5 FAH-1 H-230
PREPARING ARCHIVE MESSAGES
(CT:CH-38; 08-29-2014)
(Office of Origin: IRM/OPS/MSO)
5 FAH-1 H-231 GENERAL
(CT:CH-38; 08-29-2014)
a. The State Messaging and Archive Retrieval Toolset
(SMART) replaces legacy messaging systems such as CableXpress and Webgram to
meet Department of State messaging, archiving, and information retrieval needs,
which facilitates access to DOS information by the foreign affairs community. SMART
messaging is available to all OpenNet and ClassNet users.
b. The SMART Client is a custom-developed Microsoft
Outlook add-in component that enables users to draft and release archive
messages. When your system administrator installs the SMART Client, a SMART
menu and messaging functionality is added to your Microsoft Outlook
application. When you open Outlook, you will use SMART menu options, buttons,
and commands to draft, release, receive, and modify archive messages.
c. Only registered SMART users can draft archive
messages (record emails and cables) in SMART. To actually send (release) a
cable, a registered SMART user must be provisioned with standard and/or high
precedence release authority.
d. Outlook's stationery feature is incompatible with
the SMART Client. Using stationery prevents SMART from being able to properly
parse the message body and causes the message body to be stripped. Outlook
stationery attaches an image to the email, which is interpreted by SMART as a
message attachment that requires classification.
5 FAH-1 H-232 DRAFTing CABLES
5 FAH-1 H-232.1 ACTION Addressee
(CT:CH-38; 08-29-2014)
a. Cables require at least one plain language addressee
(PLA). A PLA identifies an organization (e.g., AMEMBASSY PRETORIA) as either
an ACTION or
INFO addressee.
PLAs can be entered individually or as part of a collective address, an
official distribution list comprised of multiple PLAs grouped for a specific
purpose or type of message traffic.
b. Valid PLAs can be found in the Global Address List
(GAL) under the SMART State and Non-State address books. Collectives can be
found in the GAL under SMART Collectives. Use caution when manually entering
an addressee to avoid having the cable rejected or spilled to a queue for
intervention by systems personnel due to a malformed address.
c. Only PLAs can be entered in the ACTION addressee
field. The ACTION addressee field may be left blank, in which case the drafter
must enter at least one PLA into the INFO addressee field.
d. If the drafter creates an archive message that does
not include a PLA address, it is considered a record email and should be
drafted using the guidance in 5 FAH-1 H-233.
5 FAH-1 H-232.2 INFO Addressee
(CT:CH-38; 08-29-2014)
a. In addition to including PLAs as an INFO addressee, the
drafter can use the INFO field to directly address individuals and distribution
lists. That is, the drafter can enter the email address (aka SMTP address) of
one or more individuals or distribution lists in the INFO field (e.g., doejx@state.gov, smartcsbhelp@state.gov) to
ensure that the cable is delivered to those users.
b. To send a cable to an individual or distribution
list, drafters select a name from the Department of State GAL to insert as an
INFO addressee. Take caution not to violate department policy on sending
cables to addresses outside the department with Classified or Sensitive but
Unclassified (SBU) information protected under the Privacy Act (See 12 FAM 540).
5 FAH-1 H-232.3 Addressee Only
(CT:CH-38; 08-29-2014)
a. SMARTs Addressee Only function allows users to
control who can access a cable from the archive. When the Addressee Only
option is applied to a cable, the cable is disseminated normally to the
addressees and placed in the archive. However, only users currently registered
at the addressed PLA(s) or who received the cable as a result of being directly
addressed can retrieve the cable from the archive. Examples:
(1) A cable is addressed to AMEMBASSY LONDON and
marked Addressee Only. User A at AMEMBASSY LONDON receives the cable as a
result of dissemination rules (see 5 FAM 1213).
Because the cable is marked Addressee Only, User A can only retrieve the cable
from the archive while registered at AMEMBASSY LONDON. When User A moves to a
new post, they can no longer retrieve the cable from the archive.
(2) User B at AMCONSUL SYDNEY did not receive the
original cable and, although he has the correct role-based access control
(RBAC) permissions, cannot retrieve the cable from the SMART archive because it
is marked Addressee Only. If User B subsequently moves to AMEMBASSY LONDON and
has correct RBAC permissions to the cable, User B will be able to retrieve the
cable from the archive while registered at AMEMBASSY LONDON.
b. Directly-addressed recipients can access the cable
from the archive regardless of post location. See 5 FAH-1
H-232.2 for more information on direct addressing.
c. Keep in mind the following when using Addressee
Only:
(1) Applying Addressee Only to an archive message
(cable or record email) does not prevent a recipient from forwarding it to
another user. Forwarding an archive message is done using working email, which
is sent via Exchange and not through SMART; and
(2) Applying Addressee Only will prevent an archive
message (cable or record email) from being forwarded from a SMART message queue
or message tracking. The user interface does not disable the forward button;
however, SMART performs message validation and prevents it from being forwarded
to addressees other than those to whom the archive message was initially
delivered.
5 FAH-1 H-232.4 Precedence
(CT:CH-38; 08-29-2014)
a. When users draft a cable, each addressee must be
assigned a precedence based on the relative urgency of the cables subject
matter to the addressee. The selected precedence dictates the message
processing path and alerts addressees to the level of action required.
Generically, there are two precedence types: standard and high.
b. Standard precedence cables are sent through the
Departments network of email servers (exchange) and on to SMART for
processing. High precedence cables are sent directly for SMART processing via
a web service which bypasses the exchange network for faster processing and
release. The default precedence is ROUTINE for all addressees.
c. Valid standard precedence options are available to
both Action and Info addressees and consist of:
(1) Routine: If the subject matter of the cable does
not require expedited delivery, use the ROUTINE precedence. Most cables fall
in this category for normal delivery without delay; and
(2) Immediate: For cables containing important
matters that require immediate attention or action, use the IMMEDIATE
precedence designator. The subject matter of this type of cable does not
warrant recalls after normal working hours but must be among the first items processed
on the next business day. Users cannot assign a precedence of IMMEDIATE to an
Info addressee if all Action addressees have an assigned precedence of ROUTINE.
d. Valid high precedence options are available only for
ACTION addressees and consist of:
(1) NIACT Immediate (Night Action Immediate): Use the
NIACT IMMEDIATE precedence when sending an urgent cable that requires the
addressee(s) to take immediate action regardless of day or time;
(2) Though not enforced by SMART, drafters should
include a paragraph labeled NIGHT ACTION REQUIRED. On a short cable, the
NIACT IMMEDIATE designator can be the first paragraph; on a longer cable, this
paragraph should specify the following:
(a) What night action is required?
(b) Why action cannot wait until the opening of business
the next working day? and
(c) Who in the Department or at the addressee post is
expected to take action?
(3) SMART best practices recommend including the
information listed in the previous three bullets in the first paragraph of a
NIACT IMMEDIATE cable regardless of the cables length;
(4) Whenever possible, draft the paragraph in an
unclassified manner so the senior watch officer in the Department (located in
the 7th floor Operations Center) or the duty officer at post can discuss the action
required over an open line after receiving the cable from the communications
center; and
(5) Use the FLASH precedence for extremely urgent
cables containing vital information on foreign relations and emergencies. Flash
cables require instant action by the addressee, regardless of the time of day
or night. Flash cables must contain only brief highlights. Releasers must send
details in a follow up cable at a lower precedence.
e. Any SMART user may draft a Flash or NIACT immediate
cable; however, a user must be authorized with high precedence release
authority to release the cable.
f. To release a NIACT Immediate or flash cable, users
must have chief of mission approval (overseas posts; not enforced by SMART) or
S/ES-O (watch officer) approval (domestic; enforced by SMART).
g. Flash and NIACT immediate cables are sent as text
only. SMART deletes any attachments, including pictures and embedded graphics
before sending.
5 FAH-1 H-232.5 Subject
(CT:CH-38; 08-29-2014)
a. All cables must contain a subject. SMART will not
transmit a cable with a blank subject field.
b. Drafters should enter a brief description of the
content of the cable in the subject field. The subject should be clear and
concise. Usually the subject is unclassified. When the subject is classified,
the drafter must include the proper classification marking at the beginning of
the line. For example:
(1) Subject: This subject is unclassified so it needs
no marking; and
(2) Subject: (C) This subject is marked classified
only as an example.
c. The drafter can include keywords (or terms) in
the subject line to help users refine search results and aid in identifying
information at a later date. An example would be a cable with Leahy vetting
information in it. Using the keywords Leahy Vetting in the subject line
immediately alerts users to the content of the message.
d. See 5 FAH 3, TAGS/Terms Handbook, for Department of
State guidance on appropriately identifying content using a conjunction of
established TAGS and keywords (or terms).
5 FAH-1 H-232.6 TAGS (Traffic
Analysis by Geography and Subject)
(CT:CH-38; 08-29-2014)
a. Traffic analysis by geography and subject (TAGS) is
an acronym describing message content. It is used for filing, distribution
processes, and records disposition. The drafter determines the TAGS. SMART
supports four TAGS categories:
Subject matter
Program (K TAGS)
Organizational
Country and world regions, geo-political (two letters)
b. Drafters must include at least one subject TAGS on
all Department of State cables; a subject TAGS must be the first TAGS. The
exceptions are messages with these captions: ADM AID, AIDAC, DEAX, and TOPEC or
TOPEC MED EYES, which can be sent without any TAGS.
c. For cables released by external agencies, the
system will add XTAG to all inbound non-State Department traffic.
5 FAH-1 H-232.7 Executive Order
Information
(CT:CH-38; 08-29-2014)
SMART automatically inserts the current Executive Order
number on all cables.
5 FAH-1 H-232.8 Security
Classifications (OpenNet)
(CT:CH-38; 08-29-2014)
a. The only available classification on OpenNet SMART
is Unclassified. Cables should be classified as Unclassified if the
unauthorized disclosure of their contents could not reasonably be expected to
cause any damage to national security.
b. SENSITIVE BUT UNCLASSIFIED (SBU) is not a
classification on OpenNet. Drafters must apply the SENSITIVE caption to an
unclassified cable to include the words SENSITIVE BUT UNCLASSIFIED in the
header and footer of the cable. If you apply the SENSITIVE caption, there must
be at least one paragraph marked (SBU) in the cable. Likewise, if you mark one
or more paragraphs in a cable as (SBU), you must apply the SENSITIVE caption to
the cable.
5 FAH-1 H-232.9 Security
Classifications and Declassification: (ClassNet)
(CT:CH-38; 08-29-2014)
a. The available classification options on ClassNet
SMART are:
(1) Unclassified: Cables
should be marked as Unclassified if the unauthorized disclosure of their
contents could not reasonably be expected to cause any damage to national
security. See 5 FAH-1
Exhibit H-232.9(1);
(2) Confidential: Cables
should be classified as Confidential if the unauthorized disclosure of their
contents reasonably could be expected to cause damage to the national
security. An example of "damage" includes release of information
that might cause a foreign government to hesitate in confiding in the United
States; and
(3) Secret: Cables should be
classified as Secret if the unauthorized disclosure of their contents
reasonably could be expected to cause serious damage to the national security.
Examples of "serious damage" include: disruption of foreign relations
significantly affecting the national security, significant impairment of
program or policy directly related to the national security, revelation of
significant military plans or intelligence operations, and compromising of
significant scientific or technological developments relating to national
security. See 5 FAH-1
Exhibit H-232.9(2).
b. SMART requires drafters to enter specific
classification and declassification information:
(1) Classification without attachments:
SMART requires a classification for the cable. Apply the highest
classification level that applies to any portion of the message body;
(2) Highest classification level of attachments:
If the cable includes one or more attachments, SMART requires a classification
for the attachment(s). Apply the highest classification level required by the
attachment(s). When attachments are viewed or printed separately from a
message, the attachments retain the classification applied here; and
(3) Classification authority: SMART requires drafters to identify one of
the following as the classification authority if a classification of
Confidential or higher is applied to the cable or its attachments.
c. OCA (original classification authority): Original classification authority (OCA) is
the authority given to individuals who are designated in writing by the
Secretary of State or Under Secretary for Management to classify information in
the first instance. This designation must be either by name or position title.
The term also applies to the individual with that authority.
d. DSCG (Department of State
Classification Guide): The Department of State Classification Guide
(DSCG) is the basis for derivative classification both by individuals with OCA
and those without OCA. It is the preferred method of classification within the
Department of State.
e. Derived: Derivative
classification is used by individuals to classify documents that contain
classified information reproduced, extracted, or summarized from other
classified source materials. The source material must be referenced and the
pertinent classification markings must be carried forward.
f. Classified by: If the drafter applies a classification of
Confidential or higher to the cable or its attachments, SMART requires that the
person who classified the cable be identified in accordance with E.O. 13526 classification
mandates. Users must enter the name and title of the person who classified the
cable. SMART allows the option to provide an office and agency of the person
who classified the cable.
g. For additional classification guidance, see the
following:
(1) 12 FAM 510, Safeguarding
National Security and Other Sensitive Information;
(2) 5 FAH-3 H-700, E.O.
13526, as amended, Telegram and SMART Email Classification; and
(3) 5 FAH-1 H-132,
Classification Markings.
h. If the drafter uses original classification authority
to apply a classification level of Confidential or higher to a cable, SMART
requires that one or more reasons for classifying the message as such be
provided. Information may not be considered for classification unless it
concerns one or more of the classification categories set forth in Section 1.4
of E.O. 13526. The reasons for classification are:
(1) Military plans, weapons systems, or operations;
(2) Foreign government information;
(3) Intelligence activities (including special
activities), sources, or methods, or cryptology;
(4) Foreign relations or foreign activities of the
United States, including confidential sources;
(5) Scientific, technological or economic matters
relating to national security; which includes defense against transnational
terrorism;
(6) U.S. Government programs for safeguarding nuclear
materials or facilities;
(7) Vulnerabilities or capabilities of systems,
installations, infrastructures, project or plans, or protections services
relating to the national security, which includes defense against transnational
terrorism; and
(8) Weapons of mass destruction.
i. If the drafter applies a classification of
Confidential or higher to the cable or its attachments, SMART requires the
drafter to specify appropriate declassification instructions. Declassify
information as soon as national security considerations permit.
Declassification options are:
(1) Event (certain to occur within 25
years): When possible, choose a
specific date or event within 10 years for declassification. When choosing an
event for declassification, it must be reasonably foreseeable and not vague or
hypothetical. Events such as "when the information is no longer
sensitive" or "when countries X and Y improve relations" are not
acceptable. Examples of acceptable event entries include "at conclusion
of Spring 2013 NATO Ministerial," "when party leader dies,"
etc. If there is no acceptable event to correlate to the declassification,
choose a date, or use 25 years if no earlier time is evident;
(2) Date: SMART provides
options to declassify the information in 10 years, 25 years, or on a specific
date; and
(3) Exemptions (50X1-HUM): Given the extreme sensitivity of
information that would reveal the identity of confidential human sources or
human intelligence sources, and the usual need to protect such information for
lifetimes or other long durations, E.O. 13526 extends the automatic
declassification exemption for confidential human sources to 50 years.
Original classifiers may mark this type of information only, at the time of
classification, as exempt from automatic declassification at 25 years. No
other type of information may be marked with a duration greater than 25 years
at the time of original classification, nor with a 50X designation.
j. For body text markings, see 5 FAH-1
H-232.15.
5 FAH-1 H-232.10 NOFORN
(CT:CH-38; 08-29-2014)
a. Apply NOFORN if content in your record email, cable,
or attachments should be protected from viewing by non-U.S. citizens. Applying
NOFORN prevents non-U.S. citizens from receiving a cable through dissemination
or search.
b. The SMART system automatically applies NOFORN to
cables with NODIS, EXDIS, or ROGER CHANNEL captions.
c. You can apply NOFORN to unclassified or classified
cables; however you can only apply NOFORN and release a NOFORN cable using
ClassNet. NOFORN cables are not released from or sent to OpenNet.
d. If you apply NOFORN to unclassified cables, the
SENSITIVE caption must be applied so that the cable displays the appropriate
SBU marking when viewed or printed. Mark unclassified paragraphs with
(SBU/NF).
e. Some Department of Defense systems will not accept
SBU NOFORN cables. If you are sending an SBU NOFORN cable to a DoD recipient,
apply a classification of CONFIDENTIAL for transmission with instructions
"Declassify and protect as SBU/NOFORN upon receipt."
5 FAH-1 H-232.11 REL TO
(CT:CH-38; 08-29-2014)
a. SMARTs REL TO (aka "releasable to")
feature is used on ClassNet to indicate non-U.S. Government entities listed in
the CAPCO table to which Confidential or Secret information may be disseminated
without prior approval. The CAPCO table consists of trigraphs (three-letter
abbreviations) and tetragraphs (four-letter abbreviations) representing
countries and organizations. Participation as a member in a tetragraph
organization can be classified.
b. REL TO has the effect of NOFORN for countries not
named. Users can only apply REL TO and release a REL TO cable using ClassNet.
Users may send Unclassified archive messages to a foreign PLA without applying
REL TO.
c. SMART performs the following validation on cables
with REL TO information:
(1) A message with REL TO information must be
classified. A message with REL TO must not be marked as NOFORN;
(2) A message with REL TO must not be marked as EYES
ONLY;
(3) A message addressed to a foreign addressee
requires REL TO markings and must include the trigraph code associated with the
country of the addressee; and
(4) A user-provided tetragraph code must be defined in
the SMART database.
5 FAH-1 H-232.12 Captions
(CT:CH-38; 08-29-2014)
a. Captions are acronyms or phrases used to target or
restrict distribution of and specify handling instructions for cables.
b. Use caution when sending a captioned cable to
individuals or distribution lists. Some captions are provisioned to not allow
delivery to email addresses. If an email address is included on such a
captioned cable, the SMART Core will strip the email address and those
addressees will not receive the message. The following captions do not allow
distribution to SMTP addresses:
AGREMENT CHANNEL
CONSULAR MALFEASANCE PROTECTED
EXDIS
MANIFEST CHANNEL
NODIS
ROGER CHANNEL
c. SMART does not perform RBAC for email addresses
during dissemination; those addressees will receive a cable even if they are
not provisioned for the applied captions. Those individuals are still subject
to RBAC during search and, without the proper provisioning, will not be able to
access the cable from the archive.
d. Cables that include a reference to a previously
released, captioned cable do not need to carry the same caption unless the
substance of the cable is similar in nature.
e. A message can have only one channel caption.
However, multiple non-channel captions can be assigned to the same message if
no other restrictions are in place (for example, drafters are advised to not
apply additional captions to messages with AGREMENT CHANNEL or DIRGEN CHANNEL).
f. Some captions indicate that the cable contains
personal information that is subject to limitations on access and disclosure
and that should be appropriately safeguarded under the Privacy Act of 1974, as
amended. For more information regarding captions and Privacy/PII, see 5 FAH-1
H-232.12.
g. The following captions require compliance with
strict distribution and handling procedures which take precedence over other
captions or instructions. Drafters are advised to not use other captions in
conjunction with these captions:
AGREMENT CHANNEL
DIRGEN CHANNEL
DS CHANNEL
DSX CHANNEL
ROGER CHANNEL
h. See 5 FAH-1 H-216 for
drafters and 5
FAH-2 H-440 for information management specialist (IMS)
personnel for a complete list of captions and usage guidance.
5 FAH-1 H-232.13 Privacy/Personally
Identifiable Information (PII)
(CT:CH-38; 08-29-2014)
a. When a cable contains information regarded as
sensitive and personal by the Privacy Act of 1974 as amended (5 U.S.C. 552a), the
drafter should protect the information by marking the cable as containing such
information using SMARTs Privacy/PII marking and using a restrictive caption. Previewed
and printed messages will display Privacy/PII in the header and footer.
b. Cables with the following captions frequently
contain Privacy/PII content:
AGREMENT CHANNEL
DIRGEN CHANNEL
DISSENT CHANNEL
EEO CHANNEL
HR CHANNEL
MED CHANNEL
TM CHANNEL
OVERSEAS CITIZEN SERVICES PROTECTED
c. Privacy/PII, however, is not necessarily limited to
these captions; the drafter is responsible for ensuring that privacy content is
appropriately marked and protected. If there is not an appropriate restrictive
caption, the message should be sent as a record email.
d. Information considered sensitive and personal
includes personnel, payroll, medical, passport, adoption, or other personal
information about individuals, including Social Security numbers and home
addresses and information about employees as well as members of the public. It
is Department of State policy to treat many routine messages, including
transfer orders, containing social security numbers as sensitive with
Privacy/PII protection.
e. When the drafter selects the Privacy/PII option on a
cable, the Privacy/PII marking itself does not subject a cable to RBAC during
dissemination. The cable is sent to nominated addressees using normal
dissemination rules, and is subject to RBAC based on the applied captions and
other markings. Selecting the Privacy/PII marking automatically applies Addressee Only in
order to limit archive access to the releaser and current users at the
recipient post authorized to access Privacy/PII. The drafter can deselect
Addressee Only.
f. For more information on Privacy/PII, go to SMART
Online Help.
5 FAH-1 H-232.14 References
(CT:CH-38; 08-29-2014)
a. SMART allows users to include multiple references in
a cable.
b. There is no limit to the number of references
entered. The system will automatically attempt to resolve references to cables
and record emails into active hyperlinks to the messages location in the
archive.
c. Users must list references to cables and record
emails ahead of references to letters, memoranda, working emails, or phone
conversations.
d. When referring to a cable, list the message
reference number (MRN) in its entirety if at all possible, using the following
format: YY ORIGINATOR ##. For example: 10 State 345123; 11 Berlin 416.
e. If a reference was not originally sent to all the
cable addressees, enter it followed by the word "NOTAL in parenthesis. For
example: 11 LONDON 3419 (NOTAL); 10 LONDON 4123 (NOTAL).
f. Including a captioned message as a reference does
not require the user to apply the same caption to the draft cable, unless the
text of the draft cable cites material from the referenced message or the
substance of the draft cable is similar in nature.
5 FAH-1 H-232.15 Passing
Instructions
(CT:CH-38; 08-29-2014)
a. SMART allows drafters to include Passing
Instructions in a cable to specify any special message delivery or
handling requirements.
b. Drafters should not use passing instructions to
direct cable delivery to individuals. Instead, enter the individuals email
address directly in the cables INFO field.
c. The system requires that multiple passing
instructions be separated by a semi-colon (;) or carriage return. To ensure
compatibility with non-SMART messaging systems, limit character use to 68
characters or fewer per line and avoid using commas.
d. Attention indicators such as PASS or ALSO PASS
are not required.
5 FAH-1 H-232.16 (Body Text) How
to Format Paragraphs - Numbering and Classification Markings
(CT:CH-38; 08-29-2014)
a. Drafters should follow the guidelines listed below
when entering body text.
b. If the cable contains more than one paragraph,
number each paragraph consecutively (do not number a single paragraph).
c. Mark each element and/or paragraph of the body text
in a cable with its appropriate classification level or handling caveat within
parenthesis. For example:
(1) (S) for Secret;
(2) (S/REL TO: USA, XXX and XXXX) for a Secret cable
that is releasable to one or more countries (trigraphs) or organization(s)
(tetragraphs);
(3) (S/NF) for Secret/NOFORN;
(4) (C) for Confidential;
(5) (C/REL TO: USA, XXX and XXX) for a Confidential
cable that is releasable to one or more countries (trigraphs) or organization(s)
(tetragraphs);
(6) (U) for Unclassified;
(7) (C/NF) for Confidential NOFORN; and
(8) (C/ORCON/NF) for Confidential NOFORN cable, the
content distribution of which is originator-controlled.
d. Drafters must include the classification of each
paragraph immediately after the paragraph number:
(1) Use the first letter(s) of the classification
enclosed in parenthesis; for example (C), or (S). NOTE:
(U) is used only on classified cables where the paragraph or element is
unclassified; and
(2) Use the header example for all paragraphs that are
releasable to foreign nationals. Examples:
(a) (C/REL TO: USA, XXX and XXX) for a confidential
cable that is releasable to one or more countries (trigraphs) or
organization(s) (tetragraphs); and
(b) NOFORN cannot be selected in conjunction with REL
TO; drafters must use paragraph markings appropriately on paragraphs not releasable
to foreign nationals; for example, (SBU/NF), (C/NF), or (S/NF)
e. The cables overall classification reflects the
highest classification level of any element or paragraph of the cable. For
example, a cable with paragraphs marked (C) and paragraphs marked (S) means the
cable should have an overall classification level of Secret.
5 FAH-1 H-232.17 (Body Text) How
to Format Paragraphs with Sensitive Information
(CT:CH-38; 08-29-2014)
a. If the paragraph does not warrant classification,
but contains information which must be protected from unauthorized disclosure,
mark the paragraph as (SBU) for Sensitive But Unclassified.
b. If the paragraph is not numbered, such as the
summary paragraph, the sensitivity marking precedes the text.
5 FAH-1 H-232.18 (Body Text) When
and How to Use a Summary Paragraph
(CT:CH-38; 08-29-2014)
a. If the body text extends beyond the equivalent of
three standard letter-sized pages, drafters must summarize the content. Enter
an unnumbered paragraph immediately above paragraph one. Begin the summary
paragraph with the words "BEGIN SUMMARY"; end this paragraph with the
words "END SUMMARY." In this paragraph, enter a brief but concise
summary of the cable.
b. Drafters must mark the classification or
administrative control of this paragraph as instructed in 5 FAH-1
H-232.15.
5 FAH-1 H-232.19 (Body Text) When
and How to Use Abbreviations and Quotations
(CT:CH-38; 08-29-2014)
Drafters can abbreviate words if used frequently. If the
word is used only once or twice, spell out the word. Spell out the
abbreviation or acronym the first time it is used (unless it is understood
universally), adding the shortened form in parenthesis. For example:
Headquarters U.S. NATO (Hqs USNATO) in this example NATO is a well-established
acronym so spelling it out is unnecessary. Federal agencies, international
organizations, and foreign governments, such as FBI (Federal Bureau of
Investigation) and UNDP (United Nations Development Program) can also be
abbreviated.
5 FAH-1 H-232.20 (Body Text) Unacceptable
Symbols for Legacy Systems
(CT:CH-38; 08-29-2014)
a. While SMART allows all ASCII characters in the cable
form, we recommend that you do not use the following characters in your cables,
as they can be interpreted by the system as an indicator for malware or a
system command:
Backslash: \
Braces or Brackets: [ ] { }
Pipe: |
Caret: ^
Tilde: ~
b. Do not use the following markings in unclassified cables:
(1) (C) indicates classified text. Do not use as
anything other than a paragraph marker (e.g., a list marked (A), (B), (C)); and
(2) (S) indicates classified text. Do not use as
anything other than a paragraph marker (e.g., optional plural on a word such as
pet(s)).
c. Beware also of including characters that result
from AutoCorrect (e.g., smart/curly quotes, fractions, emoticons, ordinals) or
non-ASCII symbols (e.g., the copyright symbol ). SMART and other external
messaging systems cannot properly interpret these characters, which may result
in either your cable being rejected or improperly formatted. SMART recommends
against pasting the subject or body from a Microsoft Word file because of its
default AutoCorrect settings. To copy and paste text into a SMART cable, use a
plain text editor (e.g., WordPad or Notepad).
5 FAH-1 H-232.21 (Body Text) Rich
Text Formatting
(CT:CH-38; 08-29-2014)
a. SMART allows you to insert rich text elements into
cables. For example, you can select a font and color, insert tables or special
characters, embed graphics, provide automatically numbered or bulleted lists,
include hyperlinks, etc. These rich text elements can enhance reporting,
improve presentation, or otherwise help to clarify and highlight archive
message content. See 5 FAH-1
Exhibit H-232.21 (1).
b. Be aware that while SMART users receive the archive
message in the format you intended, the messaging systems used by non-SMART
recipients often do not allow rich text formatting. SMART has special back-end
processing which converts SMART cables to a compatible format for these
systems. Keep in mind that non-SMART messaging systems cannot process graphics
or attachments; these items are stripped from a cable outbound to a non-SMART
messaging system. See 5 FAH-1
Exhibit H-232.21(2).
c. If it is necessary to maintain rich text
formatting, convert the cable to a directly addressed record email, which
delivers the message directly to individuals using their SMTP (email) address.
Only convert the cable if it is appropriate to do so, as directly addressed
record emails do not convey organizational authorization nor do they enforce
the same role-based access control on dissemination. See 5 FAH-1 H-233
for more information about directly addressed record emails.
5 FAH-1 H-232.22 Foreign Language Characters
(CT:CH-38; 08-29-2014)
a. SMART recommends against using non-Latin-based
foreign language characters when drafting a cable.
b. While SMART can interpret non-Latin-based foreign
language characters (e.g., Arabic, Chinese) in the message body (not in the
subject line), these characters are not interpreted correctly when the cable is
delivered to external messaging systems. For example, external systems that
use legacy formats restrict content to ASCII characters; these systems will
transform non-ASCII characters into question marks or other incorrect
characters.
c. Foreign language characters are permitted in
attachments and display properly.
5 FAH-1 H-232.23 Signature
(CT:CH-38; 08-29-2014)
a. Signatures are defined for all SMART originators in
the system back-end. This includes military entities as well as foreign
affairs agencies at post. If the signature block is not applicable (e.g.,
USDAO), SMARTs back-end systems define it as such and SMART will not insert a
signature.
b. SMART automatically inserts the signature using the
releasers home post designation. Users do not enter this information; it will
appear on the cable when displayed or printed.
5 FAH-1 H-232.24 Enter Drafter,
Clearer(s), Approver
(CT:CH-38; 08-29-2014)
a. By default, SMART enters a user name in the cables
drafter field based on the login credentials used to access the application.
SMART allows you to modify the name that appears in the drafter field using
review tools.
b. SMART does not require a message clearer to be
identified in a cable; however, your local business policy or your own
location's review process may include message clearers. SMART provides several
dialogs in which you can enter the name(s) of message clearers.
c. SMART cables must include one message approver.
SMART allows you to enter multiple message approvers, but only the first one
entered will appear in the cable. If you do not enter an approver during the
drafting process, SMART prompts you to enter an approver when you attempt to send
or release the message. If you suppress this warning using SMARTs
configuration settings or override this warning, the releasers name is
automatically entered as the approver if no other approver is identified.
d. For specific guidelines on identifying the cable
drafter, clearer(s), or approver in SMART, please see the SMART Online Help.
5 FAH-1 H-232.25 Preview
(CT:CH-38; 08-29-2014)
For specific information on the preview functions, go to
SMART Online Help.
5 FAH-1 H-232.25-1 Preview While
Drafting
(CT:CH-38; 08-29-2014)
a. Users can preview cables created in SMART before
they are released to ensure that the content and markings are correct. When
the user selects the preview function, the draft cable opens in Adobe Acrobat
as a .pdf file.
b. The preview function will show your user information
as the releaser in the preview, even if you have another name in the releaser
field. The client does not populate the releaser field with the actual
releasers name until cable is released
c. On ClassNet, if the drafter has not selected a
classification level before previewing the document, the classification marking
in the preview will default to the highest available classification level.
5 FAH-1 H-232.25-2 Preview For
Printing
(CT:CH-38; 08-29-2014)
Users can preview cables before they are printed to set
print options. When the user selects the preview function, the cable opens in
Adobe Acrobat as a .pdf file. From here the user can select to print the
cable. Refer to SMART Online Help for specific procedures.
5 FAH-1 H-232.26 Attachments
(CT:CH-38; 08-29-2014)
a. Users can attach certain file types to SMART cables
and record emails. If you attach an unsupported file type, SMART will spill or
reject the message. To send an attachment with a cable, unsupported file types
must be converted to one of the approved types; otherwise, users can attach the
file to a working email. Note that SMART removes attachments from messages
delivered to external agencies if the external agency lacks a messaging system
capable of accommodating an attachment.
b. SMART supports the following file types:
|
Windows Bitmap
|
.bmp
|
|
Comma-separated value
|
.csv
|
|
Data File
|
.dat
|
|
Microsoft Word Document
|
.doc, .docx, .docs
|
|
Microsoft Word Document Template
|
.dot, .dotx
|
|
Graphics Interchange Format
|
.gif
|
|
Hypertext Markup Language
|
.htm, .html
|
|
JPEG Image
|
.jpg, .jpeg
|
|
JPEG-JIFF Image
|
.jiff
|
|
Project File
|
.mpp
|
|
Outlook File Template
|
.oft
|
|
Acrobat Portable Document Format
|
.pdf
|
|
Portable (Public) Network Graphic
|
.png
|
|
Microsoft PowerPoint Slideshow
|
.pps, .ppsx
|
|
Microsoft PowerPoint Presentation
|
.ppt, .pptx
|
|
Rich Text Format File
|
.rtf
|
|
Tagged Image Format File
|
.tif, .tiff
|
|
Text File
|
.txt
|
|
vCard Format
|
.vcf
|
|
Visio Drawing
|
.vsd
|
|
Microsoft Excel
|
.xls, .xlsx
|
|
Extensible Markup Language File
|
.xml
|
|
XML Schema
|
.xsd
|
c. SMART does not support email files (.eml and .msg). If you must send an email as an attachment to a
cable, convert the email to a supported format before attaching it.
5 FAH-1 H-233 HOW TO DRAFT DIRECTLY ADDRESSED
RECORD EMAILS
(CT:CH-38; 08-29-2014)
a. Directly addressed record emails are sent to one or
more individuals and warrant retention in the archive as a record of Department
activities. These archive messages have the following characteristics:
(1) Addressed to individuals (i.e., email addresses)
using the Global Address List (GAL) or free-form address (for external
recipients);
(2) Are identified by a unique MDA number formatted as
YY MDA NNNN (e.g., 09 MDA 1234);
(3) Are not disseminated via dissemination rules, but
sent directly to addressees listed in the message (action and info), as well as
sent to the archive;
(4) Can be released by any OpenNet or ClassNet user
(do not require explicit release authority in SMART); and
(5) Are searchable by anyone with appropriate RBAC
permissions unless marked Addressee Only (see 5 FAH-1
H-233.3, Addressee Only).
b. A directly addressed record email requires an ACTION addressee or an INFO
addressee, a subject, body text, TAGS, classification, and any other markings
identified as required by the SMART system. (See 5 FAH-1 Exhibit
H-233.)
5 FAH-1 H-233.1 ACTION Addressee
(CT:CH-38; 08-29-2014)
a. In a directly addressed record email, place the
names of recipients in the ACTION field. These
addressees can be taken from the Global Address List (GAL) or users can type an
email address directly in the ACTION field.
b. Drafters must be aware that directly addressed
record emails in the archive are searchable by SMART users and can be retrieved
by users with the appropriate RBAC permissions. Select Addressee
Only to limit message retrieval from the archive to only the sender and
recipient(s).
5 FAH-1 H-233.2 INFO Addressee
(CT:CH-38; 08-29-2014)
Directly addressed record emails can also be sent to
individual(s) and distribution lists as INFO
addressees. These addressees can be taken from the Global Address List (GAL)
or users can type an email address directly in the INFO
field.
5 FAH-1 H-233.3 Addressee Only
(CT:CH-38; 08-29-2014)
a. Applying Addressee Only to a
directly addressed record email limits archive access to the message to just
the releaser and named addressees.
b. Keep in mind that when a directly addressed record
email is released, the addressee(s) receives the email regardless of whether
they have permissions to all the applied markings. However, only those users
with the correct RBAC permissions to the record email's contents and markings
can access the message from the SMART archive. It is the releasers
responsibility to ensure that directly addressed record email recipients are
authorized to view all content in and markings applied to the record email.
c. See 5 FAH-1
H-232.3.
5 FAH-1 H-233.4 Precedence
(CT:CH-38; 08-29-2014)
SMART allows drafters to choose one of the following
precedences for each addressee:
ROUTINE (default)
IMMEDIATE
NOTE: Directly addressed record
emails cannot be sent with NIACT IMMEDIATE or FLASH precedence.
5 FAH-1 H-233.5 Subject
(CT:CH-38; 08-29-2014)
See 5 FAH-1
H-232.5.
5 FAH-1 H-233.6 TAGS (Traffic Analysis
by Geography and Subject)
(CT:CH-38; 08-29-2014)
See 5 FAH-1
H-232.6
5 FAH-1 H-233.7 Security
Classifications (OpenNet/ClassNet)
(CT:CH-38; 08-29-2014)
See 5 FAH-1
H-232.8 and 5 FAH-1
H-232.9.
5 FAH-1 H-233.7-1 NOFORN
(CT:CH-38; 08-29-2014)
a. Dissemination of record emails is not subject to
RBAC in SMART, including those marked NOFORN. Users are responsible for
ensuring that record email and working email recipients are authorized to view
the contents of any record email and its attachments. Take special care when
addressing a record email to a distribution list, where the drafter/releaser
may not know all the members.
b. See 5 FAH-1 232.10 for additional NOFORN guidance.
5 FAH-1 H-233.7-2 REL TO
(CT:CH-38; 08-29-2014)
See 5 FAH-1
H-232.10-1.
5 FAH-1 H-233.8 CAPTIONS
(OpenNet/ClassNet)
(CT:CH-38; 08-29-2014)
a. You cannot use the following captions with directly
addressed record emails. These captions are not provisioned for use with SMTP
addresses; SMART will strip any SMTP addresses from emails with these captions:
NODIS
EXDIS
ROGER CHANNEL
AGREMENT CHANNEL
CONSULAR MALFEASANCE - PROTECTED
b. See 5 FAH-1 H-232.11
for additional caption guidance.
5-FAH-1 H-233.9 Privacy/PII
(CT:CH-38; 08-29-2014)
See 5 FAH-1 H-232.12.
5 FAH-1 H-233.10 Preview
(CT:CH-38; 08-29-2014)
For specific information on the preview functions, go to
SMART Online Help.
5 FAH-1 H-233.10-1 Preview while
Drafting
(CT:CH-38; 08-29-2014)
Users can preview directly addressed record emails before
they are released to ensure that the content and markings are correct. When
the user selects the Preview function, the draft record email opens in Adobe
Acrobat as a .pdf file.
NOTE: The preview function will
show your user information as the releaser in the preview, even if you have
another name in the releaser field. The client does not populate the releaser
field with the actual releasers name until the directly addressed record email
is actually sent.
5 FAH-1 H-233.10-2 Preview for
Printing
(CT:CH-38; 08-29-2014)
Users can preview directly addressed record emails before
they are printed to set print options. When the user selects the preview
function, the record email opens in Adobe Acrobat as a .pdf file. From here
the user can select to print the record email. Refer to SMART Online Help for
specific procedures.
5 FAH-1 H-233.11 Attachments
(CT:CH-38; 08-29-2014)
a. Users can attach certain file types to record
emails. If you attach a file type that is not supported by SMART, your message
will be spilled or rejected.
b. The following file types can be attached to record
emails:
Image files (.jpg, .jpeg, .jiff, .tif, .tiff, .gif, .png, .bmp)
Microsoft Word Document (.doc, .docx, .docs)
Microsoft Word Template (.dot, .dotx)
Microsoft Project (.mpp)
Microsoft Visio Drawing (.vsd)
Text File (.txt)
Data File (.dat)
Extended Markup Language (.xml)
XML Schema (.xsd)
Hypertext Markup Language (.htm, .html)
Microsoft Excel Workbook (.xls, .xlsx)
Portable Document Format (.pdf)
vCard Format (.vcf)
Rich Text Format (.rtf)
Microsoft PowerPoint (.ppt, .pptx, .pps, .ppsx)
Comma Separated Values (.csv)
Microsoft Outlook File Type (.oft)
c. Email files .eml and .msg are not supported by SMART. If you must send a record
email with an email as an attachment, convert the email to another, accepted,
format such as a PDF file (.pdf), before attaching it to the message.
5 FAH-1 H-233.12 Items not Allowed on Directly Addressed
Record Emails
(CT:CH-38; 08-29-2014)
The captions listed in 5 FAH-1
H-233.8 are not allowed on directly addressed record emails.
5 FAH-1 H-234 HOW TO DRAFT For The
Record Emails
(CT:CH-38; 08-29-2014)
a. To initiate a For the Record
email, users must select SMARTs For the Record option,
fill in all required fields, and enter content in the subject and body.
b. For the Record emails also
can be used to send attached documents, such as job vacancy announcements,
official correspondence, and Diplomatic Notes directly to the SMART archive.
Additional text can be placed in the body of the message for descriptive
purposes. See 5
FAH-1 Exhibit H-234.
5 FAH-1 H-234.1 ACTION Addressee
(CT:CH-38; 08-29-2014)
In SMART, when a user selects For the
Record as the message type, the system automatically inserts the SMART
Archive as the addressee in the ACTION field.
NOTE: No other addressees can be
added in either the ACTION or INFO
fields.
5 FAH-1 H-234.2 Addressee Only
(CT:CH-38; 08-29-2014)
a. Applying Addressee Only to a For
the Record email limits archive access to the message to just the
releaser.
b. See 5 FAH-1
H-232.3.
5 FAH-1 H-234.3 Subject
(CT:CH-38; 08-29-2014)
See 5 FAH-1
H-232.5.
5 FAH-1 H-234.4 TAGS (Traffic
Analysis by Geography and Subject)
(CT:CH-38; 08-29-2014)
See 5 FAH-1
H-232.6.
5 FAH-1 H-234.5 Security
Classifications (OpenNet/ClassNet)
(CT:CH-38; 08-29-2014)
See 5 FAH-1
H-232.8 and 5 FAH-1
H-232.9.
5 FAH-1 H-234.6 Preview
(CT:CH-38; 08-29-2014)
See 5 FAH-1
H-233.10.
5 FAH-1 H-234.7 Attachments
(CT:CH-38; 08-29-2014)
See 5 FAH-1
H-233.11.
5 FAH-1 H-234.8 Items not
Recommended on For the Record Emails
(CT:CH-38; 08-29-2014)
Passing instructions are not
recommended on For the Record emails. For the record
emails are sent only to the archive and will not be passed by the system to any
other office or individual.
5 FAH-1 H-235 Using SMART CLOUT
(CT:CH-38; 08-29-2014)
For additional guidance on how to send a message using
SMART CLOUT, see the Send to SMART CLOUT Quick Guide at
http://start.smart.state.gov/Documents/Send_to_SMART_CLOUT.pdf.
5 FAH-1 H-235.1 Who Should Use SMART CLOUT?
(CT:CH-38; 08-29-2014)
a. Once the SMART client is installed at post, users
should use the SMART Client to send cables. However, a user may have to send
messages to SMART CLOUT if:
(1) You are using an automated system that uses SMART
CLOUT to generate cables; and
(2) You are with an external agency and have no
OpenNet or ClassNet computer with the SMART Client loaded.
b. Users who send cables to SMART CLOUT for release
must create the cable in a text editing application (typically Microsoft Word)
and follow the line-by-line content rules dictated by SMART CLOUT. SMART CLOUT
accepts two text formats for cables. One is the 185 (aka domestic) format;
the other is the preferred and more prevalent pseudoheader (aka overseas)
format. The pseudoheader format is described in 5 FAH-1
H-235.2.
5 FAH-1 H-235.2 Line-by-Line
Content Rules
(CT:CH-38; 08-29-2014)
a. The line-by-line content table below provides
guidelines to properly format a Word attachment so that a user successfully sends
a cable using SMART CLOUT. While some users may experience success using a
slightly different format, SMART does not recommend deviating from the
guidelines below. An example of a properly formatted Word file is provided.
See 5 FAH-1
Exhibit H-235.2
b. Important: Most of the
lines in the cable do not have to be preceded by specific text. For example,
you do not have to type Classification: before
providing the classification of the message. However, the following lines do require specific text:
E.O. 13526:
TAGS:
SUBJECT:
REF:
|
Line Number
|
Description
|
Examples
|
Notes
|
|
1
|
Classification
|
UNCLASSIFIED
|
One line only
|
|
2
|
Charge symbol and date
|
PROG 10/31/2013
|
One line only
|
|
3
|
Office approver
|
DS/POL/PPD: J SMITH
|
One line only
This field should not be blank. If not used, only the
term NONE is acceptable.
Enter the approving officer's complete office symbol
followed by a colon, space and the approving officer's initial(s) and last
name. The name, including both initials (or space if no middle initial) must
be a single string. The approving officer is usually a Department of State
officer. Exceptions are USTR, USAID, and PEACE CORPS.
|
|
4
|
Office drafter
|
NEA/INT: GHWILSON:ewf
|
One line only enter the complete office symbol, colon,
and space, followed by first name, middle initial and or first and middle
initials and last name, and the preparer's signature (if someone else is
preparing it). If there is no middle initial, enter a space instead. If
from an agency other than the Department, enter the agency's symbol instead
of the office symbol.
|
|
5
|
Office clearer(s)
|
SCI: IMSPOCK, POL: ALINCOLN
|
One line only
Must contain office symbol followed by a colon (e.g.,
NEA/CAR:) and use a comma to separate the names. Start listing the clearing
officers on the first line flush with the left margin; continue across the
line. Drafters are limited to one line (65 characters), then must use a plus
(+) sign before adding additional names. This denotes that there are
additional clearing officers listed at the end of the telegram. Then list
the next clearing officer two lines below the end of message symbol (YY) and
continue on across the line; three per line. Enter a single end of message
symbol (Y) after the last clearing officer's name.
|
|
6
|
Dissemination symbol
|
PERC
|
One line only
|
|
7
|
Blank for most messages, but requests for
acknowledgement Z operating signals, such as ZFF4, should be placed here if
required. If a Z operating signal is used, there is no blank line before or
after.
|
|
Optional
|
|
8
|
Originator (originating post)
|
AMEMBASSY LONDON
|
One line only
|
|
9
|
Addressees
|
AMEMBASSY ABIDJAN
|
|
|
|
Blank line must follow the last addressee.
|
|
|
|
|
Captions and/ or passing instructions
|
HR CHANNEL,SENSITIVE
|
Can do multiple captions per line each separated by a
comma but only one passing instruction per line. Drafters can use more
than one line, if needed, to list the captions. However, the entire caption
name (e.g., HR CHANNEL) must be on the same line.
Enter pii on the caption line if the Privacy/PII
marking is required.
If the document contains both captions and passing
instructions, there must be a blank line inserted between the captions line
and the passing instructions.
|
|
|
Blank line must follow caption line.
|
|
|
|
|
E.O. 13526:
|
13526: N/A
|
Include E.O. 13526: before typing the text. For
unclassified cables, enter N/A after the colon. For
confidential or secret cables, enter either the declassification
date (MM/DD/YYYY) or event (e.g., After POTUS
visit) after the colon.
|
|
|
TAGS:
|
TAGS: APER
|
Include TAGS: before typing the
list of TAGS
Required for State Department-originated cables
|
|
|
SUBJECT:
|
SUBJECT: CLOUT SAMPLE FORMAT
|
Include SUBJECT: before typing
the subject line
Required with two spaces after
colon
|
|
|
Blank line must follow the subject.
|
|
|
|
|
REF:
|
|
Include REF: before the
reference
Optional
|
|
|
Body of message; text is required.
|
(U) If your message requests that action be taken, state
it here, in the first paragraph.
(U) This is an example of an unclassified cable that
requires administrative control.
(S) Paragraphs are numbered unless the message consists
of only one paragraph. If the paragraph content is other than unclassified,
paragraph markings must be present and correspond to the highest
classification of the content.
|
Required
|
|
|
Blank line must follow the message body.
|
|
|
|
|
Signature
|
PICARD
|
Required
|
|
|
Blank line must follow the signature.
|
|
|
5-FAH H-235.3 Additional Formatting Rules
(CT:CH-38; 08-29-2014)
a. Use only the punctuation marks that are used in the
examples. Replacing commas with semicolons or colons with commas causes
message delivery failure.
b. Do not use double hashtags (##) anywhere in the
cable.
c. All cables must have a subject TAGS as the first
TAGS. Exceptions apply when the following captions are used: ADM AID, AIDAC,
DEAX, and TOPEC. This formatting rule is not required for SMART; however, is
still recommended to prevent issues with other messaging systems.
d. Cables must include an approving officers name in
the office approver field.
5 FAH-1 H-235.4 Send SMART CLOUT
Cable
(CT:CH-38; 08-29-2014)
This file must be sent via email as an attachment to the
SMART CLOUT address. Using the GAL, look for CLOUT, SMART as the addressee. If
you do not have access to the GAL, enter svcsmartcloutlow2@state.gov (OpenNet)
or smartcloutadmin@state.sgov.gov (ClassNet) as the addressee.
5 FAH-1 H-236 through 239 UNaSSIGNED
5 FAH-1 Exhibit H-232.9(1) SMART Cable
(Unclassified)
(CT:CH-38; 08-29-2014)
5 FAH-1 Exhibit H-232.9(2)
SMART Cable (Classified)
(CT:CH-38; 08-29-2014)
This cable is classified as SECRET for illustrative
purposes only.
5 FAH-1 Exhibit H-232.21(1)
SMART Cable With Rich Text Formatting as Viewed by a SMART Recipient
(CT:CH-38; 08-29-2014)
5 FAH-1 Exhibit H-232.21(2)
SMART Cable With Rich Text Formatting Translated Into ACP-127 Format
(CT:CH-38; 08-29-2014)
5 FAH-1 Exhibit H-233
Directly Addressed Record Email
(CT:CH-38; 08-29-2014)
5 FAH-1 Exhibit H-234
For the Record Email
(CT:CH-38; 08-29-2014)
5 FAH-1 Exhibit H-235.2
CLOUT Cable Formatted in Word
(CT:CH-38; 08-29-2014)
