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

SENSITIVE BUT UNCLASSIFIED
INFORMATION MANAGEMENT AND INFORMATION TECHNOLOGY
SECURITY
Embassy Hanoi’s information management office currently meets the information
technology needs of 178 users at multiple locations (chancery, Rose Garden
Annex, and GSO warehouse) and provides the appropriate level of information
technology security. However, top information management attention must focus
on the infrastructure issues of staffing, software, documentation including policies
and procedures, patch management, the use of information technology, and web
sites.
The functional management questionnaire completed by the embassy presents a
better picture of post operations than is justified although the post has actively
tried to come into compliance with Department policies and procedures for information
management. The lack of depth in the management section required the
information management officer, a respected officer, to assume duties in other
management areas resulting in inadequate attention and focus on implementing and
institutionalizing necessary information management policies and procedures. The
lack of depth in the information management section itself is exacerbated by
staffing gaps. OIG left informal recommendations to address improvements in post
office operations including training and equipment.
Staffing
The information management function is staffed with an information management
officer and an information systems officer who manages the Sensitive But
Unclassified network with two LES. Four LES positions are authorized. There is
also a telephone technician who occasionally provides the regional information
management center communications support. Consulate General Ho Chi Minh
City is staffed with an information programs officer, two first-tour specialists, and
three LES to manage the Sensitive But Unclassified network.
The Sensitive But Unclassified network is the backbone of embassy operations.
It is used by all infrastructure components to convey directions, track results, and
portray American views to the public. Consequently, it must be appropriately
staffed at all times. During periods of staffing gaps, the previous management
officer requested that the telephone technician provide information management
support for the networks - an area for which he has no training. One solution
would be to reprogram the current telephone technician position to an information
management specialist position and assign that position to the information systems
office.
46 . OIG Report No. ISP-I-05-28A, Inspection of Embassy Hanoi and CG Ho Chi Minh City, Vietnam, September 2005
SENSITIVE BUT UNCLASSIFIED