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

SENSITIVE BUT UNCLASSIFIED
Inappropriate Use of Government Equipment
OIG reviews at Embassy Hanoi and Consulate General Ho Chi Minh City
identified inappropriate material stored on the data servers. The material included
chain letters, audio files, video files, an excessive number of personal files, and
other inappropriate material. Additional review showed that some individuals
inherited these files from previous incumbents of the positions. Because the post
has established files that can be shared among the personnel in a section, there is
no reason why individuals should inherit someone else’s folder.
Recommendation 14: Embassy Hanoi should include transfer of official
documents to shared folders and deletion of all other files as part of the
checkout process. (Action: Embassy Hanoi)
Ineffective Implementation of Technology
The public affairs section and the protocol section maintain individual databases
to track contacts. Several issues need to be addressed. The protocol section
uses the Department-developed contact database application in which only the
protocol assistant can input or modify data. The public affairs section uses several
different software applications to track contacts. The use of multiple databases
that contain similar data and the synchronization of those databases result in
additional costs to the post. OIG made an informal recommendation to address
this issue.
Web Sites: External and Internal
Mission Vietnam has two Internet sites: Hanoi and Ho Chi Minh City. The
public affairs sections - primarily the IRC personnel - maintain these sites that
present the mission’s face to the world. The information management office
maintains the embassy Intranet page. The web sites contain erroneous, incorrect,
and outdated information. For example, Embassy Hanoi’s site contained misspelled
words, incorrect descriptions of offices, and grammatically incorrect narrative.
All web sites are to comply with Section 508 of the Rehabilitation Act.
These issues are addressed as informal recommendations.
OIG Report No. ISP-I-05-28A, Inspection of Embassy Hanoi and CG Ho Chi Minh City, Vietnam, September 2005
SENSITIVE BUT UNCLASSIFIED
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