5 FAH-2 H-620
NON-SECURE CIRCUITS
(CT:TEL-75; 11-09-2018)
(Office of Origin: IRM/BMP/GRP)
5 FAH-2 H-621 MAINTENANCE
(CT:TEL-75; 11-09-2018)
(Uniform all agencies)
Non-secure telephone equipment must be procured,
installed, and maintained in accordance with security standards appropriate to
the technical threat level of the post. Specific maintenance procedures depend
on the type of telephone system and level of training of IPC staff. All posts
abroad should follow the general guidelines below and develop specific
procedures unique to post's needs:
(1) Document post's procedures; update the PBX
programming records; and keep them on file in the IPC;
(2) Swap defective components immediately with
operable spares and send defective components for repair and return in
accordance with 5 FAH-2
H-621.5;
(3) Stock enough spare components to keep the system
continually and fully operational. As a minimum, one spare for each unique
telephone item in posts inventory and multiple spares for a larger volume of
like items;
(4) Update the Integrated
Logistics Management System (ILMS) inventory when parts are sent to the
Department for repair and when replacements are received at post;
(5) Instruct users in the capabilities of their
telephone sets to improve the efficiency of their operations; and
(6) Maintain the operational status of call accounting
systems, if used.
5 FAH-2 H-621.1 Controlled Access
Areas
(CT:TEL-75; 11-09-2018)
(Uniform all agencies)
The following security standards govern the maintenance
and daily operations of telephone equipment and circuitry located inside
controlled-access areas (CAAs) of all Department facilities, regardless of
threat level. See 12 FAH-6 OSPB Security Standards Handbook, for additional,
threat-specific security standards:
(1) Only TOP SECRET-cleared U.S. citizens may maintain
telephones used in CAAs;
(2) Instruments used in CAAs must be TSG-approved or
installed with TSG-approved disconnect devices;
(3) The post Counter-Intelligence Working Group (CIWG)
must approve private or direct outside lines that are not administered through
a PBX. Such telephones must be installed with a TSG-approved disconnect at the
point of telephone wire entry into the CAA;
(4) Telephone equipment for CAAs must be transported
to the site by secure transport under 24-hour control of Secret-cleared U.S.
citizens or by appropriate U.S. Government-approved technical means and seal.
Store equipment in CAAs within a locked and alarmed area or place equipment in
secure storage protected by a cleared U.S. presence on a 24-hour basis;
(5) DS prohibits non-secure cellular telephones and
convenience telephone accessories, such as speaker phones, cordless telephones,
and stand-alone answering machines;
(6) DS and IRM must approve optional features of a
PBX, such as voice mail, auto attendant, and call distribution, prior to
implementation;
(7) PBX and main distribution frames (MDFs) for
telephones installed inside a CAA must be located in a CAA or within a locked
and alarmed room; and
(8) IPC must control access to IDFs that support
telephone instruments or circuits in the CAA.
5 FAH-2 H-621.2 Outside
Controlled-Access Areas
(CT:TEL-12; 03-08-2005)
(Uniform all agencies)
Unescorted Foreign Service Nationals (FSNs) may repair and
maintain telephone circuitry and instruments located outside CAAs. FSN access
to the PBX and MDF may be prohibited or limited to escorted access. The RSO
makes the determination, as appropriate, in accordance with 12 FAH-6, OSPB
Security Standards and Policy Handbook, and the DS-assigned technical threat
level.
5 FAH-2 H-621.3 Remote Maintenance
Restrictions
(CT:TEL-48; 05-27-2016)
(Uniform all agencies)
a. Remote maintenance, also referred to as remote
maintenance administration and test (RMATS); remote diagnostic services (RDS);
and centralized maintenance allows a remote site to access local PBX software
and perform maintenance diagnostics and polling and programming functions.
These functions may be performed only with the concurrence of the post. Post
must be made fully aware of any reconfiguration or changes that are proposed to
its PBX. In a diagnostic and corrective action scenario, it is understood that
the action required may not be known in advance; however, a complete
recapitulation of the actions taken must be provided to post when the
maintenance or restoral action has been completed.
b. Routine remote maintenance or diagnostics may be
conducted only from cleared facilities over secure communications links.
c. In an isolated instance, if a remote maintenance
procedure over an unsecured communication link is necessary, it may be provided
by an uncleared facility over a non-secure communication link. This provision
also applies if the technical ability for a secure link does not exist at a
particular post. If remote maintenance (RMATS) is performed over an unsecured
link, the following restrictions must be adhered to:
(1) The RMATS facility must not be able to access the
PBX except through a port dedicated to infrequent RMATS activity;
(2) Unless in use, the RMATS port must remain
disconnected from all trunks and lines leaving the PBX room. If modems are
required for RMATS, they must be disconnected from the RMATS port when not in
use; and
(3) Initiation of an RMATS activity and the connection
between the RMATS port and the RMATS facility must be by an authorized person
from within the PBX.
d. IPC personnel should be familiar with the posts PBX
remote maintenance capability. However, in those posts where there is no
information management specialist assigned or IPC personnel have not been
afforded the opportunity to obtain specific PBX training, the remote facility
conducting the RMATS, RDS, or centralized maintenance activity is still required
to obtain concurrence from the responsible party at post. IPO should consult
IRM/FO/ITI/LWS/FPT to ensure that posts PBX is configured to allow remote
maintenance under the security restrictions approved by DS.
5 FAH-2 H-621.4 Direct Inward System
Access (DISA)
(CT:TEL-48; 05-27-2016)
(Uniform all agencies)
The DISA feature of PBX programming must be disabled. If
uncertain about how to disable this feature or confirm that it is disabled,
consult the area RIMC or IRM/FO/ITI/TWD/FPT.
5 FAH-2 H-621.5 Repair and Return
Procedures
(CT:TEL-48; 05-27-2016)
(Uniform all agencies)
a. The repair of Classified Information Processing
Equipment (CIPE), radio, and telephone systems will all be handled in a similar
manner, the same process that has been in place for ADP equipment located
inside the CAA. Post will send an official telegram to USOFFICE ITECH WASHDC,
SECSTATE WASHDC and the appropriate RIMC. This telegram should be assigned TAGS
AMTC, ACOA, and KRIM. A slug line must be included for the Customer Service
Exchange Activity (IRM/FO/ITI/LWS/MNT/CSEA), the respective regional bureau,
and the cognizant maintenance provider:
CIPE/ADP - IRM/FO/ITI/LWS/MNT
Radio - IRM/OPS/ITL/LWS/RPB
Telephone - IRM/FO/ITI/LWS/FPT
b. The telegram should request a Return Authorization
Number (RAN) and provide registry number, model number, and serial number of
equipment requiring repair. CSEA will then provide the RAN so that post may
return the equipment. All equipment should be returned to:
U.S. Department of State
SA-21, IRM/FO/ITI/LWS/MNT/CSEA
7500 Boston Blvd.
Springfield, VA 22153
c. Posts must request a RAN prior to returning the
equipment. This allows time for LWS to obtain regional bureau clearance for
repair or replacement of the faulty equipment. This includes equipment being
sent back for warranty repair, since that does incur a handling expense and the
regional bureaus must be able to track all expenses.
5 FAH-2 H-622 CALL ACCOUNTING
(CT:TEL-2; 05-23-2002)
(Uniform all agencies)
a. A call accounting system is an effective method to
track recurring calling patterns, to ensure that users comply with policies for
placing official calls, and to determine costs of calls. Detailed call
accounting information must be safeguarded and disseminated only on a
need-to-know basis according to 12 FAH-6, OSPB Security Standards and Policy
Handbook.
b. Post management and the ranking IRM officer
determine posts need for a call accounting system. The IRM officer should
consult the RIMC to decide which type of call accounting system to procure and
for current vendor information.
5 FAH-2 H-623 PROCUREMENT
5 FAH-2 H-623.1 PBX
(CT:TEL-2; 05-23-2002)
(Uniform State only)
The senior IRM officer at post consults with the RIMC and
post management to decide when to replace a PBX. The IRM officer submits the
formal request for funding the PBX in the IRM Section of posts Mission
Performance Plan. The request must include estimates for the total cost of the
equipment and installation and address the justification criteria below:
(1) Capacity of current PBX for expansion with regard
to a projected increase in the number of users, instruments, or telephone
lines;
(2) Age, reliability of equipment, availability of
spare parts;
(3) A change in security standards applied to post;
(4) Change in business needs linked to the
Departments regional bureaus or posts mission; and
(5) Measurable improvement in efficiency of a new
system over an existing system, i.e., automated functions to replace human
resource requirements.
5 FAH-2 H-623.2 Procurement
Responsibility
(CT:TEL-75; 11-09-2018)
(State only)
a. Coordinate all procurement requests with RIMC and
IRM/FO/ITI/TWD/FPT. IRM/FO/ITI/TWD/FPT will organize a needs assessment survey
conducted by RIMC and FPT representatives, in consultation with post management
and the ranking IRM officer. FPT will then coordinate procuring, shipping,
inventorying, and installing the new system with RIMC and posts IRM officer.
A/LM/OPS/WLC/MAT is responsible for ordering telephone equipment, from the
central investment fund for major post PBX upgrades, or bureau and/or post
funds for ancillary systems or individual components. Once funding is
provided, A/LM/OPS/WLC/MAT will submit the order for the post and advise the
vendor of the method for shipment as prescribed by the post.
b. If the vendor is to ship the equipment via
Department shipping channels, A/LM/OPS/WLC/MAT must concur, and funds must be
provided to cover the cost of shipment from SA-21. A/LM/OPS/WLC/MAT will not
accept equipment from vendors that was purchased by posts unless they have
previously received copies of formal purchase requests or telegraphic orders.
The correct address for shipping through Department channels is:
Department of State
(Post Name)
A/LM/OPS
10377 Mordor Drive, SA-10A
Lorton, VA 22079
5 FAH-2 H-623.3 Supplemental
Components
(CT:TEL-48; 05-27-2016)
(Uniform all agencies)
Post must fund call accounting systems, telephone sets,
replacement circuit cards, PBX expansion cards, and other supplemental telephone
components. Coordinate all procurement requests with RIMC and
IRM/FO/ITI/TWD/FPT. RIMC will ensure that supplemental components are
compatible with posts telephone system and advise if the Department provides
maintenance support for proposed purchases. A/LM will track the purchase order
from the Department side through receipt at post and ensure that items are
properly bar-coded and sent to post through the appropriate pouch channels.
5 FAH-2 H-624 THROUGH H-629 UNASSIGNED