FILE DESCRIPTION. COMINT Case Files. a 7 LCMAYFOWL Project (Lg ros Sensitive CIA/ LIAISON Files. FOOTAGE A 2 . REMARKS Review for processing into official files. Some official documents. Includes approximately 10,000 S X 8 index cards. Official subject file 100-006-113 already indexed but should be reviewed for future. retention. | Request IMS advice on how to proceed with this review.’ Contains nemoranda - Very Sensitive - None in Do Records System. 4. In addition to the above, a member of your Staff has been reviewing and consolidating the WHEAT) 7 Project. When the review is completed we hope to receive a recommendation on whether or not this material should be processed. contains some 35 feet of unprocessed paper. This project is sensitive and Fresent > plans, agreed to by members ofggyour Staff, call for the same kind of review of the [GR UNDHOG] Material (Item e) prior to processing by the IMS Analysts assigned to the Staff. (S) “we Terk ee Pie eth Thar geeei leaf Roe Leable sila [er
5. . Unfortunately the time required to complete the above will have to be a rough estimate. At times the Analysts have been able to move rapidly through the files, while at other times they have run into records problems and the work has been slow. They °° have just begun the processing of Item i above. This’ is a compartmented codeword file and every document Will have to be reviewed and most processed into the DO Central Records System (STAR). We believe there will be considerable indexing to do and it may take from 6 to 8 months to complete this project. The time remaining to complete everything will depend upon the 77 decision made concerning te IRHEAT) Project, the (GROUNDHOG/ Project, and thefLCHiay FOWL Material. These three files” constitute 66 feet of paper. We will work closely with members of your Staff on these decisions. (S) David H. Blee DDO/C/CI/A/1S/Bradley:as_ 29 March 1979 - R-9429 Distribution: po Orig. & 1 - Addressee 1 - C/CI Chrono 1 - CI/A/IS Chrono ~
13-00000 ADMINISTRATIVE-INTERNAL USE ONLY S August 1977 MEMORANDUM FOR THE RECORD | . FROM: Leslie S. Raty Deputy Chief, IMPG 8 SUBJECT: Processing of Documents by the Analysis Unit “in CY Staft a. This will confirm the conclusions of a discussion held on 26 July 1977 between. the. members of the CI Staff Analysis Unit and the undersigned. 2.  It.was the understanding of the ISS team that _ surveyed the records of CI Staff that the Analysis Unit would process information found in the Staff which had not been previously processed into the records system. It would compare files opened by CI Staff with files already opened in the central. system consolidating them where duplication existed and registering unique files centrally when warranted. It would also process unique documents found in the staff which had not been previously processed. The survey team recognized,. however, that the CI Staff held literally thousands of documents which were duplicates of documents already processed for the central system for other DDO components. These included non-record or carbon copies DOC. MICRO. SER. DEC 16 1992 Oo | ens/ash “MICROFILMED _ADMINISTRATIVE~ INTERN? NLY | - RECORD ¢opy | x0 77 | shug 77 | GTV¥- 673-007
13-00000 a & td e ae ADMINISTRATIVE~INTERNAL USE ONLY of cables. and dispatches and memor andums for which CI Staff was only an information addressee... These the team did not believe warranted reprocessing. Where these documents are an integral part of a file being integrated into or consolidated with a duplicate file in the central system the documents should be retained | in the official file but not be reprocessed individually. . ' Leslie S. Rat " Distribution: oe ‘Orig - CI/RA 1:- IP/DMS 1 - IP/PB 1 - DC/IMPG (1 -. CI/RMO 5 ‘ADMINISTRATIVE-INTERNAL USE ONLY
ADMINISTRATIVE- INTERNAL USE ONLY OSs 2S August 1977 MEMORANDUM FOR THE RECORD _ ol .PROM: . Leslie S. Raty tae i. Deputy. Chief, “IMPG | “SUBJECT: Processing’ “o£ Documents: by ‘the Analysis ‘Onit 7 “1. -: Phis will confirm the conclusions of a “aiscussion held on. 26 July 1977 between..the members: of the, S$ Staff. Analyste Hatt. and: ‘the. undersigned. . gurveyed.the. zecords of. CI - ‘State: ‘that. ‘the: oaneivete. ‘Unit a would _process | information. found -inithe-Staff-which-had ~~ not been previously processed into“the records system. It-would compare files opened by’.CI Staff with. files already :-opened: in the central system consolidating. them - where duplication. existed and registering unique files ..,centrally when warranted. It would also process unique = cdocuments ‘found :in..the «staff which had not been “previously: processed. - ‘The sucvey team recognized, geshowever , “that the CI Staff held literally thousands of -<..documents:.which- were duplicates of documents already . - processed: for the central. system for. other DDO oe components. _These. included. non-record. or..carbon. copies Doc. ‘MICRO: SER, ee DBO 16 1992 ‘x. AMICROFILMED.. “ADMINISTRATIVE INTERN NEY a ee | . ~—_ [RECORD apy: Kx ON 27 : s hug 77 po @rye dr seer
e oe ae @ © t s ro a * Ob = # . . « Po, ADMINISTRATIVE-INTERNAL USE ONLY of-cables: “and. 1 dispatches: and: memorandums: for: which’ cr: <2Staff-was.only-an informatfon-addressee..These the ~ team did not believe warranted reprocessing. Where these documents are an integral part of a file being integrated into or consolidated with a duplicate file in the central system the documents should be retained in the official file but not be reprocessed individually. oe ae ae Leslie: Ss. Rane ~ Distribution: CO SO oo, . Orig - CI/RA : Dm. ~EP/DMS ' IP/PB cs DC/IMPG > ‘rCT/RMO. wee 2 © ADMINESTRATIVE-INTERNAL USE-ONLY |