Embassy Hanoi and Consulate General Ho Chi Minh - OIG - US ...

SENSITIVE BUT UNCLASSIFIED
Contacts Management
Contacts management is unacceptably dispersed with different elements of the
public affairs section using four separate databases/systems to track contacts and
to provide information and reports. The four are: the Distribution Records System,
Microsoft Excel, Microsoft Access, and FileMaker Professional 7. The Bureau of
Information Resource Management (IRM) has not approved the latter for the
OpenNet. Recognizing this, users have installed FileMaker on stand-alone laptops.
This also is not allowed. The section needs to integrate all of its contact records
into one unified database accessible to the entire staff. Furthermore, the database
selected must be approved by the Department’s IRM. The present situation occurred
because the former U.S. Information Agency’s Distribution Records System
is antiquated and no longer supported by IRM. No replacement was mandated.
Embassy Hanoi has already purchased the IRM approved software, GoldMine,
which is in the possession of the information technology staff. GoldMine is a
sophisticated tool capable of manipulating data and providing many types of
reports. However, the use of GoldMine is not self-evident and does require training.
OIG informally recommended the installation of GoldMine and training in its
use.
Records Retention
The public affairs section has retained most of its paper files since it was
established on the opening of the embassy in 1995. Many of these documents are
no longer used or needed. Section staff has not reviewed the files, identified
unused records, and archived or disposed of them in accordance with 5 FAM 430.
The space occupied by unused documents can be put to better use. OIG made an
informal recommendation to address these issues.
Consulate General Ho Chi Minh City
The public affairs section at Consulate General Ho Chi Minh City is innovative
and effective. It successfully conducts a full range of public diplomacy activities
that reaches large audiences, including young people. Media relations are generally
positive, allowing the section to get out the U.S. message and place material. An
experienced public affairs officer heads the section, supported by an entry-level
officer in a rotational slot and seven LES positions. The local staff is motivated
and displays initiative. As noted, for FY 2005 Embassy Hanoi has allocated
approximately $129,000 for section programs and activities and about $4,000 for
representation.
24 . OIG Report No. ISP-I-05-28A, Inspection of Embassy Hanoi and CG Ho Chi Minh City, Vietnam, September 2005
SENSITIVE BUT UNCLASSIFIED