5 FAM 1200
STATE Messaging and Archive Retrieval TOOLSET (SMART)

5 FAM 1210

PURPOSE AND SCOPE

(CT:IM-192; 05-26-2017)
(Office of Origin: IRM/OPS/MSO)

5 FAM 1211 PURPOSE AND SCOPE

(CT:IM-127; 03-05-2012)

a. This subchapter establishes policy for the State Messaging and Archive Retrieval Toolset (SMART) messaging application. This policy applies to all Department personnel, contractors, and other U.S. Government agency personnel (hereinafter referred to as users) who are authorized to have access to Department facilities and networks (domestically and abroad).

b. All users of SMART must follow the policy in this subchapter and the associated Telecommunications Handbook (5 FAH-2) when using the SMART application.

5 FAM 1212 AUTHORITIES

(CT:IM-127; 03-05-2012)

The authorities for this policy are found in 1 FAM 271.5 and 5 FAM 113.

5 FAM 1213 DEFINITIONS

(CT:IM-192; 05-26-2017)

Action addressee: The post or element to which a cable is directed by the originator for action.

Allied communications publication (ACP): One of several publications that regulate the use of allied government transmission facilities. ACPs are identified by a numerical suffix, for example: ACP-127, ACP-131.

Addressee: The post, activity, or individual to whom a message is directed by the originator. Addressees are indicated as either action or information.

Archive message: Department messages analogous to cables and memoranda that have long-term record value. Archive messages are stored in the archive.

Archive (the archive): The official Department database of all archive messages sent to and received by SMART. Users can search the archive for messages and can save searches so they are notified when messages that meet their interests are added to the archive. Access to the archive is controlled by role-based access control (RBAC) restrictions.

Captions: A handling or distribution instruction that is listed before any other handling instructions in the cable text, as defined by ACP-127. A caption denotes the special nature of, or limits the distribution of, a telegram.

Classified message: In SMART, an archive message or working email that is marked as Confidential or Secret and can only be received (or retrieved from the archive) by individuals with an appropriate security clearance.

Collective: A listing of several posts and/or activities grouped for a specific purpose or type of telegraphic traffic. There are two types of collectives: Department originated, to which only the activities or bureaus within the Department may originate telegraphic traffic; and field originated, to which any member of that particular collective may originate a cable. Posts that are not in a collective may not send cables to that particular collective. Military addressees are not authorized to use collectives.

Critical intelligence (CRITIC): A handling symbol and precedence for specially formatted cables conveying national security information that must be routed to NSA and then delivered to the highest levels of the U.S. Government as fast as possible.

Dissemination rules: Settings that distribute messages to users based on logical expressions of the Departments business rules. They allow messages to be distributed to necessary recipients through derived addresses rather than only to direct addresses.

Global address list (GAL): A list of all Department and some external agency email addresses, collectives, and other user contact information.

Info addressee: The post, activity, unit, or command to which a cable is directed for information by the originator.

Main State Messaging Center (MSMC) administrator: An administrator at SMART's central site, the Departments Messaging Center.

Message: The electronic transfer of official and unofficial correspondence including telegrams and e-mail.

Metadata: Literally, data about data. Information relating to business processes, data sources, and ownership, helping users to navigate through the data.

Microsoft Outlook: A software application within the Microsoft (MS) Office suite that enables users to send and receive email messages. SMART customization enables users to send and receive SMART messages using MS Outlook.

Originator: The post or activity that originates a message.

Personally identifiable information: Information that can be used to distinguish or trace an individual's identity, such as their name, Social Security number, biometric records, etc., alone, or when combined with other personal or identifying information which is linked or linkable to a specific individual, such as date and place of birth, mothers maiden name, etc.

Plain Language Address (PLA): A unique name for use in the address component of a Command, Control, and Communications System message. A PLA identifies an organization (i.e. Amembassy London)

Post administrator: The local system administrator at a post abroad or domestic office at the Department.

Precedence: A designation assigned to a cable by the drafter to indicate 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.

Recipient: An addressee of a message who receives the message.

Releaser: A user who sends or disseminates an archive message.

Role-based access control (RBAC): A security feature in which users permissions within a system are based on their job function within an organization. In SMART, RBAC is enforced using captions, TAGS (traffic analysis by geography and subject), roles, sensitivity, post, employee type, and classification.

Sensitive message (SBU): Information which warrants a degree of protection and administrative control that meets the criteria for exemption from public disclosure set forth under Sections 552 and 552a of Title 5, United States Code: the Freedom of Information Act and the Privacy Act. See 12 FAM 540 for more details on SBU.

State messaging and archive retrieval toolset (SMART): A simple, secure, and user-driven system to support the conduct of diplomacy through modern messaging, dynamic archiving, and information sharing.

Working email: A Department message that does not have long-term record value, and, therefore, not stored in the archive. They require markings for classification and sensitivity.

5 FAM 1214 Message Types and their Usage

5 FAM 1214.1 Archive Messages and Working Emails

(CT:IM-192; 05-26-2017)

a. See 5 FAM 1213 for definitions of these message types. Cables are always archive documents, and emails may be archive (record) or working emails (non-archive).

b. When drafting, approving and/or releasing archive messages, a user must comply with 5 FAM 400, 5 FAH-1, 5 FAH-2, 12 FAM 500, 12 FAM 600, and 12 FAH-6 H-540 and any other Department requirements, i.e., precedence, classification, and subject content. Archive messages must comply with this chapter.

c. Other agencies must comply with Department standards and procedures when using the Departments communications systems. At post, the messaging regulations for other agencies will be followed only when they do not conflict with or adversely impact the Departments systems and requirements.

d. Include TAGS (see 5 FAH-1 H-140), and subject lines on all Department archive messages. SMART automatically applies Executive Order 13526 information to Department archive messages.

e. All archive messages and working emails must be marked accordingly using the appropriate sensitivity marking category designator (see 12 FAM 540).

f. See 5 FAH-1 H-900 for more information on working emails.

5 FAM 1214.2 Cables

(CT:IM-127; 03-05-2012)

a. Cables contain official evidence of the Departments business.

b. Cables require an organizational address or Plain Language address (PLA) in the action line.

c. Cables are addressed to an individual(s) in the info line.

d. Cables must have precedence, TAGS, and classification defined and may contain captions.

e. Cables must have the designated principal in charge as the authority for release at the end of the cable.

f. Cables must have message reference numbers (MRNs) as unique identifiers.

g. Cables are saved to the archive.

h. Cables can be searched and retrieved from the archive, depending on user permissions.

5 FAM 1214.3 Record Email

(CT:IM-127; 03-05-2012)

Record email is a specific feature in SMART created to enable any user to preserve an email record in the archive without it needing to be an official cable. This helps preserve many items that were not archived by legacy systems (e.g., meeting minutes, taskings, etc.):

(1) Record emails are directly addressed to an individual(s) or distribution list and assigned a unique identifier for a message directly addressed (e.g., 09 MDA 12345);

(2) Record emails may be addressed to the archive as for the record and assigned a unique identifier as a message for the record (e.g., 09 FTR 4567);

(3) Record emails must have TAGS, classification, and captions to restrict access, and privacy markings. Sensitivity markings are only on working emails;

(4) Record emails can be searched and retrieved from the archive, depending on user permissions. User permissions restrict a users ability to retrieve cables to only those captions for which their accounts have been provisioned; and

(5) Record emails cannot be retrieved by non-addressees if marked for addressee only.

5 FAM 1214.4 Working Email

(CT:IM-177; 06-21-2016)

a. Working email are similar to an MS Outlook email.

b. Working email do not have long-term record value and are kept in your inbox or .pst file for reference.

c. Working email are not stored in the archive.

d. Working email are not retrieved from SMART search inquiries.

e. Working email include notes or working drafts not needed for a proper understanding of Departmental policies and actions.

f. Working email include personal exchanges unrelated to official business.

g. Working email contain classification and sensitivity markings on both ClassNet and OpenNet.

5 fam 1215 REPORTING SMART AND/OR COMPUTER PROBLEMS

(CT:IM-127; 03-05-2012)

Domestic users experiencing problems with SMART should contact the IT Service Center, ITServiceCenter@state.gov or 202-647-2000. Users abroad experiencing problems with SMART should contact their local IT staff first.

5 FAM 1216 Through 1219 UNASSIGNED