(aid)
6
Mr. J. Willi air. Leonard
Director, Information Security Oversightennsylvania.
Dear Hr. Leonard:
jO>3d) Pursuant to your request for agency declassification plans, the requested plan has been completed and is transmitted herewith, we apologize for the delay in forwarding the plan but changes to our budget profile would have rendered our earlier versions of the plan problematical. The CIA plan is provided as two enclosures;s the unclassified plan and Annex A, spreadsheets dealing with Goals, Progress to date and Explanation of Differences from the5 Plan. Enclosurerovided separately, includes classifiednd C.
B06) We fully expect to meet the6 deadline for Agency textual records. Our ability to meet9 deadline is resource dependent and the out year resource situation at this writing is uncertain. For6 deadline,elieve this plan complies with the Executive Order (EO) and fulfills the BO's Intent toalance between protection information critical to the Nation's security and releasing historically valuable records that no longer meet the standards for protection.
Should you have any questions, or need additional information, please contact Mr. Richard J. Warshaw, Chief of the CIA Declassification Center at
Edmund Cohen Senior Agency Official for Classification
Enclosures:
IA6 Declassification Plan andFOUO)
CIA6 Declassification Plan,Enclosures, CONFIDENTIAL and SECRET, respectively are provided separately)
CIA6 Declassification Plan Required Under Executive, "Classified National Security Information" as Amended
Submitted to the Information Security Oversight Office6
5
Table of Contents
Introduction..
Purpose of the
Provisions of Executiveas
2.0 Responsible Agency Officials, Presentation of tlie Production Plan, and Description of the Review Process.
Responsible Agency
Responsible Officials
CIA Line Responsibility
Location of Relevant Records
Survey Methods
Estimate of Aggregate Records Subject to the EO
Work Completed, Remaining, and Planned
Application of Integral File Block Concept
The Process
Cost Estimates to Implement the Plan
3.0 Declassification Guide and File Series Exemptions.
CIA Declassification Guide...
Pile Series Exemptions
4.0 Other Factors
1
1
1
..2
Interagency Cooperative and Innovative Approaches
42 Delegation of Declassification Authority
Equity Identification Training
External Factors Affecting Ability to Comply with the EO.
Re-Review of Records
The "Rolling Period"
Conclusion
ii
Table of Contents (Continued) This report bas two figures:
FigureYear Program Legacy Agency and External
FigureIA ReviewYear Equities by Fiscal
Tbli reporthas three annexes:
Annex A:FOUO) Production Tables, Goals, Production Progress, and Explanation of Differences from the5 Plan
re classified CONFIDENTIAL and SECRET respectively, and are provided separately
in
Executive Summary
The Cemral Intelligence Agency (CIA) currently estimates5 million pages of permanent records1 require review under the automatic declassification provisions of Executive Order. as amended. This estimate includesillion pages from CIA holdings. These CIA holdings are divided2 million pages of textual records8 million pages of special media. In addition, there arcillion pages in external records from other agencies that contain CIA equities.
Through the end ofIA completed the review of nearlyillion pages, of which approximatelyillion pages have been declassified and released in whole or in1 percent release rate. The CIA reviewillion pages of textual records2 million pages of special media,illion pages of external records.
CIA expects to meel its obligations to review all internaland specialtheir respective deadlines6educed resources, however, call into question the Agency's ability to complete the review of all external records due by9 deadline. Moreover, reduced resources will require the adoptionocument pas* fail approach in these reviews, significantly reducing tbe number of records declassified and released. The detailed progress CIA is making toward meeting the EO requirements is provided in thepreadsheets.
Throughout) implementation, CIA haseader in innovative efforts lo facilitate compliance with the Order's requirements. These initiatives include leadership of the External Referral Working Groupctive participation in equities identification training for the declassification community; the establishmentoint review program with the National Geospatial-Inlelligcnce Agencynd the deployment of the highly popular CIA Research Search Tool (CREST) at NARA II in College Park, Maryland, which contains almostillion pages of declassified records.
CIA's commitment to the spirit of the EO is further demonstrated in tts emphasis on the review of Presidential Library records.eriod of declining resources, we have actively supported the Remote Archive Capture (RAC) program and assigned additional reviewers to Presidential Library records. CIA also continues to examine the feasibility of deploying unclassified CREST systems to Presidential Libraries and other archives to enhance the public's access to released rccords.
Inongress directed CIA to improve processes for equities notification throughout the Executive Branch by funding the developmentatabase for community equities notification. CIA led the development of user requirements andompetitive procurement for development of the Document Declassification Support Systemhich supports the equity referral process for the
IV
declassification community. The system became operational inith data from five major agencies.
A continuing effort is underway within CIA to identify the funding necessary to ensure the Agency remains an innovative leader in the implementation of the Executive Order, that guarantees its ability to meet all of the Order's deadlines, and maintains its past record of performance in the declassification and release of historically valuable records. Currently planned funding levels are discussed in classifiedhich is submitted separately.
v
Introduction
Purpose of Ihe Report
In this report the CIA provides updates to its yearly plan for compliance with the automatic declassification provisions of, as Amended, andFK1t respondsequirement from the Information Security Oversight Office (ISOO)5 that calls for preparation of an original plan or submission of an updated plan in compliance with the EO.
This updated CIA plan identifies: I) the responsible CIA officials;he estimated aggregate quantity of record* and estimated breakdown of each category as defined by ISOO. the location of records subject to the EO, and the CIA survey methodology;he status of records affected by file scries exemption;he Agency's review process and how the plan will ensure compliance with the EO;he application of the integral file blocking concept;IA's interagency cooperative and innovative efforts to facilitate compliance;evelopment and approval of its declassification guidelines;quity identification training;lans to re-review records;he "rolling period."
The plan also addresses factors that may hamper CIA's ability to comply with the impending deadlines for the declassification, exemption, referral, or appropriate delay ofycar old material.escribes goals, production progress, and differences from the5 Declassification Plan. In separate classified annexes, the plan describes the funding available and required to implement the Agency plan, to include costs for security clearances, physical security, training, contracts, the number and costs of full time equivalents, and classifiedecond classified annex (Annex B) provides the identityenior officer involved in the process who is under cover.
U Provisions of Executive, as Amended, Section 3J
Onhe President issued an amendment to. which inxtends to6 the automatic declassification date. On that date, all nonexempi classified records that are more thanears old and arc determined to have permanent historical valueS Code) are to be automatically declassified. Automatic declassification is to take place even if the records have not been reviewed for declassification. The deadline originally established by the EO was
In. the EO also permits an agency head lo delay aulomalic declassification for up to three years (toor classified information thai has beenitsfcrrcd, or recently discovered; and up to five years (toor classified information contained in special media. Importantly, the identification and Inclusion of such delays in the declassification plan satisfies the requirement to notify the Director of ISOO regarding an agency's decision to delay.
1
The EO also stales that all nonexempt classified records shall be automatically declassified onecember of the year that isears from the date of original classification, except as provided inaragraphse).
Specifically,b) lists nine categories under which an agency head may exempt certain information from automatic declassification. In addition lo setting the foundation for individual agency declassification guides, the categories are the basis for exemption under the file series provision inile series exemptions approved by the President remain valid without additional agency action, as stated inc).
d) directs an agency head or senior agency official to notifySOO, serving as the Executive Secretary of the Information Security Classification Appeals Panelf any information beyond that included in the file series exemption that the agency proposes to exempt from automatic declassification. The agency head or senior official must makeequest to the Director of ISOO atays before the information is subjectyear automatic declassification. This notification typically takes the formeclassification guide (Implementing Directive,j)).
Finally,rovides for the creation of integral file blocks of classified information that apply at the onset of automatic declassification. This section defines records coveted by integral file blocking as subject to automatic declassification but which will not be automatically declassified untilecember of the year that isears from the date of the most recent record within the file block.
Responsible Agency Officials, Presentation of the Production Plan, and Description of the Review Process
Responsible Agency Officials
CIA's Deputy Executive Director (DEXD1R) is the Agency's corporate authority for adjudicating the Agency's declassification and release policy.
The Director of the Central Intelligence Agencynder the authority ofd) of the EO, has designated Mr. Edmund Cohen, Director of Information Management Services, as the Senior Agency Official for Classification under the EO with corporate authority for directing and administering the Agency Information Management Program under which information is classified, safeguarded, and declassified. Mr. Cohen conducts oversight and coordination of functions so as to comply with the provisions of the EO and, in particular, as they pertainyear automatic declassification. Mr. Cohen reports lo the Chief, Information Servicesithin the Directorate of Support.
IA established the Records Declassification Programater renamed the CIA Declassification Centero provide planning, management, and oversight ofyear declassification activities. Mr. Richard Warshaw is the Chief of the CDC and
2
reports to Mr. Herbert Briick, Chief of the Information Review and Release Croup in IMS, through whom he coordinatesyear declassification responsibilities and activities with Mr. Cohen.
In addition to the senior officials listed above, CIA maintains | [certifying officer positions in the CDC tn support of the automatic declassification provisions set forth in the EO. All certifying officers arc granted declassification authority and are the final arbiters in the CDC multi-level review process. They bear full responsibility for declassification decisions under the EO's automatic declassification provisions.
3
2.2 Responsible Officials
Addresses/Telephone Numbers:
Deputy Executive Director Central Intelligence Agency Washington,
Stephanie Danes Smith Director of Support Central Intelligence Agency
CIA Chief Informationhief, Information Services Center Central Intelligence Agency Washington,
Edmund Cohen (Senior Agency Official for Classification) Chief, Information Management Services Central Intelligence Agency Washington,
4
UNCLASSI FlOtJO"
Herbert Briick
Chief, Inforroation Review and Release Group Central Intelligence Agency Washington,
Richard Warshaw Chief, CIA Declassification Center Central Intelligence Agency Washington,
5
CIA Line Responsibility
Director of the Central Intelligence Agency)
Porter J. Goss
Executive Director, Central Intelligence Agency (EXDIR)
oggo
Deputy Executive Director, Central Intelligence Agency (DEXDIR)
See Classified Annex B
Director of Support (DS)
Chief, information Services Center and Chief InformaHon OfficerSC; CIO)
Chief, Information Management Services (Senior Agency Offlcialfor Declassification)
Edmund Cohen
Informationelease GroupRRG/IMS)
Herb Briick
CIA Declassification CenterRG/lMS)
Richard Warshaw
6
0NCLASSIFIED//EOO6
ONCLASSI PIED/ /JoTjO
of Relevant Records
In compliance with the EO and in preparation for the original0 deadline. CIA records management officers conducted searches5 forermanentearimilar search was conducted to support the development of the EO.
esult of both surveys it was determined that the vast majority of CIA's classified files are located at the Agency Archives and Records Centern addition to those files at tne AARC, the then-Directorate of Operations (DO)arge operational file scries at CIA Headquarters, CIA alsoemorandum to all operating components of the Agency requesting that historically valuable recordsears or older under component control bo archived and identified to CDC for processing under the EO. The Directorate of Supporthe former Directorate of Operationsnd the Directorate of Science and Technology (DS&T) repotted that these materials had already been sent to the AARC. Surveys of records inCIA and the Directorate of Intelligence (DI) areas indicate that certain of these records, while containingaterials, are still in use and therefore remain unrctircd The disposition of these records, as permanent or temporary, is not required until their retirement. Consonant with the EO, withoutetermination, these records will be considered "unscheduled" until retirement. When and if any or all of these records are retired permanently, CIA will use the scheduling date to determine the automatic declassification calendar, as cited ing) of the EO Implementing Directive. Automatic declassification for recordsears old or older will occurears from the dale the records areimilar procedure will be used for all "newly discoveredear deferral of die automatic declassification date from the date of discovery.
In addition, CIA has established an ongoing program to identify locations and institutions throughout the US that might archive CIA records or records that contain CIA equities. We also expect that the DDSS will provide information on the location of external records. (See "CIA's Remote Equities Program" and "Document Declassification Support System" inf this plan.)
Methods
CIA's estimates of the volume of its internal classified records are based on the detailed records surveys noted above and on the review and analysis of internal finding aids. CIA continues to perform in-depth analyses of internal finding aids to reassess and determine the size of its growing workload. These aids describe all Agency archived records by job (the basic unit for retiring records from one componentoint innd provide records control schedule information, box size, media type, and dale ranges by folder. These data were used to distinguish permanent from temporary records and describe by job both file series exempt and nonexempt records. (The file series exempt jobs were described in the file series exemption request approved in. Data fromillion folders were used toetermination of boxes within the EO dale range.
These analyses have been continually updated as the BO has been amended and the automatic declassification date extended.
IAull time Survey Team at the AARC that was tasked to conduct ongoing surveys of the various collections in its holdings. In order tomooth workflow, tbe survey team reviewed the finding and search aids for materials affected by the EO. The team physically checked the contents of each noncxempt box and folder to estimate volume, determine and confirm content, and ascertain the date range of the materials. The team alsoethod of review and declassification within the framework of the EO. Because of the reduced workload foraterial, records managers and reviewers familiarpecific directorate's material now conduct such surveys on an as-required basis.
The estimated quantities of records arc listed as page counts. For practical reasons, the term "page" refers not only to paper records but ulso to records on other media such as motion picture film and microform.elatively small number of AARC boxes contain microform, such media (because of their storage capacity) have yielded disproportionately higher page counts.
Space-based imagery canisters at the AARC' are excluded from the. as amended; these canisters fall under the exclusive purview of, Release of Imagery Acquired By Space-Based National Intelligence Reconnaissance Systems.
To dale, notification by agencies of available referrals has noteliable or consistent means to measure external workload. In order to determine the full extent of its external equities, CIA continues lo conduct surveys at NARA II in College Park. MO and at other government agencies; however, the resulting estimates are far less certain than those for internal holdings. In addition to these surveys, CIA has relied on the External Referral Working Group (ERWG)4 Survey as an aid in estimating external workload. Issued to ERWG members, this survey asked for estimated outgoing referrals (using page count) by agency and location. We have also received ISOO data collected from agencies on aggregate outgoing referrals based on the5 Declassification Plan data call. The inconsistency of these data with the ERWG survey demonstrates that the estimation of external workload isork in progress. As the DDSS matures, we will use tlie data in DDSS to further refine our estimates.
8
I
2.6 Estimate of Aggregate Records Subject to the EO
CIA estimates tliatillion pages of CIA permanent records1 fall under (lit automatic declassification provisions of the EO. as amended. This figure includes approximatelyillion pages requiring review, andillion pages of records approved for file scries exemption. (See
CIA also estimates that it has external equitiesillionhe estimated distribution of this material is as follows:
illion pages at NARA II in College Park. Ml).
3 million pages at the archives of other government agencies.
illion pages at the Presidentiol Libraries.
1 million pages at NARA Regional Archives and NARA Federal Records Centers.
The number of pages from CIA holdings and external equities requiring review5 million pages. Last year. CIAotal numberages that required review. CIA now has better knowledge of its microform collections, and recent reports from other government agencies indicate that the total of their previous estimates isillion pages lower.
Since the EO took elfectIA has reviewed (exempted or declassified) almostillion pages and released (declassified) almostillion pages. (Sec
1 With regard to external equities, CIA is working to reconcileillion page count of CIA external equity derived from the4 ERWG survey with5 million (excluding Presidential Libraries) page count derived from CIA's earlier independent estimate. CIA believes the ERWG Survey may be incomplete. Tbe implementation of the DDSS promises to provideore robust accounting of external equities. (Sec DDSS under
9
UNCLASS I
FigureYear Program Legacy*xternal Workload
Flit Seiioi Eiwnpt
Worfcload MM^
GovftTinitTil MiffilWEy
{OGA| ^
Legacy racoidt areorveiemot ptrmintni record* Irom 1M
deludes Psqm Where Mvgnirt* Stocking Hea Been Applied
UNCLASSIFIED//FpaO 10
unclassified//jwoO
FigureYear Program (Legacy Records*)
TotalYear Production to9 million pages reviewed Total CIA Released Product to0 million pages released
egacy records arc defined asipt pwraancni record*t or earlier
ii
ork Completed, Remaining, and Planned
The table below summarizes CIA records subject lo the Executive Order and the work completed and remaining.
Due for Declassification byecembermillion
Completed by CIA as ofeptemberRemaining tomillion
Referredue byecembermillion
Completed by CIA as ofeptembermillion
Amount Remaining tomillion
Special Media, Due byecembermillion
Completed by CIA as ofeptembermillion
Amount Remaining tomillion
Referred (Specialue byecemberthousand
Completed by CIA as ofeptemberRemaining to
The plan allows for completion of the estimated total review necessary to satisfy the requirements of the automatic declassification provisions of the EO for internalhe adequacy of planned resources to complete the review of externaleadline) is more problematic.
However, resource constraints limit our ability to implement theintrinsicedaction strategy and drive us in the directionocument-lev el pass-fail system, which significantly reduces the number of documents that can be released.
CIA notes that the review described above focuses on material priorn addition to this legacy material, we will have to review, afterow material reachingears old (in the "rollingortion of the previously exempted material, including file scries exempt material, must be re-reviewed prior to its newly assigned automatic declassification date (Sece estimate that the additional review workload may be as high as eight millionear, which will further exacerbate any resource issues.
2.8 Application of Integral File Block Concept
Integral File Blocking (IFB) allows CIA toingle date to boxes that contain documents straddling live cut-off dater the single year of the "rolling period" in the future. Because the amended EO with the IFB language was promulgated in March
12
ost of the workload due6 had already been processed without utilizing IFB.
Therefore, CIA has applied integral File blocking only lo unprocessed boxes with material straddling1 cut-off dale. This approach resulted in six million pages subject to integral file blocking. For file blocked material, the new declassification date and the corresponding job and box numbers have been documented in CIA's detailed inventory and tracking database.
2.9 The Process
Because of its enormous holdings of classified historically significant material spanning almostentury and the yearly growth in archived materials, CIAarge-scale centralized declassification service in order to comply fully with the provisions of the EO. In its effort toigh volume of materialimely manner. CIA conducts manual and automated declassification reviews that are based on the results of careful physical box and file surveys.
Manual Review: CIA applies three hardcopy review systems. One of these systems exploits structured uniform records prepared with formats that indicate information of low sensitivity. While attempts are made to declassify these documents in full, the documents generallyage-level pass/fail decision process.
These other two manual review systems are named Special Processing Review for Expedited Exemption (SPREE) and TRIAGE. These systems target classilied materials that, based on survey information and analysis, fall into uniform moderate or high sensitivity categories and thus will be difficult to redact.
Under the SPREE process records are judged exempt at the folder level based on the general analysis of box contents. Under the TRIAGE process, which is applied at the folder level to collections with less homogeneity, folders arc failed at the first instance of exempted material if the contents are judged to be of low historical value and meet one of the following conditions:edaction is impractical because of resource constraints;he records are judged too complex to redact;edaction will result in little re leasable information; orhe substantive content would be significantly degraded by redaction. Folders judged to require straightforward review and possessing at least moderate historical value are manually processedocument-by-documcnt basis or, as appropriate, submitted for automated declassification review.
Automated Review: CIA lias established and maintains an automated reviewcapability.the current
workhorse of CIA'slasslHcaUdn eTIoft. Another system, called Quality Utility and Information Review Tools used to conduct pass/fail review of lower sensitivity collections.
CIA automated review entails conversion of hardcopy and microform records to digital form; online indexing; online declassification review, typically involving redaction; and automated workflowulti-level review and production process. The concept, with supporting standardized operating procedurcs;guidelines and production metrics, has provided efficiency, control, search capability, and quality assurance.
lpWC
Using its automated online capability. CIA, throughas reviewed1 million pages of FX) records, of which it releasedillion pages.
Pass/Fall Review: Resource constraints will drive us increasingly to use pass/fail review procedures These procedures are document pass/fail and page pass/fail. They may be used during manual review or automated reviewupplement to the review procedures described above. In particular, they are used when resources are inadequate to use automated review, or inadequate to fully utilize the costly redaction process. Document pass/fail is particularly stringent for intelligence records and involves document denial at the first instance of exemptible information. Page pass/fail is less restrictive and involves page denial at the first instance of exemptible information at the page level. This procedure can produce reasonable yields of rclcasable pages, particularly with regard to external referral material (where agency equities may be embeddedmall portion of the document).
It should be noted that in addition to resource constraints, National Archives procedures arc not set up to handle redaction or page pass/fail. In particular, we are working with National Archives personnel lo ensure they can accommodate page pass/fail to bolster the amount of historically valuable released information resulting from our reviews at the Archives.
CIA is
ew automated reviewis designed lo replace the
current] [rystem and the simpler QUIRT pass/fail, automated system. CIA began to implement the system in the second quarter ofo6 risk, we intend to process the majority of the6 workload inPn FY
brill be used primarily to support review in anticipation of out-year
deadlines and special categories6 review where it has unique capabilitiesrocessing of duplicates).
inglefurther integrale workflow management from
document preparation, through review, lo final release. In addition to providingprovide improved search capability, and will replace and
consolidate all other CIA release programs.
Duplicate Detection and ResolutionnIA implemented DDR technology at the front end of its automated) [document review process. After scanning and indexing, all documents are processed through DDR to identify any duplicates that have been previously reviewed.ocuments containingages were processed for duplicates via DDR. Aboutercent of the documents passing through the DDR process arc duplicates of previously reviewed documents. With(^ any duplicate documents will be identified prior to release to ensure review consistency.
CIA Records Search Toolnn an effort to make CIA declassified documents readily accessible to researchers. CIA installed the CREST search system at NARA II in College Park, MD.
14
UNCLAS SIPI EDdOO*
The standalone system, which consolidates CIA's declassified materials, was upgraded in time for the start ofhe system now consists of four CIA-funded workstations and associated printers. The system also contains the declassified records of the NGA, which are reviewed at the CIA Declassification Center.
CREST, which maintains the archival integrity of the released records, contains images of declassified documents, and is searchable by full-text and index information. Researchers can also search by the original CIA finding aid listing by job, box, and folder.
The CREST system contains almost ten million pages of CIA declassified information released during the. In5 alone, researchers selectively printedages from0 documents.
CIA bas deployed an upgraded and classified version of the CREST system to four of the Presidential Libraries to aid in the archival processing of records returned under the Remote Archive Capture Program (seenhe Carter Presidential Library received an unclassified CREST system to enhance the availability of Carter Library documents to researchers; it is scheduled tolassified system for archival processing in
CIA continues to examine the feasibility of deploying additional unclassified CREST systems to other Presidential Libraries and archives.
Cost Estimates to Implement the Plan
See the attached classified Annex C: CIA Resources for Automatic Declassification,
Declassification Guide and File Series Exemptions
CIA Declassification Guide
CIA prepared and submitted its first declassification guide to the Information Security Oversight Office (ISOO) and the Information Security Classification Appeals Panel (ISCAP) for approval inollowing preparationevised version of the guide that incorporated ISOO recommendations, the guide was resubmitted to ISOO/ISCAP inSCAP unanimously approved the guide inhe guide is dated1 and requires five-year updating6 under ISOO implementing directive2IA will submit an updated guide for ISCAP approval prior to
Series Exemptions
Inhe National Security Council (NSC) approved CIA's request to the Presidentile series exemption. See CIA report (U) Revised Request for File Series Exemptions, datedhe request for exemption also included the records of
15
ihe NGA ihal belonged lo components inherited from CIA. such as the former Naiional Photographic Interpretation Center (NPIC).
CIA determined and the KSC concurred that the records identified in the exemption request contained information protected from automatic declassification pursuant to the nine exemption categories set forth inb) of the original EO (currentlyb) of the amendedIA's classified file series exemption covers records that fall under one or more of the BO exemption categories and would be exemptedass/fail review, and would be costly to redact or result in little releasable or substantive information after redaction.
The EO implicitly acknowledges through the file scries exemptionost effective balance must exist between review and Ihe usefulness of the released material. Importantly, the approval of CIA's request has allowed Ihe Agency to apply its resources to other high-value records that can be effectively redacted and largely retain their substantive value after redaction.
Because of their highignificant portion of CIA permanent records contains exempt information. In the approved request, which included NGA records, CIA reported that the EOillion pages of CIA permanent records. CIA received approval for exemption5 million pages; the7 million pages ofillion pages total required declassification review.
Since the approval for exemption was granted inhe estimated number of file series exempted pages and pages subject to declassification review has grown toillion pagesesult of an improved understanding of our record holdings and the six-year extension provided under Ihe two amendments to the EO.
Because of the extensions, six additional years of records, cither now in-scope or recently retired, have become eligible for file scries exemption. The file series exempt total is estimated lo have grownillion pages. The remaining nonexempt CIA records now total aboutillion pages. These nonexempt internal CIA records continue to undergo declassification review.
Unless world events or operational circumstances dictate, the CIA currently has no plans to seek approval io broaden its file series exemption. That said, the volume of records subject to the approved file series exemption will increase because of new retirements or, afterhen more records come into scope. CIA will extend the file series exemption to these additional records.
Other Factors
Interagency Cooperative and Innovative Approaches
CIA actively continues its outreach to the declassification community to ensure that all agenciesommon understanding of their sensitive equities and that rhe necessary communications channels exist to support the complex challenge of addressing multi-
16
agency mailers. CIA strongly believes such efforts improve efficiency and timeliness, provide for quality assurance, and diminish the risk of inadvertent releases.
In this section, CIA updates many of Ihe ongoing cooperative and innovative programs it cited in last year's report to ISOO.
Participation in ERWG. CIA hasroactive participant in the ERWG and believes the group is fulfilling its primary mission to facilitate interagency flow of referred classified records subject to the EO. The Chief of the CDC serves as chair of the working group, and in this capacity coordinates the development of processes and procedures in support of interagency referrals. CDC also provides administrative support to this busy working group that has overarticipating agencies.
The Interagency Referral CenterIA is an active participant in the year-old IRC. The purpose of the IRC is to facilitate the review of classified materials that have been accessioned to NARA and that contain multiple equities
ardcopy review process, reviewers input their pass/fail release decisions into NARA's updated Archives Document Review and Redaction SystemIA and NARA have begun implementing procedures to ensure ADRRES will also be able to reflect redaction or page pasx'fail instructions, thus capturing our previous rclcasc-in-part declassification decisions and allowing for increased flexibility in tlw future.
Inomputer program has been installed that allows dala contained in the CDC-NARA database to be downloaded into the CIA field database. This process eliminates duplicate efforts in data entry and review.
Throughhe CIA on-site team at NARA (see below) reviewedages of CIA-equity material in the IRC.
NARA On-Site Team.IA, in close partnership with NARA,eclassification review team at NARA II in College Park, MD. The team focuses on the review of CIA equities in the records of other government agencies that have been accessioned to NARA.
The on-site review and continuing presence at NARA has also fostered frequent interaction between CIA and NARA personnel facilitating the resolution of issues pertaining to equity recognition and declassification review. ThroughIA has reviewed forillion pages of the current5 million pages of CIA equities that exist at NARA II. We have also reviewed over two million additional pages at NARA, which, although not formally referred to CIA, were part of collections judged likely to contain CIA equity. With improved equity identification training and the implementation of the DDSS (seee hope lo reduce these supplemental and costly reviews.
On-site reviews are particularly complicated because we are unable to bring our full infrastructure present at the CDC to bear on the workload. Resource limitations put at risk completion of the necessary reviews al NARA by tbe9 deadline. We continue to explore ways to both enhance resources and improve productivity in this difficult environment. As mentioned above, wc remain concerned thai many CIA referrals have been missed by agencies particularly in reviews done early in the EO
17
lfcWC
process. We will continue to work with ISOO, other agencies, and through the ERWG to mitigate this problem but resource constraints arearticular concern in this area.
Identification of Restricted and Formerly Restricted Dataepartment of Energy (DoE) training to identify RD/FRD is an essential part of CIA's effort to protect sensitive classified material. CIA's RD/FRD identification training program complies with the intent of the Kyi Amendment to thefcnse Authorization Actnd incorporated in Publiceviewers at CIA exclude documents containing RD/FRD from automatic declassification and mark them RD/FRD. CIA refers all questionable documents to the DoE for adjudication.
Department of Energy Audit. Innder the provisions of Public.rotection Against Inadvertent Release of Restricted Data and Formerly Restricted Data, DoEuality Assurance Review (QAR) of CIA's compliance with the DoE Special Historical Records Review Planhe DoE QAR consistedeview of the CDC SHRRP and other relevant material and information, as well as discussions with CDC personnel.esult of their QAR, DoE concluded that CIA is in full compliance with the requirements of their SHRRP.
National (Jeoipatial-Intelligence AgencyIA continues its cooperative program with NGA that was launchednder this program, NGA haseam of declassification reviewers at the CIA declassification facility. The team reviews CIA records inherited by NGA from the former NPIC as well as imagery and mapping equities in CIA holdings. Throughhe successful program has resulted in the review ofillion pages. In our judgment, this cooperativeffort has produced considerable savings for both agencies and has expedited the reviewajor segment of NGA records.
Support to the National Aeronautics and Space AgencyIA haseimbursable program that provides for CIA-equity review of NASA records. These reviews are primarily performed at the CIA Declassification Center. The purpose of the effort is to identify NASA, CIA, and other government agency equities. While searching for these equities, CIA reviewers, who are DOE trained, routinely search for Restricted and Formerly Restricted data and any errant codeword material. In addition, CIA is also assisting NASA in the development of its declassification management plan.
Support to the Department of JusticeCIA has alsoeimbursable program with DoJ that began in late September of5 with the development of an overall declassification management plan for the department. CIA contractors are also preparing DoJ's ISOO-directed6 declassification plan and will soon begin surveys of DoJ records at the CDC that will include identification of other government agency equities and sensitive/restricted data.
CIA's Remote Equities Program. CIA has been proactive in its effort to locate, identify, and process its equities in records of permanent historical value existing at other government agency sites (other than NARA).
InIAew databasesummarizes the
status of current and potential sites anduick review oi site information collected by CIA to facilitate on-site surveys andeparate master
IS
database contains specific records of all site contacts, the purpose of the contact, and any associated data concerning CIA equities. As they are identified, new organizations and sites arc added.
Using thesenown or potential sites holding records with CIA equities have been identified. Atf these sites, CIA completed surveys and determined no CIA equities exist. To date, CIA has completed the reviewillion pages atf the remainingites. InIAages atites.
Remote Archive Capture Program. The RAC program is the resultoint initiative by CIA and NARA to accommodate the extensive review requirements for classified historical records from Presidential Libraries.
Under the RAC program, CIA has scannedillion pages of classified records on-site at the Eisenhower, Kennedy, Johnson. Ford, and Carter Presidential Libraries for review by overovernment agencies. Anages of Nixon Presidential material has been scanned at NARA II in College Park, MD.
CIA has deployed classified CREST systems to four Presidential Libraries to assist archivists in processing records under the RAC program. Inhe Carter Presidential Library received an unclassified CREST system to facilitate researcher access to Carter Library records declassified under the RAC program; this year the library is scheduled tolassified system.
Our goal from the beginning has been to give Presidential Library material in depth redaction reviews, which we believe will maximize the releasability of this historically valuable records group. Resource constraints, however, will weaken our ability to perform these costly reviews of Presidential Library documents forcing us to use the pass'fail method. Inevitably, with sensitive records of this type, this will significantly limit release.
State of the Art Information Review Systemt the CIA Declassification Center, CIA hasacility dedicated to support of the RAC program. Using the standalone STAIRS system, other government agencies with equities can perform automated review of Presidential Library information collected under the RAC Program. Currently,overnment agencies participate in the program. Throughages were reviewed by other agencies. In the same period, CIA reviewed
ages of Presidential Library material on itssystem.
Document Declassification Support SystemnIA received Congressional funding for tbe development and implementationatabase to facilitate the referral of documents containing mult-agency equities throughoul the declassification community. CIAechnical project managerustomer representative to coordinate requirements with other US Government agencies, develop the Request for Proposals, and toompetitive procurement. The development contractor was selected in latehe system became operational in5 with data from five agencies.
UNCXJ^SIFIED//ECtfo
The declassification community is now able to use the database to electronically provide information on documents that contain other-agency equities and that require declassification review by these agencies. DDSS provides basic unclassified iriformation on the location of these equities and monitors the status of reviews. DDSS consolidates the dozens of local databases and paper records in different formats maintained by most agencies. It also registers referrals for notification and acknowledgement so that the period permitted for completion under the EO may be tracked.
DDSS currently containsillion of the estimatedillion pages of referrals that will be tracked in DDSS. Data from additional agencies will be included in6 and beyond.
Quality Assurance Review of State Department Electronic Cables.oint effort with the State Department and several other agencies, CIAystem for keyword review of State electronic cables (often referred todirty wordn order to locate CIA equities inadvertently missed in State Department's line-by-line review of this massive collection. The CIA tool for keyword searching has also been made available to the Air Force for use in their State Department cable effort Identification of the relatively small percentage of additional "missed equity" and the development of refined equity identification guidelines, subsequently used in training sessions for State and NARA reviewers (seeave been key benefits of this collaboration.
IA, along with Air Force and DoE, assisted the State Department in the identification of other-agency equity inillion State Department electronic cables and related products, ranging. InIA completed the online review oftate Department cables dating
4.2 Delegation of Declassification Authority
CIA bas no plans to delegate broad declassification authority to other government agencies. In fact, CIA has rescinded past arrangements under which it delegated limited declassification authority to NARA. To date, however,overnment agencies with limited classified holdings have delegated declassification authority to CIA. National Security Agency (NSA) has delegated to CIA the authority to exempt NSA equity in certain circumstances, in addition, the NSC has authorized CIA, in certain circumstances, "to handle these types of NSC/White House records as though they were CIA documents."
Despite its continuing effort in equity identification training, CIA remains concerned about the accuracy and rigor of equity identification for intelligence equities. CIA materials arc difficult to identify because of widely ranging reporting formats, the broad dissemination of its information, the intentional obscuring of source information in intelligence products, and the existence of seamlessly embedded equities in the reports of other government agencies. Therefore, CIA strongly believes that declassificationeven more complex task than equitybest performed by trained and experienced CIA reviewers operating under the most current guidelines.
20
lp*T
Identification Training
CIA has long recognized the need for equity identification training not only for its own records but the records of other government agencies. As noted above, CIA continues to be concerned about equity identification training and the handling of CIA records, and the importance of rigor and accuracy in the protection of still-sensitive intelligence equities. We are also concerned about the resource cost of large-scale, redundant reviews by referral agencies to mitigate risk. In an effort to address these concerns, we haveroactive participant in ERWO-sponsored equity training and have provided training independently for other government agencies. During the past year, CIA conducted several well-attended equity-identification training sessions for community reviewers at NARA.
Factors Affecting Ability lo Comply with the EO
Changing budgetaryCIA and the Executive Branch atimpact the Agency's ability to sustain previous levels of document declassification. Moreover. Ihe Agency regards the review of external referralsarticularly challenging aspect of the EO and is concerned about the rigor and accuracy of records equity identification throughout the Executive Branch. That concern extends to the clarity of the notification process for referred equities, even when they arc properly identified. CIA expects that improved equity-idenlification training and the implementation of DDSS will reduce, but not eliminate, our referral concerns.
of Records
The EO requires that exempted information bcpecific dale or event for automatic declassification. The sole exception is an exemption based on the identityonfidential human source or human intelligence source.
Many of CIA's methods, techniques, and operationsyears old are still active. In some cases, currently inactive sources and methods may bc reactivated. Because of these uncertainties, it has not been considered feasible to identify' withefinitive dale or event for automatic declassification of exempt CIA information. Therefore, CIA plans lo rc-rcvicw all records before an assigned date/event. This approach has been accepted in the approved File Series Exemption Request and in the approved Declassification Guide.
File Scries Exempt Information: As described in our File Series Exemption Request, approvedile series exempt information other than human source will be re-re viewed withinears or by thehichever is later, using declassification guidance current at the time of the re-review. Information will be automatically declassifiedears after its creation, orhichever is later, unless judged exempt in the re-review. After applying integral fileIA expects to re-review
1 Integral file blocking bas been applied at the job level for oon-human source file series exempt records, and at box level, where appropriate, foe exempted renewed records. Ultimately, we may be abk lo appty IFB at the box level for non-human source file seeks exempt records, which may result ia as many as an estimatedillion additional pages
21
l ED//EOOTj
an estimatedillion pages of non-human source file scries exempt material byecause of database limitations and Ihe complexities of integral file blocking, this figure must be considered preliminary.
Other Exempted Information: The CIA Declassification Guide, approved intates that other exempt informationnformation not coveredile series exemption and exempted after review) apart from that which reveals the identityuman or confidential source wie re-reviewed withinears or by thehichever is later, using declassification guidance current at the time of the re-revicw. Information will be automatically declassifiedears after its creation, orhichever is later, unless judged exempt in the re-review. ThroughIA will re-review an estimatedi II ion pages of CIA non-human source records that were either exempted or released in part. An estimated seven million pages of referrals to CIA will also require re-review. Because of the high sensitivity and relatively recent review of many of these records, CIA estimates that less thanercent can be further declassified.
4.6 The "Rolling Period"
CIA has completed researching iu databases and surveying records to determine which records are subject to review during ihe so-called "rolling period" that beginspecifically, these are records dated prior2 but in boxes that have been integral-file blocked (IFBcd)nd other records in boxes uniformlyome of which may be delayed because they are special media due ondditional boxes containing records2 and beyond will be deferred to future declassification dates via integral file blocking.
We estimate that afterillion pages of CIA-owned material are in boxes2 or are in boxes IFBedfillionre textual and due byhe remainingillion are special media for which we arcelay toe further estimate that anages2 material will be referred to CIA. We expect to defer that material to6c will review the textual subset of the2 material.
We will have other review obligations in addition to the ongoing requirements for legacy reviewf textualxternal referrals, and special. Inor example, we will begin the re-review of non-human source file scries exempt records and begin to review records due for declassification89 to stay ahead of declassification deadlines. The review capacity of the CDC will be prioritized lo ensure thatextual automatic declassification deadlines are met.
5.0 Conclusion
CIA believes that this updated plan complies with the EO inalance between protecting information critical to national security and releasing historically valuable
22
I ED/
'O
records that no longer meet Ihe standards for protection. CiA fully expects to meet the deadlines of6 and1 for internal textual and special media records respectively. Reduced resources, however, call into question Ihe Agency's ability to complete the review of all external records due by the9 deadline. Moreover, reduced resources will require the adoptionass/fail approach in these reviews, significantly reducing the number of records declassified and released. With these concerns in mind, CIA will focus its resources on the review and release of external equities and limit its costly effort lo redact internal records to only those that are deemed to have the highest historic value.
23
UNCLASSIFIED//
ANNEX A
6 CIA Declassification Plan Required Under Executiveaslassified National Security Information
Production Tables Goals, Production Progress, and Explanation of Differences from the5 Plan
Submitted to the Information Security Oversight Office6
UNCLASSIFIED/
UNCLASS IFIO*
6 CIA Declassification Plan, datednnex A
Production Tables
Goals, Production Progress, and Explanation of Differences from thelan Eight charts with production goals and progress to date follow.
With regard to salient differences from the5 plan, CIA fell short in its review of textual records byages. The change in CIA textual records reviewed resulted from the discovery that selected collections identified in Agency databases as textual records due6 turned out to be either microform records, or had considerably fewer pages than originally estimated.
In order to achieve its overall production goals, CIA compensated by reviewingore special media records due1 than expected in5 andore Other Government Agency (OGA) referrals duehe increased figures are attributable, in part, to more efficient operation by CIA's NARA field review team at College Park and the processing of additional OGA archive collections.
The change in the mix of collections allowed CIA to meet it overall5 goalsM pages reviewedM pages released.
The5 processing of additional special media collections due1 has reduced the amount of special media material delayed untilIA will continue to apportion special media material due1 into its annual production planning. The5 shortfallextual record pages is, in fact, attributable to an overestimate of available material, and thus does not necessitate additional review
2
UNCLASS IFIHD//JEPSlf
Agency name: Central Intelligence Agency
From Fiscal5 to6
In this section. we are asking you to provide th* total number of textual pages of permanently valuable classified record* subject tof the Order that needed to reviewed, including those that still need to be reviewed. In order to meet theeadline. In other words, what Is the total workload ofextual records.
Total number of panes to be reviewed from Fiscal.
number of pages esumafed to be declassified from Fecal6
number of pages estimated to be exempted from Fiscal6 -
number cf pegea estlrnated to be excluded fw
number of papes estimated to be referred to other agencies from hscal
number of pages estimated to be referred to your apency from Fiscal
number of pages In file series (hat were file sense exempted.
this section, we are asking you to provide the total number of special media pages of permanently valuable classified records subject tof the Order that needed to reviewed. Including those that soM need to be reviewed. In order to meet the. deadline. In other words, what Is the total workload ofextual [sic] records.'
Special Media
Total number of pages to be reviewed from Fiscal
number of pages estimated to be declassified from Fecal5
number of pages oetimated to be exempted from Fiscal6 -
00C
nurnber erf pagee estimated to
number of pages estimated to be referred to other aaerxwscal6
number
pa-jes esllmstod to be referced to your agency from (meal
number
pages In file series that were We series exempted.
number of pages estimated to be delayed una
li
oO"
Fiscal5iscal4
In this section, we are asking you to provide th* total number of taatuaJ pepet of permanently valuable ciasamed re-cord* subject tof the Order that were reviewed byn order to meet theeadline.
ToW number of doom levtewed tor dedasslicatlon from Fiscaliscal
number of page, declassified from Fiscaliscal
number of pages exempted from declassification from Fiscaliscal
number ot paoea excluded from automatic declassification from Fiscaliscal4
number ot pedes rofoned lo orher agencies by your agency from Fiscaliscal4
number ol pages referred to your agency from Focaliscal
number ot pegae in las series Ihat awe He series exempted
this section, we are asking you to provide the total number ot special media pages of permanently valuable classified records subject tof the Order lha! were reviewed by, In order to meet the, deadline.
number of pages reviewed for declassification from Fiscaliscal
number ol pages dedeesated from Fiscaliscal4
number of pages exempted from declassification from Frscal64
iwvriber of paoea excluded from automatic iliileaeaVaSiin from Fiscaliscal Yeai ?CO*
number of pagea referred to other agencies from Fiscalexal
OOC
number of pages referred to your agency from FlacelFiscal
number of pages that were Itle series exempted
! ' - ' . ' '
javf
Fiscal4
In this section, we ara asking you to provide the total number of textual pages of permanently valuable camftned records subject to ftectJon JJ of the Order that were reviewed during4
Textual Record*
Total number of pages reviewed in Fiscal4
number of pages declassified in Fiscal
number of pages exempted In Fiscal
number of pages excluded from automatic declassification In Fiscal
number of pages refOTed to other aqencie* in Fiscal4
0OC
number of pages referred lo your agency in Fiscal
number of pages that were fUe *erle* exempted.
thia section we are asking you to provide the total number of special media pages of permanently valuable classified records subject to-
number of pages reviewed in Fiscal4
number ol pages cecassified in Fisea'4
number of pages exempted in Fiscal4
number of pages excluded from automatic dedaesAcetion in Fiscal
number of pages referred to other agencies In Fiscal
number of pages referred to your agency In Fiscal
number of pages thai were file series exempted.
oo
Fiscal5
In this section, we are asking you to provide th* total number of textual page* of permanently valuable classified record* subject to3 of the Order that wore reviewed duringn th* column marked "Estimate" provide the same5 estimate that was reported lest year. In the column marked "Actual" provide what was actually completed Inhe spreadsheet will then calculate theumber appears In th* "Difference" column, please explain thiseparate sheet
number of pages reviewed in Fiscal
XX
number of pages declassified in Focal
W0
number of pages exempted in Fiscal
number of pages excluded from automatic declassification in Fiscal
number of pages referred to other agencies in Fiscal5
000
number of page* lessered to your agency in Fecal
0OC
this section, we are asking you to provide the total number of special media pages of permarientty valuable classified records subject tof the Order that were reviewed duringn the column marked "Estimate" provide the same5 estimate that was reported last year. In the column marked "Actual" provide what was actually completed Inhe spreadsheet will then calculate theumber appears In the "Difference" column, please explain thiseparate sheet
Fiscal6
In thiswe ars asking you to provide an estimate ot the total number of textual pages of permanently valuable classified records subject tof the Order that will be reviewed during
Textual Records
Estimated number of pages lo be reviewed by.
number of oaoes to be declassified by6
number of pages expected to be exempted from automate declassification by.
number of pages expected to be excluded by6
number of pages expected to be referred to other agencies by
number ot pages of textual records expected to be referred to your agency by6
thia section we are asking you to provide an estimate of the total number of special media pages of permanently valuable classified records subject to sectionf the Orderill be reviewed during
OTICIASSIFIED//EO*Kr
Fromt Quarter,
In this section we ate asking you to provide an estimate of the total number of textual pages of perrnanently valuable classified records subject tof the Order that will be reviewed betweennd
Textual Records
Estimated number of pages to be reviewed from October6 lo6
OC
number of pagese declassified from October6 to
number ot pages to be exempted from automatic declassification from October6 to
number of pages to be excluded from October6 through
number ot pages to be referred to other agencies from October6 through.
number of pages to be referred to your agency between6 by
this section, we are asking you to provide an estimate of the total number of special media pages of permanently valuable classified records subject tof the Order that will be reviewed betweennd.
Special Media
number of pages that can be delayed until.
number of pages to be declassified by.
number ot pages that your agency expecte to refer to other agencies by
C
number ol pages that you expect to be referred to your agency for declassification or exemption by
DKCLASSifiBD//EOOD^
UNCLASSIPIKD/ZjecC
From7 (Remainder of
In this section, we are asking you to provide an estimate ot tne total number of textual pages of permanently valuable clsssifled records subject lof the Order that will be reviewed betweennd.
Textual Records
Total number ot pages estimated lo be reviewed from January7 Ihrough.
erf rjagos estimated to
XX'
'iL.-De.-o' page*M7 thfougfi PI
number of pages estimated to be excluded from automatic oeoiassAcabon from7 through
number of pages estimated to be referred to other agencies for review from January7 through September
COO
number of pages of textual records expected lo be referred to your agenc/ from January7 through Septen
number of papas estimated to be Ms series exempted
this section, we ire asking you to provide an estimate of the total number of special media pages of permanently valuable classified records subject tof the Order that wdl be reviewed betweennd
Special Media
Total number of pages expected to be reviewed from January7 through
number of pages expected to be declassified from January7 through7
iiumbec of paoee expected to be exempted from7 through.
number of pages expected to be excluded from automatic declassification from January7 through
number of pages expected to be referred to other agencies from January7 through.
number of page* expected to be referred to your agency from7 tmouofl
pages estimated to be fee sane* exernpted
VNCLAS8IV1KD//pXrtf
WD*"
Fiscal8
In this section, we are asking you to provide an estimate of the total number of textual pages of permanently valuable classified records subject tof th* Order that will be reviewed during
Textual Records
rota number of pages to be reviewed In Fiscal
number of pages esc mated to be declassified in Focal
000
number of pages essmated to beocal
numfj-- '. e excluded from automateocal
nurnber of pages cv w- -e'erec tos in Foe*8
number of page* estimated to be referred to your agency in Fiscal
esBmated to be file scncs exempted
this section, we are asking you to provide an estimate of the total number of special media pages of permanently valuable classified records subject tof the Order that will be reviewed during
Special Media
T
number of pages to be reviewec
Fiscal8
number of pages estimated to bt
in Focal
OOC
number of pages estimated to be exernpfcsd in Focal8
COO
number of pages esUmated to be excluded from automate: dectssstflcabon si Focal
number of pages estimated to be referred to other agencies in Fiscal
number of pages estimated to Dt
to your agency in Focal
number of pages estimated to be delayed
OO
number ofated to be fae series exempted
CIA Is providing OCA pages reviewed in ths time period requested lor Oils Rem vice actual referral nouncations.
Up throughIA Is providing the number ofpecial media pages still remaining to be reviewed at the point in time requested.
Forndhere the time period specified changes. CIA ia providing only tha rolling amount of new special media page* that can be delayed. Note that special mediareation date2 may be delayed to2
Interprets this as requesting information onpecial media records that can be delayed until
rjNCLAS SI FIHD//jfiXXf
(U) Classifiedo the
(U) CIA6 Declassification Plan Required Under Executive, "Classified National Security Information" as Amended
(U) Submitted to the Information Security Oversight Office
6
Attachment classified as above. Classification of transmittal document (when separated fromNCLASSIFIED
(U) ANNEX B
CIA6 Declassification Plan Required Under Executive, "Classified National Securitys Amended
gency Official Referenced in Plan as Under Cover
(U) Submitted to the Information Security Oversight Office6
gUj I IM
1
(U)6 CIA Declassification Plan, datednnex B
FpWJ) Agency Official Referenced in Plan as Under Cover
he true name of the Deputy Executive Director.Responsible Officials
(U) Addresses/Telephotte Numbers:
Deputy Executive Director Central Intelligence Agency Washington,
(U) ANNEX "C"
(U)6 CIA Declassification Plan Required Under Executive, "Classified National Securitys Amended
CIA Resources for Automatic Declassification.7
(U) Submitted to the Information Security Oversight Office6
/
Original document.
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