5 FAM 590
Video teleconferencing on Department of State Enterprise Networks
(CT:IM-324; 06-28-2024)
(Office of Origin: DT/FO/ITI/SI/DTS)
5 FAM 591 PURPOSE AND SCOPE
(CT:IM-166; 09-11-2015)
a. This subchapter establishes policy for video teleconferencing (VTC) equipment on Department of State enterprise networks (i.e., OpenNet, ClassNet and DOS LAN 4).
b. Clearance authority for procurement of VTC equipment is in 14 FAM 221.3.
c. For VTC security requirements, see 12 FAH-10 H-112.23, for use of unclassified VTCs and 12 FAH-10 H-414 for use of classified VTCs.
5 FAM 592 AUTHORITIES
(CT:IM-166; 09-11-2015)
The authorities for this policy are found in:
(1) Executive Order 13589, Promoting Efficient Spending; and
(2) Telework Enhancement Act of 2010, Public Law 111-292.
5 FAM 593 DEFINITIONS
(CT:IM-324; 06-28-2024)
Commercial off-the-shelf (COTS): VTC equipment that is commercially available.
Endpoint: Video conferencing specific equipment used to connect to an enterprise network for the purpose of participating in a video conference.
OpenNet Video and Data Collaboration (ONVDC): The Bureau of Diplomatic Technology (DT) program for OpenNet collaborative video conferencing. ONVDC is managed by the DT Video Program Office (VPO).
Secure Video and Data Collaboration (SVDC): The DT program for Secret collaborative video conferencing via ClassNet. SVDC is managed by the DT VPO.
TS Video and Data Collaboration (TSVDC): The DT program for Top Secret collaborative video conferencing. TSVDC is managed by the DT VPO.
TEMPEST equipment (or TEMPEST-approved equipment): Equipment designed to control unintentional compromising leaks from telecommunications and automated information systems equipment. This equipment is evaluated in accordance with National TEMPEST Standards by NSA-certified personnel and laboratories. See 12 FAM 090.
Video Program Office (VPO): The DT program office for OpenNet, ClassNet, and LAN4 video conferencing management and administration.
Video Teleconference (VTC): General term used interchangeably with, and as an abbreviated form of, "video-conference",i.e., VTC equipment and VTC session.
5 FAM 594 Video Teleconferencing
5 FAM 594.1 OpenNet Video and Data Collaboration (ONVDC)
(CT:IM-301; 06-06-2023)
a. This section applies to all video teleconference (VTC) endpoint equipment physically connected to OpenNet.
b. VTC equipment owners must ensure that VTC equipment connected to OpenNet is not simultaneously (physically) connected to another network, e.g., internet.
c. VTC equipment owners must adhere to the security requirements in 12 FAH-10 H-112.23, Unclassified Video Teleconferencing Policy, and the Video Program Office (VPO) registration policy for ONVDC listed in 5 FAM 595.1.
d. New VTC equipment must be purchased through an existing VPO procurement contract. If no VPO procurement contract exists, defer to the Office of Acquisitions Management (A/OPE/AQM).
e. VTC equipment owners must procure and renew annual vendor maintenance packages for upgrade, replacement, and repair until such time that the VTC equipment model is no longer supported by the manufacturer, or if required by the VPO.
f. VTC equipment owners must fund and replace equipment no longer supported by the manufacturer, and/or removed from the IT CCB baseline, with current technology within 180 days from the equipment end-of-service date.
g. Failure to adhere to this policy will result in revocation of VTC equipment registration, and notification sent to the Program Applications Division (DS/IS/APD).
5 FAM 594.2 Secure Video and Data Collaboration (SVDC)
(CT:IM-301; 06-06-2023)
a. This section applies to all video teleconference (VTC) endpoint equipment physically connected to ClassNet.
b. VTC equipment owners must adhere to the security requirements in 12 FAH-10 H-414, Secure Video Teleconferencing (SVTC), and the VPO registration policy for SVDC listed in 5 FAM 595.2.
c. VTC equipment connected to ClassNet may not be simultaneously (physically) connected to another network, e.g., LAN4, SIPRNet, OpenNet, or internet.
d. VTC equipment must be located in rooms that have been surveyed and granted specific DS SVDC approval as directed by 12 FAH-10 H-414. The DS SVDC approval must be granted prior to the SVDC registration process. Approving offices are DS/IS/APD (domestically) and DS/CTS/TIE/FTD-CTTA (overseas).
e. New VTC equipment purchases must be procured through an existing VPO contract for video conferencing equipment. If no VPO contract exists, defer to the Office of Acquisitions Management (A/OPE/AQM).
f. The VPO will be the sole point of contact for VTC equipment updates, repairs, and upgrades. The VPO is responsible for integrity testing and the distribution of VTC equipment software and firmware updates.
g. VTC equipment owners can only install VPO-approved equipment with distributed software and firmware updates. In addition, VTC equipment owners must notify and receive VPO and DS approval before upgrading, repairing, or replacing VTC equipment.
h. Commercial off-the-shelf (COTS) equipment owners must fund and replace equipment no longer supported by the manufacturer, and/or removed from the IT CCB baseline, with current technology within 180 days from its end-of-service date.
i. TEMPEST equipment owners must fund and replace equipment that has been decertified and removed from the approved equipment list (AEL) or is no longer supported by the manufacturer with current technology and within 180 days from its end-of-service date.
j. Failure to adhere to this policy will result in revocation of VTC equipment registration and notification sent to DS/IS/APD and DS/CTS/TIE/FTD-CTTA.
5 FAM 594.3 Top Secret Video and Data Collaboration (TSVDC)
(CT:IM-324; 06-28-2024)
a. This section applies to all video teleconference (VTC) endpoint equipment physically connected to DT/FO/ITI/SI/DTS-managed LAN 4.
b. VTC equipment owners must adhere to the security requirements in 12 FAH-10 H-414, Secure Video Teleconferencing (SVTC), and the Video Program Office (VPO) registration policy for SVDC listed in 5 FAM 595.3.
c. VTC equipment connected to DOS LAN4 may not be simultaneously (physically) connected to another network, e.g., ClassNet, SIPRNet, OpenNet, or internet.
d. VTC equipment must be located in rooms that have been surveyed and granted specific VTC authorization as directed by 12 FAH-10 H-414. Authorization must be granted prior to the TSVDC registration process. The authorizing office is DS/SI/IS/SSO domestically and overseas.
e. New VTC equipment purchases must be procured through an existing VPO contract for video conferencing equipment. If no VPO contract exists, defer to the Office of Acquisitions Management (A/OPE/AQM).
f. The VPO will be the sole point of contact for VTC equipment installation, updates, repairs, and upgrades. The VPO is responsible for integrity testing and the distribution of VTC equipment software and firmware updates.
g. VTC equipment owners can only install VPO-approved equipment with distributed software and firmware updates. In addition, VTC equipment owners must notify and receive VPO and DS approval before upgrading, repairing, or replacing VTC equipment.
h. Equipment owners must fund and replace equipment no longer supported by the manufacturer and/or removed from the IT CCB baseline with current technology within 180 days from its end-of-service date.
i. TEMPEST equipment owners must fund and replace equipment that has been decertified and removed from the approved equipment list (AEL) or is no longer supported by the manufacturer with current technology and within 180 days from its end-of-service date.
j. Failure to adhere to this policy will result in revocation of VTC equipment registration and notification sent to DS/SI/IS/SSO.
5 FAM 595 video Program office (vpo) Registration Policy
(CT:IM-301; 06-06-2023)
NOTE: All video teleconference (VTC) endpoints on Department of State enterprise networks must be registered through the Video Program Office (VPO) before the units connect to other VTC endpoints or bridges.
5 FAM 595.1 ONDVC Registration
(CT:IM-301; 06-06-2023)
a. Post personnel must obtain written approval from the Countermeasures Program division (DS/CTS/TIE) and their post's counterintelligence working group (CIWG) authorization to install VTC endpoints in a Controlled Access Area (CAA), per the requirements of 12 FAH-10 H-112.23, before registering for ONVDC use with the VPO.
b. All VTC endpoints, regardless of location, must register their unclassified device in accordance with 12 FAH-10 H-112.23 before the VPO will continue the ONVDC registration process.
c. Once DS requirements have been met, the ONVDC equipment owner must open a service request through the IT Service Center to request a new ONVDC site registration with the VPO.
d. The VPO will contact the requestor to verify that appropriate DS requirements have been met to continue the ONVDC registration process in accordance with current VPO guidelines and standard operating procedures. Once completed, the VPO will place the device in a database for annual re-registration.
e. The ONVDC registration database will be managed by the VPO and viewable online at the Service Maintenance Status site. Device owners will be responsible to ensure point of contact (POC) information is current.
f. The VPO will review the database continuously throughout the calendar year. Annual renewal of the VTC device will occur if the device is currently supported technology. If device technology is not current the VPO will:
(1) issue a 90-day notice to the equipment owner to obtain authorization and/or purchase maintenance contract; and
(2) place the device on a list for a 90-day review.
g. Failure to comply within the 90-day period will result in revocation of the device registration for operational use.
5 FAM 595.2 SVDC Registration
(CT:IM-301; 06-06-2023)
a. Per 12 FAH-10 H-414, all SVDC endpoints must obtain written authorization from DS/CTS/TIE and the CIWG (abroad), or DS/IS/APD and the Facilities Security Division (DS/PSP/FSD) (domestically) before registering with VPO for operational SVDC use.
b. Once authorization has been granted, the SVDC equipment owner must open a service request through the IT Services Center to request a new SVDC site registration with the VPO. The VPO will contact the requestor to verify that DS SVDC authorization and equipment maintenance contracts are in place and continue the registration process in accordance with current VPO guidelines and standard operating procedures. Once registered, the VPO will place the device in a database for annual re-registration.
c. The SVDC registration database will be managed by the VPO. Device owners will be responsible to ensure POC information is current.
d. The VPO will review the database continuously throughout the calendar year. Annual renewal of the SVDC equipment will occur if the device is currently supported technology. If the device technology is not current, the VPO will:
(1) issue a 90-day notice to the equipment owner to obtain authorization and/or purchase maintenance contract; and
(2) place the device on a list for a 90-day review.
e. Failure to comply within the 90-day period will result in revocation of the device registration for operational use.
5 FAM 595.3 TSVDC Registration
(CT:IM-301; 06-06-2023)
a. Per 12 FAH-10 H-414, all TSVDC endpoints must obtain written authorization from DS/SI/IS/SSO before registering with VPO for operational TSVDC use.
b. Once authorization has been granted, the TSVDC equipment owner must open a service request through the IT Services Center to request a new SVDC site registration with the VPO. The VPO will contact the requestor to verify that DS TSVDC authorization and equipment maintenance contracts are in place and continue the registration process in accordance with current VPO guidelines and standard operating procedures. Once registered, the VPO will place the device in a database for annual re-registration.
c. The TSVDC registration database will be managed by the VPO. Device owners will be responsible to ensure POC information is current.
d. The VPO will review the database continuously throughout the calendar year. Annual renewal of the TSVDC equipment will occur if the device is currently supported technology. If technology or maintenance contracts are not current, the VPO will:
(1) issue a 90-day notice to the equipment owner to obtain authorization and/or purchase maintenance contract; and
(2) place the device on a list for a 90-day review.
e. Failure to comply within the 90-day period will result in revocation of the device registration for operational use.
5 FAM 596 REQUESTING VIDEO CONFERENCING SERVICES
(CT:IM-301; 06-06-2023)
a. Users requesting video conferencing services such as conference requests, new site registrations, equipment troubleshooting, and other routine services should contact the IT Service Center via ServiceNow., ITServiceCenter@state.gov or at (202) 647-2000.
b. Users experiencing issues that require urgent attention by Video Program Office (VPO) technicians may contact VPO staff during regular business hours at (202) 663-3284 or Video_Program_Office@state.gov.
5 FAM 597 through 599 UNASSIGNED