UNITED STATES DEPARTMENT OF HOMELAND SECURITY

IMMIGRATION AND CUSTOMS ENFORCE:MENT ACADEMY

AUTOMATED DATA PROCESSING COMPUTER SYSTEMS PARTICIPANT GUIDE

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GLYNCO,GA

REVISED July 2004

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Student Workbook National Systems

Table of Contents

CIS ••••• _._._ _ ••••• __ _ _ _ ••••••••••• _._ ••••••• _ _ •••••••• _ _ •••• 2

CENTRAL lNDEX SYSTEM

s~c _ _._. __ _._ _ __ _ _ _ _ .. _ .. _ __ . __ 4

STUDENTS AND SCHOOLS SYSTEM

SEVIS_ •• _ _ _._ •••••••••••• _._ •••• _._ ••••••••••••••••••••••••• __ _ ••• _ ••••••••••••••••••••••• 4

STUDENT AND EXCHANGE VISITOR INFORMATION SYSTEM

NDS ••• __ ._ •••••• _ ••• _._ _ •••••• _ •••••••••••••••••• _ •••••••••• _ •• _ •• _ ••••••••••••••• _.~ •• _ ••• _ ••••••••••••••••••• _ •• _ ••••••• 6

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NONIMMIGRANT INFORMATION SYSTEM

T ABLES_ •••••••••••• _ •• _ _._ _ ••• __ _ _ ••• _._. ._ _._ •••••• __ •••• _ •••••• _ ••••• _ •••••••• 7

TECSIIZIBIS •••••••••••• _ •• _ ••••••• _ •••••••• __ ••••••••••• _._ ••••••••••••• _ _ •• _ ••••••••••• _ •••••••••••••••••••• __ _.8

TREASURY ENFORCEMENT COMMUNICATIONS SYSTEMIINTER-AGENCY BORDER INSPECTION SYSTEM

NCIC-NATIONAL CRIME INFoRMATION CE111TER 9

NLETs-nm NATIONAL LAw ENFORCEMENT Tm..ECOMMUNICATIONS SySTEM 10

NAn..SD _ _ ••• _. __ _._ •••••••••• _ •••• _ •••• _ _ 11

NATIONAL AUTOMAlED IMMIGRATION LOOKOUT SYSTEM n

CLAJl\.IS ~)_ ••• _ __ -.. •• ._._._ _ ••• _ ••••••••••• _ •••• _ _ _ _._.12

COMPUTERL1NKED APPLICATION INFORMATION MANAGEMENT SYSTEM

CLAIMS 3.0 13

CLAIMS 4.0 14

ENFORCE _ _ _ •••••• _ •••••••• _ __ __ •••••••••••••••• __ ••• _ 15

ENFORCEMENT CASE MANAGEMENT SYS1EM

IDENT .••• __ ._ •••• _ _ •••• __ • __ _ •••••••• _ •••••••• _ __ •••••• _ ••••••••••••••• _ ••••••••••••• _ •• _ 16

MISCELLANEOUS INFORMATIONAL AND ADl.WNISTKA.TIVE MESSAGES _ _ ••• 17

Policy Memo Number SPP 96-001- Use ofDHS (Legacy INS) B1ect:ronic Mail (E-Mail) System : 17

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CIS

Central Index System

Purpose:

CIS is a centralized, computer-based system that serves as the heart of the DRS mission support, both in areas of service benefits and law enforcement It contains identifying and detail information on aliens, provides selected data from various DBS databases, and indicates other databases in which information on an alien may reside.

Description:

The Central Index is the central repository of info:i:mation concerning DHS "A;' files. It contains data on lawful permanent residents, naturalized U.S. citizens, violators of immigration laws, aliens with Employment Authorization Document (BAD) information and others for whom the service has a special interest. Those individuals who are within the nonimmigrant class are generally found within the Nonimmigrant Information System (NIlS) or the Student and Schools System (STSC).,

Types of information:

Port-of-entry

Country of citizenship Previous FCO

FBI number

Passport number

Travel document number

Mother' sJFather' s name ,

Personal description identifying data such as: Name, AKA. DOB, COB, Sex

Identifying numbers such as: A-number, current FCO, Requesting FCO, and Dates, Transfer status.

History transaction data: Border Crossing Card (BCC) data, Violation data, Naturalization data. A-file consolidation data.

LPRICARD information and CARD historical data IMDACNisa Packet Information

Deportable Alien Control System (DACS) - inadmissable/deported alien information Employment Authorization Document System (EADS) - information and EAnS historical data

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Sources of information:

Student Workbook National Systems

Forms and documents used by DHS in servicing and controlling aliens (applications, visas, petitions, etc.)

Interfaces:

AFACS - Alien File Control System

EADS - Employment Authorization Document System NTIS - Non Immigrant Information System,

STSC - Student and Schools System

NACS - Naturalization Adjudication Casework System

CLAIMS - Computer Linked Application Information Management System MFAS- Marriage Fraud Amendment System

RAPS - Refugee, Asylum and Parole system

DACS Deportable Alien Control System

NAILSll - National Automated Immigration Lookout System IMDAC- VP (Visa Packet information),

SSA - Social Security Administration.

SEVIS - Student and Exchange Visitor Information System

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STSC

Students and Schools System

Purpose:

The Student and Schools System maintains information on all nonimmigrant foreign students while they are in the United States and the schools authorized to enroll them. The system also provides student and school statistical information.

Description:

STSC is the primary vehicle for identifying, locating. and determining the status or eligibility for benefits of nonimmigrant students and their dependents. Data is. captured from forms relevant to foreign students and made available for query. This data includes requests for extensions of stay, changes of status, transfers, and employment authorizations. STSC also maintains records on approved schools, school officials and current or past violations.

Types of data:

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Biographical data Admission number Citizenship data

U.S. entry data

Current school code Current student status Education/employment data School violations data School data

Sources ·of infonnation:

1-94 - AnivallDeparture Record

1-20 - form for student eligibility

1-508 - request for extension of stay 1-506 or 1-530 - change of student status 1-17 - school certification data

Interfaces:

NIlS - Non Immigrant Information System CIS - Central Index System

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SEVIS

Student and Exchange Visitor Information System

Purpose:

The Student and Exchange Visitor Information System maintains information on all nonimmigrant foreign students and exchange visitors while they are in the United States and the schools and programs authorized to enroll them. The system also provides student and school statistical information as well as exchange visitor program information.

Uescription:

SEVIS is an internet-based data system designed to electronically capture and maintain student, school and exchange visitor program information

Types of data:

Biographical data Admission number Citizenship data Current school code Current student status

\ U.S. entry data

) School violations data School data

Exchange Visitor data Program data Educationtemployment data

Sources of information:

Web-based data entry from Schools, Department of State and Department of Homeland Security field offices.

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NITS

Nonimmigrant Information System

Purpose:

, NTIS is the central repository of information designed to track and maintain status of all foreign visitors and non-immigrants

Description:

NTIS contains arrival, departure and ancillary information pertaining to nonimmigrant aliens entering the US. It contains data on the individual's status, identifies individuals who may have overstayed. and provides statistical information to DHS managers. It provides for queries based on biographical, classification, and citizenship data.

Types of data:

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Biographical data Citizenship data Admission number Visa data EntrylDeparture data Visitor status

Travel information Intended address data

Sources of Infonnation:

1-94 ArrivalJDeparture Record

Interfaces:

CIS- Central Index System

STSC- Students & Schools System NACS-Naturalization Automated Casework System TECSII Treasury Enforcement Communications System NAILS-National Automated Immigration Lookout System

FBI- Federal Bureau of Investigations

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TABLES·

Purpose:

Provides reference tables for codes found within DBS systems.

Description:

Tables- is a multi level reference table.

It is available from

ANY

PROMPT.

From

Type:

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Press the Enter Key

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TECSIIIIBIS

Treasury Enforcement Communications System Inter-Agency Border Inspection System

Purpose:

TECS n is an automated enforcement and inspection system. It was created by the U.S. Customs Service and supports federal agencies by collecting information on individuals suspected of illegal activities.

mIS is a multi-agency effort to improve border enforcement and facilitate inspections of applicants for admission into the U.S. The system integrates computer resources to assist inspections, investigations and law enforcement. It strengthens border security where threats of terrorism, narcotics trafficking and other law enforcement violations are involved.

Simply put, TECsn is the computer program, mIS is the interface hardware and inter-agency agreements that enable the agencies to function more effectively.

Description:

TECS n is a large database that creates, maintains and receives information on persons entering the U.S. It is used at ports-of-entry by DHS officers. This system will. alert officials to potential persons of interest. 'IECSII serves as the central database for IBrS.

mIS is a joint effort by the Department of Homeland Security, Department of Agriculture, and the Department of State .. It combines information from many agencies into the TECSn database.

IBIS also facilitates inspection of applicants for admission to the United States. IBIS provides an interface to support systems of different border inspection agencies, including the National Automated Lookout System (NAILS), Treasury Enforcement Communications System (TECS), Advanced Passenger Information System (APIS). POE Office Management System (POMS) and Workload Analysis Modules.

IBIS utilizes document readers that permit the reading of travel documents; improves the exchange of data between agencies regarding nonimmigrant arrival and departure; and provides POE's with the ability to quickly detect fraud, share intelligence, and prosecute violators.

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Types of Data:

Biographical data Lookout records Case status data

Travel document numbers

ADIT (Alien Documentation Identification Technology) data Fraudulent document data

So~ofbUonnatioru

DHS - Department of Homeland

Security

IRS - Internal Revenue Service bOA Department of Agriculture DOS - Department of State

FBI Federal Bureau of Investigation

INTERPOL - International Criminal Police Organization

DEA Drug Enforcement Agency BATF -Bnreau of Alcohol, Tobacco & Firearms

. Other Jaw enforcement agencies

Interfaces:

CLASS- Consular Lookout And Support System NCIC- Nationel Crime Information Center

NAILS II-National Automated Immigration Lookout System IT CLETS- California Law Enforcement Telecommunications System NLETS- National Law Enforcement Telecommunications System

Canadian interface to NLETS

NCIC-National Crime Infonnation Center

The National Crime Information Center (NCIC) is a nationwide computerized information system established as a service to all criminal justice agencies-local, state, and Federal

The goal of NCIC is to help the criminal justice community perform its duties by providing and maintaining a computerized filing system of accurate and timely documented criminal justice information readily available as to many criminal justice agencies as possible. For NCIC purposes, "criminal justice information" is defined as "information collected by criminal justice agencies that is needed for the performance of there legally authorized, required function."

This includes: wanted person information; stolen property information; criminal history information; information compiled in the course of investigation of crimes that are known or believed on reasonable grounds to have occurred, including information on identifiable individuals; and information on identifiable individuals compiled in an effort to anticipate, prevent, or monitor possible criminal activity.

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National Systems

The structure and basic procedures of the NCIC were approved by resolution of the full membership of the International Association of Chiefs of Police in Philadelphia, Pennsylvania, in October 1966.

NLETS-The National Law Enforcement Telecommunications System

The National Law Enforcement Telecommunications System (NLETS) is made up of representatives of aU states, Puerto Rico, the District of Columbia, and several federal law enforcement agencies. NLETS is a nonprofit corporation whose purpose is to provide improved interstate law enforcement and criminal justice.

The NLETS network provides for the exchange of data between the states and throughout the nation, including the transmission of administrative messages and specific database inquiry/response information.

NLETS includes the following information:

• administrative messages

• regional broadcasts

• nationwide aU points broadcasts

• criminal history

• vehicle, boat, and snowmobile registration

• driver's license

• hazardous material

• aircraft tracking

• ORION - Originating Agency Identifier (OR!) :files on all agencies nationwide

• National Insurance Crime Bureau (NlCB)

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NAILsn

National Automated Lookout System n

Purpose:

NAILS II is a lookout enforcement system that contains information about persons of interest to the DRS for law enforcement purposes. It expedites the determination of traveler admissibility :into the U.S. and identifies individuals who are suspected of illegal activity.

Description:

NAILS II facilitates inspection and investigation 'processes by providing quick and easy retrieval of information. The lookout database provides biographical and case data that may be searched by name, soundex, A-number, or date of birth. It provides the capability for temporary and local lookouts, and helps to automate the inspection process by simplifying data entry, search, and retrieval procedures.

Types of data:

Biographical data Nationality Nationality

Alias name Previous history Files control office

Case number Case codes Text remarks Contact name

Contact phone number

Sources of information:

Interfaces:

G-143 - Lookout notice worksheet CLASS - Consular Lookout and support system

DACS - Deportable Alien Control System TECSII - Treasury Enforcement Communications System.

TECSII - Treasury Enforcement Communications System.

CIS - Central Index System

CLASS - Consular Lookout and support system

DACS - Deportable Alien Control System

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StodentVVorkhook National Systems

CLAIMS (Mainframe Based)

Computer Linked Application Information Management System

Purpose:

CLAIMS effectively supports the functions required for the receipt, adjudication, and notification processes of the Examinations program of CIS.

Description:

The current CLAIMS implementation combines several systems that support adjudication's processing requirements.

L FARES-Pee Application Receipt and Entry System - Accounting and fee receipt activities.

2. RAFACSIT-Receipt and Alien File Accountability and Control System IT - Maintains control of A-files.

3. EADS-Employment Authorization Document System -Generates Employment Authorization cards (I-688B)

Types of Data: .

Application validation Fee receipts

Case status and adjudication Printed reports and notices

Interfaces:

AAO - Administrative Appeals Office

CIS - Central Index System

ICF - Immigration Card Facility

MFAS-Marriage Fraud Amendment System NACS-Naturalization Automates Casework System RAPS-Refugee, Asylum and Parole System

CLAIMS 3.0 (LAN Based)

The Computer-Linked Application Information Management System (CLAIMS) 3.0 was established as an umbrella system that incorporates casework-oriented processing of CIS benefits, including application receipt, adjudication, and notification. CLAIMS generally

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Student Guide National Systems requires ongoing software operational support, maintenance, training. documentation, and installation support. The processes supported by CLAIMS 3.0 will be incorporated into CLAIMS 4.0 as soon as the naturalization processes are finalized and funding is made available. The LAN version is located in the Service Centers and provides information to the consolidated CLAIMS 3.0 mainframe that is mainly used for queries by field offices.

The Computer Linked Application Information Management System 3 (CLAIMS 3 or C3) is a distributed transaction-based system designed to:

a) Support high-volume processing of applications and petitions received by CIS as part of the Direct Mail program at CIS Service Centers;

b) Capture fees and provide funds control for all monies received via the application/petition process;

c) Provide case status to applicants/petitioners (customers) throughout the period of case processing. and;

d) Support and record the results of the adjudication of each application/petition. In FY 2001. an anticipated 6.2 million applications bringing in over $600M in receipts are expected to be processed at the Service Centers in CLAIMS 3.

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CLAIMS 4.0 (LAN Based)

The Computer Linked Application Information Management System (CLAIMS) 4 provides an enterprise application architecture for all CIS benefits processing. As of April 2001, CLAIMS 4 has been fully deployed to all the appropriate sites. This design has been initially implemented for the Naturalization benefit; specifically named N400, Application for Naturalization; however, over the next 2 to 3 years, the remaining CIS benefits will be migrated to this application architecture.

The CLAIMS 4 system offers the CIS a means of tracking immigrant status from :initial immigrant status through work authorization, legal permanent residence, and citizenship. This national database of immigrant benefit information provides a case data repository, thus offering information to help manage benefit functions.

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The system offers automated support for the variety of tasks associated with processing and adjudicating immigration benefits. These tasks include inputting application information. automated scheduling of examinations and adjudication, scheduling of oath ceremonies, generating numerous notices, and through work flow; enforcing standardized processes for each application type. To optimize benefit adjudication quality. the system supports interfaces with internal and external entities, including interfaces to the Central Index System (CIS), the Receipt and Alien File Accountability and Control System (RAFACS), and the Federal Bureau of Investigation (FBI).

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ENFORCE

Enforcement Case Tracking System

The Enforcement Case Tracking System (ENFORCE), also known as ENFORCElIDENT, is an overarching "event-based" case management system for DHS enforcement activities, that integrates a collection of automated case management and functional systems. By automating manually intensive booking processes, ENFORCE streamlines business procedures and increases the number of agent staff-hours available for front-line enforcement activities, The ENFORCE integrated database provides a complete case history of each alien apprehended to be shared by all mission areas within DHS. The integration of IDE NT (biometric identification) with ENFORCE will enable DHS to positively identify and process aliens who should be placed into legal proceedings or voluntarily return to the appropriate country. ENFORCE integrates and supports functions including subject processing, biometric identification, allegations and charges and preparation and printing of appropriate forms. ENFORCE has been developed and deployed in a multi-year effort with initial capabilities to support Voluntary Return (VR) processing and Notice to Appear (NTA)

When DHS apprehends an alien, he or she is fmgerprinted and entered into the database. In some cases, IDENT will instantly identify the alien as a wanted criminal The I?HS officer can then use the system to record additional information for the alien in order to process accordingly.

Presently, ENFORCE has been predominantly deployed along the South West Border and some district offices. All ENFORCE sites are being upgraded to version 7.4. The current version has been streamlined to enable users to quickly process VR's, and produce anyone of eight NTA packages efficiently. The table below identifies the eight NTA tracks and the associated forms relevant to each:

In addition, ENFORCE will enable the recording of property and seized contraband. The application also provides for case security and case management features.

Benefits:

Service-Wide Information Management

Centralized Data Repository Accessible To All Mission Areas Within DHS

Standardized Data Collection, Data Management, Reporting, And Interfaces To Other Systems

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IDENT

The Automated Fingerprint Identification System

The Automated Fingerprint Identification System (!DENT) is a client-server fingerprint identification module, which currently assists DHS in the identification of repeat illegal entrants and aliens wanted by other law enforcement agencies. The IDENT module or subsystem is planned for use by all DHS organizations through interfaces with both enforcement and benefits systems and will eventually interface directly with the FBI.

The integration of IDE NT (biometric identification) with ENFORCE ("event-based" case management system) will enable DHS to positively identify and process aliens who should be placed into legal proceedings or voluntarily return to the appropriate country

This system will be used by Detention Centers, Ports of Entry, Border Patrol Stations, Asylum Offices, District Offices, Service Centers and Regional Offices.

IDENT is a PC-based fingerprint identification system which assists DHS in the identification of repeat illegal entrants and aliens wanted by other law enforcement agencies

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L NAME. Use of DBS Electronic Mail (E-Mail) System II. NUMBER. (Legacy INS SPP 96-001)

ID. PURPOSE. To establish Service wide guidance to DRS management on the use of DRS e-mail systems and employee responsibilities for e-mail records created and received. This guidance applies to the operation and use of all unclassified e-mail systems within the Service.

IV. BACKGROUND. As e-mail becomesapartofDHS.standardofficeautomationcapability.itis important that users are aware of: 1) the official uses of the system, 2) their responsibility for the records created and received on the system, and 3) the potential for review of e-mail messages under Federal Laws and regulations by proper authorities.

The management of electronic records, particularly e-mail, has become an area of concern within the federal government and hence DRS. Determining when an e-mail communication becomes an official "records and providing electronic capabilities for archiving and 'storing these e-mail records are challenges that DHS is undertaking. Another challenge is for DHS employees to be aware of the potential for access and review of e-mail messages by the public and other agencies and to govern their use of the system accordingly.

Most Federal and private e-mail systems, including DRS', which are currently in use, are not designed for the preservation, use, and appropriate disposition of records. DHS is in the process of evaluating records management requirements and available technologies to perform electronic record keeping functions. DRS is also awaiting future guidance from the National Archives and Records Administration (NARA), including a revision of the "Managing Electronic Record" handbook, that will address electronic record keeping requirements in the office automation environment.

V. AUTHORITY. (DOJ Order 2640.2C.) Telecommunications and Automated Information Systems Security; OMB Circular A-I30. Management of Federal Information Resources. USC Title 44 Public Printing and Documents, Chapter 33--Disposal of Records, 3301 Definition of Records; 36 CPR Part 1220--Federal Records; Freedom of Information Act, Privacy Act.

VI. GUIDELINES. This guidance is provided to DHS management to assist in properly using and managing the DHS e-mail system.

A. E-Mail may be used:

• for brief, informal communications (e.g., an exchange of ideas; to request information);

• for transmitting formal correspondence or official communications that may become part of DHS' official records;

• for coordination (e.g., meetings);

• in place of using the telephone or interoffice mail; but be aware that e-mail files can be subject to review without the consent of the user;

• for small data file transfers (up to .5 megabytes). Contact your local administrator for specific guidance on fi1e size limitations and alternate transfer modes;

• for informal local announcements, such as health and safety seminars. brown bag lunch topics, retirement parties, DHS/union issues, etc.

B. E-Mail should not be used:

• to transmit or maintain CLASSIFIED information. Classified information may never be stored in or processed on a computer that has not been certified for such processing and transmission;

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• to establish official policy or procedures. DHS policy and procedures should be established through official concurrence channels;

• to obtain decisions, approvals, or concurrences that should be in writing for legal and audit purposes and/or require the signature/initials of an authorizing official;

• to transmit information about individuals in violation of the Privacy Act, for example personnel information, EEO matters, etc;

• for any purpose which is in violation of existing Standards of Conduct, including the distribution of offensive materials.

• to transmit any information that if made available would cause public embarrassment to you or others;

• to solicit funds or support for activities that an individual is involved in on their own personal

time (e.g., charities, volunteer work, religious or political organizations);

vn. PROCEDURES. The following section offers DHS management practical procedures for properly using and managing DBS e-mail systems.

A. Protecting System Access. This section details operating procedures to ensure the availability, integrity, and confidentiality ofDHS e-mail systems and data.

1. User Password: Passwords are required to support minimum requirements for access control, least privilege (i.e., granting access only to information that is necessary to do one's job), and system

integrity. A network sign-on capability will be implemented at a minimum and consist of a user ID and a password but sites may also implement secondary password protection at the e-mail application level Minimum password management procedures are outlined below.

1. Passwords are to be at least a six character alpha-numeric combination.

2. Passwords are to be changed at least once every 90 days. If you suspect that your password has been compromised, change it immediately and report the incident to your local Computer Systems Security Officer (CSSO). The local CSSO is responsible for filing a computer incident report with the DBS Computer Security Program Manager, Office of Information Resources Management.

3. Users who negligently fail to protect the security of their passwords can be held accountable for any misuse or abuse that is committed using their ID and password. Therefore, do not write your password down; do not tape it to a workstation. desk, or file cabinet; and do not give it to anyone .

.2. Tennination: Whenever an employee terminates employment with DBS hislher e-mail account must be deleted by the local e-mail administrator.

3. Transfers: Whenever an employee transfers to a permanent duty location within DHS or their transfer is for 30 days or more the e-mail administrator must initiate a full user move to relocate the email account. If the transfer is for less than 30 days the e-mail account and new messages may be rerouted to the temporary duty location and subsequently restored upon the employee's return to hislher original duty station.

4. External DBS Access: DBS e-mail system messages and attachments may be provided to the general public via a Freedom of Information Act (FOIA) request and to other Federal Agencies on a need-toknow basis. Therefore, according to FOIAIP A regulations and Federal policy, almost anyone may request and receive DHS e-mail documents without the consent or knowledge of the user. All requests

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for access to DHS e-mail records should be directed to the local FOIAIP A office.

B. Preserving E-Mail Messages as Official Records. An e-mail message is a document created or received on an electronic mail system which may include brief notes, more formal or substantive narrative documents, and any attachments, such as word processing and other electronic documents that

are transmitted with the message. .

Official Records: An employee who creates or receives an e-mail document is responsible for making the determination as to whether or not the document is an official or federal "record" or "non-record", as defined in the United States Code (USC. Annotated, Title 44, Public Printing and Documents, Chapter 33--Disposal of Records, 3301. Definition of records. This determination is to be made in the exact same manner as a hard copy, paper document that you create or receive.

It is also the responsibility of each employee to comply with existing records management and record keeping regulations and guidelines on the creation, maintenance and disposition of official records. For further guidance on records management issues DHS offices should contact the Headquarters, Director, Files and Forms Management, (202) 514-2547. As a general rule-of-thumb employees should focus on the content of the message and ask "if this piece of information had come to me on a sheet of paper, what would I be required to do with it?" Whatever you would have done with it had it come to you on paper is what you must do with it if it comes to you electronically. If the rule for the information on paper would be to discard when no longer needed, the same would hold true for the e-mail message.

All records determined to be official "record" material must be preserved by moving the records to an official record keeping system. Because most Federal and private e-mail systems. including DHS3, currently are not designed to accommodate records management record keeping requirements, e-mail messages determined to be official or federal "records" must be copied and maintained the same as hard copy records.

vm. ROLES AND RESPONSmn..ITIES:

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A. DBS Management. DRS local management is responsible for ensuring that the following activities are performed:

1. Ensure that users under your management cognizance have received instructions on the proper use of e-mail, understand their e-mail roles and responsibilities, and their "expectation of privacy" as outlined in this bulletin.

2. Ensure that local procedures are in place for the approval of e-mail messages for Service wide distribution.

3" Ensure that access to e-mail messages are only given under the proper authorities (supervisory, investigative, other Federal agency request, FOIA, etc).

4. Ensure that E-mail user directories remain current.

5. Ensure that the local administration of e-mail is in accordance with the guidelines in this bulletin.

B. E·mail Administrator. The local e-mail administrator is responsible for ensuring that the following activities are performed:

1. Ensure the integrity, availability, and confidentiality of the e-mail system. E-mail administrators are not authorized to read the contents of user's files unless appropriately authorized in writing by proper management or investigative authorities. Unauthorized access to e-mail files is a violation of Federal law.

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Student Guide National Systems Ensure that proper backups are made on a regularly scheduled basis and that backups are appropriately labeled and stored off-site. This can be included in the LAN system administration procedures for backup and recovery.

Change the password on e-mail administration accounts at least every 45 days.

Perform regular maintenance to ensure continued availability of storage space. Provide users 30-days notice that all messages over 90 days old will be automatically deleted.

Keep user directories current. Ensure that user accounts, for employees (both DHS employees and contractors) who have terminated employment, transferred from DRS or are no longer part of the DRS e-mail system, have been deleted along with any of their messages.

Ensure that e-mail accounts are moved or rerouted for those employees who have transferred, either permanently or temporarily, within DRS. See Section vn A2 and 3 for details.

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C. DDS EmployeeslUsers. DRS employees are responsible for ensuring that the following activities are performed:

1. Determine on a record by record basis what is an official record. Official records must be copied and maintained in accordance with existing DRS records management requirements.

2. Be aware that e-mail systems are part of regular automated system backup procedures (e.g., daily, weekly, monthly) and although you may have deleted a message, it may still be retrievable using special software utilities or it may be contained on a backup tape.

3. E-mail message content should be judiciously worded and DRS business-related. E-mail files are no different from hard copy documents stored in the work area or file cabinets, and thus may be reviewed by an individual with the proper authority and operational need without the consent of the user.

4. On a daily basis, immediately delete any non-record material; and review stored mail at least once a month, delete any unneeded messages, and archive those messages essential to carrying out your job.

5. Notify the local e-mail administrator upon termination of employment with DRS or upon a permanent or temporary transfer within DRS so that their e-mail account can be deleted, moved or rerouted.

6. As with non-electronic communications, the individual is entrusted with the responsibility of taking additional steps necessary to protect highly sensitive information, such as non-public, investigative, procurement sensitive, or system vulnerability information. Additional steps may include, but are not limited to, encrypting data, using encrypted telephones, encrypted facsimile, registered mail, or courier services.

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IMMIGRATION AND CUSTOMS ENFORCEMENT ACADEMY

July 2004

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