Information Technology

Security policy requires all managers to ensure that access to information resources is immediately revoked when no longer required due to a change in personnel job responsibilities, transfer, routine separation, or adverse termination. The applicable portion of Handbook AS-805, Information Security, outlining this requirement is reprinted below for your convenience.

Handbook AS-805, Information Security

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6 Personnel Security

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6.7 Departing Personnel

6-7.1 Routine Separation

Routine separation of personnel occurs when an individual receives reassignment or promotion, resigns, retires, or otherwise departs under honorable and friendly conditions. Unless adverse circumstances are known or suspected, the individual will be permitted to complete his or her assigned duties and follow official employee departure procedures. When personnel leave under nonadverse circumstances, the individual's manager, supervisor, or contracting officer must ensure the following:

a. All accountable items, including keys, access cards, laptop computers, and other computer-related equipment are returned.

b. The individual's computer logon ID and building access authorizations are terminated coincident with the employee's or contractor's effective date of departure, unless needed in the new assignment.

c. All sensitive information, in any format, in the custody of the terminating individual is returned, destroyed, or transferred to the custody of another individual.

6-7.2 Adverse Termination

Removal or dismissal of personnel under involuntary or adverse conditions includes termination for cause, involuntary transfer, and departure with pending grievances. In addition to the routine separation procedures, termination under adverse conditions requires extra precautions to protect Postal Service information resources and property. The manager, supervisor, or contracting officer of an individual being terminated under adverse circumstances must:

a. Ensure that the individual is escorted and supervised at all times while in any location that provides access to Postal Service information resources.

b. Immediately suspend and take steps to terminate the individual's computer logon ID(s), access to Postal Service information systems, and building access authorizations.

c. Ensure prompt changing of all computer passwords, access codes, badge reader programming, and physical locks used by the individual being dismissed.

d. Ensure the return of accountable items and correct disposition of "RESTRICTED INFORMATION" as described under routine separation (see 6-7.1).

e. Notify the Inspection Service.

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Managers must also periodically review access authorizations granted to personnel under their supervision to be sure that the access is still required for personnel to perform their duties. (See Handbook AS-805, 9-4.2.5.)

• For mainframe access, call Host Computing Services at 651-406-2110.

• For ACE and other information resource access, make the change in eAccess.

— Corporate Information Security Office,
Information Technology, 8-18-05

NOTICE

DVD Equipment Deployment and General Information

Information Technology has deployed over 17,000 DVD recorders and players to all field and Headquarters offices with a business need for this equipment. The DVD technology and equipment will enable creating training and informational DVDs, duplicating them (within copyright limits), and viewing content on every ACE desktop. DVDs also take up less storage space and are easier and less costly to distribute by mail.

No More VHS Format. Information Technology has been working with Employee Development and other training content owners to insure that all training videos and courses are now provided on DVD format, versus the previous VHS tape format. Effective immediately, no further training videos or courses in VHS format should be sent to the field or any Headquarters facility.

Excessing Nonstandard Equipment. Included in this project is the removal of all VHS/VCR (non-integral to TVs) and non-standard DVD systems from these offices, once the new DVD systems are installed. Such equipment is to be shipped to the Material Distribution Center, Topeka, Kansas, using the PS Form 969, Material Recycling and Disposal, process.

Registering New Equipment. Once you've installed your new equipment, be sure to register online at http://IT- DVD-Registration. Registering your equipment is an important step that further protects the Postal ServiceTM and starts the enforcement of covered warranty service.

Standards for Creating DVDs. The standards for commercially prepared `pressed' DVDs are DVD5 or DVD9 formats. These are industry standards and have been in use for some time. For DVDs created internally, the standard is DVD+R (for write once-read many) or DVD+RW (for read and write many times). The DVD+RW format is most like your experience recording and/or re-recording of VHS tapes. Internal Postal Service creators of DVDs should use DVD+RW formatted discs to make `master recordings' for further duplication needs. DVDs that are intended to be played repeatedly, or disseminated to other locations to be played on DVD players or ACE workstations/laptops, are to be recorded only on DVD+R formatted discs. This will insure playability with the largest set of devices, and provide protection from erasing or recording over the recorded content. To further insure consistent best quality results, internal Postal Service creators are directed to use only the Verbatim DVD+R and +RW formatted discs, available from the Material Distribution Center (MDC) in Topeka, Kansas.

Ordering Supplies. Order supplies for DVD equipment from the MDC using Touch Tone Order Entry (TTOE): Call 800-332-0317, option 2. Note: You must be registered to use TTOE. To register, call 800-332-0317, option 1, extension 2925, and follow the prompts to leave a message. (Wait 48 hours after registering before placing your first order.)

For answers to questions or concerns, contact Materials Customer Service at 800-332-0317, option 1, 1, then 4.

Touch Tone Order Entry Reminders

• Register before using TTOE for the first time.

• Enter the 13-digit stock number or 3-digit quick pick number for items ordered.

• Enter only your 10-digit access code; placing a 1 in front of it will cause "record not found."

• Enter the numbers promptly. TTOE is a timed system requiring frequent input prompts or it will disconnect.

• Place as many orders as desired. There is no limit to the number of orders placed.

• Remember that all orders placed before 5:00 P.M. CST will batch together with the same order number.

• Correct mistakes by contacting National Materials Customer Service at 800-332-0317 option 1, 1, then 4, prior to 5:00 P.M. the same day you place the order.

• Be sure the shipping order number is composed of 10 digits: the last four digits of the FEDSTRIP number, the Julian date (the last two digits of the year plus the three-day digit day, e.g., "230" for August 18 and "001" for January 1), and the letter "S."

DVD Supplies Available for Ordering from the MDC. Below is a list of supplies available through the MDC.

For More Information. Go to http://nced.usps.gov/distance_learning/dvd/ for information regarding installation, service, and other topics. Contact Tim Patterson at 919-501-9566 for any questions regarding the VHS to DVD Replacement Program or Nick Sucich at 202-268-5178 for any DVD recording questions.

— Distributed Computing Environment,
Information Technology, 8-18-05