| Currently, whenever a STE needs to be installed, transferred, or removed, HSOs are required to complete a SER form with the correct attachments, and fax it to the DOE/HQ COMSEC Account for action. There are several problems with this process: the fax is not always received, the current SER form is not user friendly, and the SER form requires unneeded or outdated information.
The DOE/HQ COMSEC Program Manager has developed a new process for requesting STE-related services. A SER form is no longer required An HSO may now send an e-mail to the DOE/HQ COMSEC account, provide some basic information, and then describe what service is needed. COMSEC personnel will complete the required action based upon the e-mail alone.
The information listed below is the minimum information needed by the COMSEC staff to perform the required action:
- 1. For INSTALLATION of a STE for a new user(s)
- a. New user(s) name
- b. Room number and building location. Attach a scanned
copy of the document showing that the room where the STE is to be located is
approved for classified discussions (preferably the Security Area Approval
Certificate provided by the HQ Survey Team). Note that COMSEC personnel will not install a STE in a room that is not approved for classified discussions.
- c. Contact number for new user(s)
- d. Organizational routing symbol for new user(s)
- e. Key level required and any special needs, such as the need to talk to North Atlantic Treaty Organization (NATO) countries, other countries via the Combined Communications Electronic Board (CCEB), or Sensitive Compartmented Information (SCI).
- f. If the request is for a STE to be connected to a facsimile machine or computer, the HSO must state that all approvals are in place for a secure fax.
- g. When the new installation needs to be done (date or range of dates)
- 2. For TRANSFER of a STE from one user to new user, the e-mail should include:
- a. Previous user(s) name
- b. New user(s) name
- c. Contact numbers for previous and new user(s)
- d. Organizational routing symbol for new user(s)
- e. Room number and building location of both previous and new user(s). If the transfer will be made to a different room, attach a scanned copy of the document showing that the room where the STE is to be located is approved for classified discussions (preferably the Security Area Approval Certificate provided by the HQ Survey Team). Note that COMSEC personnel will not install a
STE in a room that is not approved for classified discussions.
- f. The serial number of the STE to be transferred (this is found on the back of the STE and starts out as STE A or B followed by a 10 digit serial number)
- g. The new key level required and any special requirements, such as need to discuss NATO, CCEB, or SCI information.
- h. When the transfer needs to be done (date or range of dates)
-
3. For REMOVAL of a STE, the e-mail should include:
- a. User(s) name
- b. Room number and building location
- c. Contact number for user
- d. STE serial number (This is found on the back of the STE and starts out as STEA or B followed by a 10 digit serial number)
- e. When the removal needs to be done (date or range of dates)
Once the e-mail is prepared, it should be sent to: HQSecurePhone@hq.doe.gov. This e-mail address is in the Microsoft Outlook 2007 Global Address List under the title "HQ Secure Phone."
If you need to verify that a room is approved for classified discussions or obtain a copy of a Security Area Approval Certificate, you may call the HQ Survey Team at (301) 903-7189.
If you have any questions about this HSO Spotlight, please contact Peter Leach in the Office of the Chief Information Officer at (301) 903-3957.
|
|
