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Offsite Contractor Connectivity Policy

M/IRM has developed a contractor connectivity policy to meet planned staff work requirements and better manage the network for all users. This policy affects all Agency-funded, off-site contractors requiring access to AIDNET.

The USAID connectivity policy regarding off-site contractors who require access to AIDNET is summarized as follows.

I. Objectives:

1. Provide direct access for contractors with legitimate system development/maintenance needs.
2. Allow USAID to manage/administer AIDNET more effectively.
3. Maintain a secure AIDNET environment.
4. Develop a simple method of email and document exchange through the Internet.
5. Establish a process to evaluate offsite contractor requirements for approved connections to AIDNET.

II. Policy:

1. IRM will support Internet email for information, documents and mail exchanged between offsite contractors and USAID staff in the RRB. Direct access to AIDNET systems will not be provided to most off-site contractors.
2. Only contractors, who develop, maintain or are required to access mission-critical systems for the Agency will be given direct connections from offsite locations to RRB. IRM will evaluate these requests on a case-by-case basis and determine the type of connectivity that is warranted. Factors such as the ability to use Internet, technical characteristics of systems developed, cost tradeoffs, security issues and administrative costs will be used to evaluate contractor requests.
3. All offsite access to AIDNET will require IRM management review and approval. Those contractors given direct access will need to have an approved background check or security clearance. The majority of the Off-site contractors do not have security clearances. However, employee must have an "Employment Authorization" done. This is a background check done at the request of the COTR to the agency Security Office (SEC).
4. It is the responsibility of the COTR to notify SEC that they would like to request the "Employment Authorization" for personnel coming on board. Upon completion of the "Employment Authorization", the COTR would then be able to ask for access to non-classified information.
5. Upon completion of the remote access request form, the COTR verifies that the user has had an "Employment Authorization", or a Security Clearance, and that they are requesting Remote Access for their employee.
6. IRM will make available the AIDNET-specific Internet specifications for email, attachments, etc and provide assistance in connecting to the USAID Internet gateway to all off-site contractors. Contractors, however, will be expected to establish their own Internet Service Provider (ISP) account.
7. IRM will not maintain or support computer hardware or software operating in an offsite contractor location. IRM will also not provide computer equipment (GFE) to offsite contractors once they relocate from USAID space. This will be the responsibility of each contractor.
8. IRM will, however, provide Internet gateway configuration, support telecommunications connections and maintain the firewall software in the RRB used to connect offsite contractors.
9. IRM will support connectivity to the RRB for approved users via FNS connection (Bell Atlantic), SMDS/shared digital connection (Bell Atlantic) or through the Internet. Other types of connections will be considered on a case-by-case basis.
10. All remote access to the network will be controlled by firewalls in the RRB. COTRs must provide M/IRM with detailed, system-level information on all remote users to properly configure these systems (See Section III. 2. for details).
11. All offsite access to AIDNET will require the use of authentication of an individual user via software being installed in the RRB. This software will be distributed by M/IRM/IPA once contractors have been approved by their COTR.
12. IRM will maintain the authentication software server to ensure all valid users have proper accounts. The COTR will be responsible for informing IRM when a contractor no longer requires access to AIDNET.
13. USAID public network Internet servers and data will be accessible via an Internet Service Provider (ISP) account. IRM will not be providing access to the public Internet for offsite users. Those staff needing to update and maintain USAID-based Internet server data (including Intranet servers) will need to request such access rights from IRM.
14. Remote contractors must adhere to the Agency's sensitive but unclassified (SBU) policy for safeguarding electronically formatted information (See USAID General Notice 2/03/97, "Sensitive But Unclassified (SBU) Information Created, Processed, Stored or Transmitted in Electronic Format").

III. Access Request Process:

1. Specific contractor connectivity requests will be evaluated by M/IRM on a case-by-case basis. All connectivity requirements, background checks and authorization approvals must be completed before any access is approved.
2. Data collection forms will be circulated to COTRs for basic connectivity information. Only those contractors with direct AIDNET application access requirements need to fill these out.
3. COTRs should meet with TAs and contractor managers to determine if any specific connectivity requests are warranted. For new hires, this step should be completed well in advance of their desired start date.
4. Upon review and approval by COTR, contractor connectivity requests should be sent to M/IRM for technical review and M/OP for contract issues.
5. If the request is approved, the COTR will be asked for the more detailed technical specifications, proof of background check, user authorization forms, and specific contractor location data to M/IRM to connect users to AIDNET.

IV. Responsibilities:

1. M/IRM. M/IRM shall be responsible for executing this policy and maintaining the underlying network systems to support off-site contractor connection requirements. M/IRM will reserve the right to choose the most appropriate form of connectivity, which ensures the level of user functionality, is met and provides "best value" to USAID.

   M/IRM will maintain Internet gateways and telecommunications entry points within the RRB. M/IRM will also maintain the firewall system and authentication server. Contractors will be responsible for maintaining their own computer equipment, network servers, routers, telecommunication connections (including internet accounts) and software in their offsite locations.

2. COTR. COTRs, with input from their Technical Administrators (Tas), will be responsible for evaluating contractor access requests to ensure they meet current SOW needs and will serve USAID business needs in a cost-effective manner. COTRs will also be responsible for notifying M/IRM of any contractors who no longer need access to AIDNET within one week of their departure.

V. Privacy Concerns:

M/IRM, and USAID in general, will make every effort to protect the privacy of individual user information contained in electronic messages sent over the AIDNET; however, users should be aware that messages generated on AIDNET may be monitored whether authorized or unauthorized, and are subject to all applicable Federal Government laws and regulations regarding electronic communications. These laws include provision of information to law enforcement officials, maintaining public records of communications within the normal course of business and storage of electronic records for archival purposes. M/IRM will assist the responsible USAID offices in meeting applicable Federal and Agency records management duties.

Point of Contact: Sandy Muldoon-Kunz, M/IRM/TCO (202) 712-4009

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