TE 09 E-Mail and SharePoint Procedures - Amendment 001.pdf
PDF 146 KB Posted
- Attached to
- FEMA Individuals and Households Program (IHP) Field Services Contract Federal contract opportunity
- Solicitation number
- 70FB8024R00000028
About this file
This document is a Technical Exhibit (TE) on E-Mail and SharePoint Procedures for the 2024 Housing Assessment Services contract. It outlines the requirements for handling Personally Identifiable Information (PII) when communicating between FEMA personnel and the Field Services Contractor via email and SharePoint. The key requirements include: 1) encrypting all emails containing PII, including Registrant Identification Numbers, with a minimum 12-character password; 2) using government-provided equipment and email accounts to send, receive, and review PII; and 3) storing information on the FEMA SharePoint site, which is governed by DHS encryption policies and does not require additional encryption by users. The document references relevant FEMA and DHS policies and procedures related to safeguarding sensitive PII.
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Text version
2024 Housing Assessment Services Technical Exhibit # 09
TE 09 E-Mail and SharePoint Procedures 1 8/9/2024
E-Mail and SharePoint Procedures
In compliance DHS Policy Directive 047-01-007 Handbook for Safeguarding Sensitive PII, the sharing of information between FEMA personnel and the Field Services Contractor containing Personal Identifying Information (PII) will be encrypted.
FEMA Privacy considers Registrant Identification Numbers (Reg. ID’s) a PII data element equal to any other standard PII field such as full name, address or phone number requiring protection within the DHS safeguarding guidelines.
DHS’s Handbook for Safeguarding Sensitive PII requires the encryption of documents and e-mail containing PII. In meeting this requirement, FEMA requires users to select a minimum of a 12-character password on documents/files containing Reg. ID’s or any data to be shared containing elements disclosed in the attached Privacy Threshold Analysis, Section 3.
Contracted members may only send, receive and review PII on Government Provided Equipment (GFE), systems, and Government e-mail accounts.
E-Mail Procedures
FEMA and HIS Contracted personal are not to display applicant PII in e-mail correspondence.
All sensitive applicant information transmitted via e-mail will be through an encrypted document following this outline:
1. Subject Line: Suggested e-mail subject line text:
o DR#/Situation/Date
Example: DR-5568 ASL Need 6/23/2022
2. Message body: Content may include FEMA personnel names and contact information, time and date of the situation or requesting need.
3. Attachment: All applicant PII must be encrypted through an attached document.
SharePoint Procedures:
Each Field Service contractor has a unique SharePoint folder to transmit information with FEMA personnel. Information that may be shared includes all reports, staffing lists, quality control data and information pertinent to performance or otherwise requested through a partnering atmosphere.
The FEMA SharePoint site is governed by DHS cybersecurity regulation including an applied encryption. Therefore, users are not required to encrypt information when storing data on the FEMA SharePoint site.
2024 Housing Assessment Services Technical Exhibit # 09
TE 09 E-Mail and SharePoint Procedures 2 8/9/2024
References:
1. DHS Policy 047-01-007 Handbook for Safeguarding Sensitive PII:
dhs policy directive 047-01-007 handboo
2. FEMA Enterprise SharePoint Governance Policies and Processes:
FEMA_SharePoint_a nd_Teams_Governan
3. Privacy Threshold Analysis:
PTA, FEMA -
Recovery HIS Contract
File details come from the government source that posted it. Updated .