REPAIR AND RETURN PROCEDURES
(CT:TEL-100; 06-04-2024)
(Office of Origin: DT/EI/NT)
5 FAH-2 H-841 REPAIRS AT POST
(CT:TEL-81; 03-09-2023)
(State only)
Training information management (IM) personnel to properly operate equipment and perform preventive and emergency first-level maintenance is the most cost-effective method of keeping systems operational. IM personnel can receive training at the Foreign Service Institute's School of Applied Information Technology (FSI/SAIT) or at a Regional Information Management Center (RIMC), and on the job. If IM personnel cannot resolve a maintenance problem, the ranking IM officer can request assistance from RIMC. If the RIMC cannot repair the equipment, the information management officer (IMO)/information programs officer (IPO) must decide on the most cost-effective and timely method of restoring the equipment to service. Alternatives are described below.
5 FAH-2 H-841.1 Repairing Classified Information Processing Equipment (CIPE) at Post
(CT:TEL-100; 06-04-2024)
(Uniform all agencies)
Only cleared IM personnel are authorized to perform maintenance on classified information processing equipment (CIPE). If cleared U.S. technicians are not able to repair CIPE, the equipment must be returned to a maintenance facility in the United States via the classified diplomatic courier pouch for repair/return or replacement (see 5 FAH-2 H-842). In extreme circumstances, non-TEMPEST equipment can be broken down into parts to be used as spares for compatible CIPE components. Posts are also subject to the additional Classified Automated Information Systems (CAIS) and CIPE requirements stated in 12 FAH-6 H-633. Posts that have equipment that has been inspected by DT/FO/ITI/TSS (Technical Security and Safeguards division) must contact DT/FO/ITI/TSS prior to removal of CAIS, CIPE and other electronic equipment from the controlled access area (CAA), secure storage, secure transit or other secure environment for disposition and decertification.
5 FAH-2 H-841.2 Unclassified Equipment Outside Controlled Access Areas (CAA)
(CT:TEL-81; 03-09-2023)
(Uniform all agencies)
When authorized locally, locally employed staff (LE Staff) or local vendors can repair unclassified equipment used outside a CAA. When using local vendors, care must be exercised to ensure that only the proper and requested repairs are performed. During telephone repairs involving the main distribution frame, see specific instructions in 5 FAH-2 H-621.2 for escorting foreign nationals.
5 FAH-2 H-842 RETURN PROCEDURES
(CT:TEL-58; 05-30-2017)
(Uniform all agencies)
CIPE that cannot be repaired at post must be shipped and returned according to the procedures below to maintain the secure integrity of the equipment. CIPE can be TEMPEST equipment, zoned equipment, or commercial-off-the-shelf (COTS) components that were procured and subsequently handled in accordance with established DS security standards and designated for processing classified information.
5 FAH-2 H-842.1 Shipping Methods for Classified and Unclassified Materials
(CT:TEL-58; 05-30-2017)
(Uniform all agencies)
a. Posts should dispatch inoperable equipment used in the CAA via diplomatic courier pouch with the highest classification of information that could be processed with that equipment. Unclassified processing equipment used inside a CAA must be sent SBU NOFORN.
b. Inoperable equipment used in offices outside a CAA should be sent via unclassified diplomatic pouch.
5 FAH-2 H-842.2 Return Procedures for DT Program Property
(CT:TEL-100; 06-04-2024)
(State only)
The repair of CIPE, radio, and telephone systems will be handled in a similar manner; the same process that is in place for ADP equipment located inside the CAA (see 12 FAH-6 H-634.4-3(B) and 12 FAH-6 H-542). Post will send an official telegram to SECSTATE WASHDC, and the appropriate RIMC, requesting a return authorization number (RAN). This telegram should be assigned traffic analysis by geography and subject (TAGS) AMTC, ACOA, and KRIM. A slug line must include the respective regional bureau and the appropriate maintenance provider:
CIPE, ADP - DT/FO/ITI/LWS/MNT
Radio - DT/FO/ITL/LWS/RPB
Telephone - DT/FO/ITI/LWS/FPT
The RAN request telegram should include the equipment model number, serial number, and ILMS IT program property tag number. Posts must request a RAN prior to returning the 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. The maintenance provider will then provide the RAN via official response telegram with detailed disposition instructions. All equipment should be returned to:
U.S. Department of State
SA-21 DT/FO/ITI/LWS/MNT/CSEA
7500 Boston Blvd.
Springfield, VA 22153
5 FAH-2 H-843 REPAIR SERVICES
(CT:TEL-100; 06-04-2024)
(State only)
DT/FO/ITI/LWS has established procedures for having non-TEMPEST classified and unclassified processing equipment repaired by vendors in the United States. The procedures vary according to whether the equipment is covered by a manufacturer or vendor’s warranty.
5 FAH-2 H-844 THROUGH H-849 UNASSIGNED