DHS_MD_4300A.pdf

DHS Sensitive Systems Policy

Directive 4300A

Version 8.0

March 14, 2011

This is the implementation of DHS Management Directive 140-01 Information

Technology System Security, July 31, 2007

DEPARTMENT OF HOMELAND SECURITY

DHS SENSITIVE SYSTEMS POLICY DIRECTIVE 4300A

This page intentionally left blank

FOREWORD

The Department of Homeland Security (DHS) 4300 series of information security policy is the official series of publications relating to Departmental standards and guidelines adopted and promulgated under the provisions of DHS Management Directive 140-01 Information Technology System Security.

Comments concerning DHS Information Security publications are welcomed and should be submitted to the DHS Director for Information Systems Security Policy at INFOSEC@dhs.gov or addressed to:

DHS Director of Information Security Policy OCIO CISO Stop 0182 Department of Homeland Security 245 Murray Lane SW Washington, DC 20528-0182

Robert C. West DHS Chief Information Security Officer mailto:INFOSEC@dhs.gov

This page intentionally left blank i v8.0, March 14, 2011

TABLE OF CONTENTS

1.0 INTRODUCTION

1.1 Information Security Program

1.2 Authorities

1.3 Policy Overview

1.4 Definitions

1.4.1 Classified National Security Information

1.4.2 National Intelligence Information

1.4.3 National Security Information

1.4.4 Foreign Intelligence Information

1.4.5 Sensitive Information

1.4.6 Public Information

1.4.7 Information Technology

1.4.8 DHS System

1.4.8.1 General Support System

1.4.8.2 Major Application

1.4.9 Component

1.4.10 Trust Zone

1.4.11 Continuity of Operations

1.4.12 Continuity of Operations Plan

1.4.13 Essential Functions

1.4.14 Vital Records

1.4.15 Operational Data

1.4.16 Federal Information Security Management Act

1.4.17 Personally Identifiable Information

1.4.18 Sensitive Personally Identifiable Information

1.4.19 Privacy Sensitive System

1.4.20 Strong Authentication

1.4.21 Two-Factor Authentication

1.5 Waivers and Exceptions

1.5.1 Waivers

1.5.2 Exceptions

1.5.3 Waiver or Exception Requests

1.5.4 U.S. Citizen Exception Requests

1.6 Information Sharing and Electronic Signature

1.7 Changes to Policy

2.0 ROLES AND RESPONSIBILITIES

2.1 Information Security Program Roles

2.1.1 DHS Senior Agency Information Security Officer

2.1.2 DHS Chief Information Security Officer

2.1.3 Component Chief Information Security Officer

2.1.4 Component Information Systems Security Manager

2.1.5 Risk Executive

2.1.6 Authorizing Official

2.1.7 Security Control Assessor

ii v8.0, March 14, 2011

2.1.8 Information Systems Security Officer

2.2 Other Roles

2.2.1 Secretary of Homeland Security

2.2.2 Under Secretaries and Heads of DHS Components

2.2.3 DHS Chief Information Officer

2.2.4 Component Chief Information Officer

2.2.5 DHS Chief Security Officer

2.2.6 DHS Chief Privacy Officer

2.2.7 DHS Chief Financial Officer

2.2.8 Program Managers

2.2.9 System Owners

2.2.10 Common Control Provider

2.2.11 DHS Employees, Contractors, and Others Working on Behalf of DHS ...28

3.0 MANAGEMENT POLICIES

3.1 Basic Requirements

3.2 Capital Planning and Investment Control

3.3 Contractors and Outsourced Operations

3.4 Performance Measures and Metrics

3.5 Continuity Planning for Critical DHS Assets

3.5.1 Continuity of Operations Planning

3.5.2 Contingency Planning

3.6 System Engineering Life Cycle

3.7 Configuration Management

3.8 Risk Management

3.9 Security Authoziation and Security Assessments

3.10 Information Security Review and Assistance

3.11 Security Working Groups and Forums

3.11.1 CISO Council

3.11.2 DHS Information Security Training Working Group

3.12 Information Security Policy Violation and Disciplinary Action

3.13 Required Reporting

3.14 Privacy and Data Security

3.14.1 Personally Identifiable Information

3.14.2 Privacy Threshold Analyses

3.14.3 Privacy Impact Assessments

3.14.4 System of Records Notices

3.14.5 Protecting Privacy Sensitive Systems

3.14.6 Privacy Incident Reporting

3.14.7 E-Authentication

3.15 DHS CFO Designated Systems

3.16 Social Media

3.17 Health Insurance Portability and Accountability Act

4.0 OPERATIONAL POLICIES

4.1 Personnel

4.1.1 Citizenship, Personnel Screening, and Position Categorization

4.1.2 Rules of Behavior

iii v8.0, March 14, 2011

4.1.3 Access to Sensitive Information

4.1.4 Separation of Duties

4.1.5 Information Security Awareness, Training, and Education

4.1.6 Separation From Duty

4.2 Physical Security

4.2.1 General Physical Access

4.2.2 Sensitive Facility

4.3 Media Controls

4.3.1 Media Protection

4.3.2 Media Marking and Transport

4.3.3 Media Sanitization and Disposal

4.3.4 Production, Input/Output Controls

4.4 Voice Communications Security

4.4.1 Private Branch Exchange

4.4.2 Telephone Communications

4.4.3 Voice Mail

4.5 Data Communications

4.5.1 Telecommunications Protection Techniques

4.5.2 Facsimiles

4.5.3 Video Teleconferencing

4.5.4 Voice Over Data Networks

4.6 Wireless Network Communications

4.6.1 Wireless Systems

4.6.2 Wireless Portable Electronic Devices

4.6.2.1 Cellular Phones

4.6.2.2 Pagers

4.6.2.3 Multifunctional Wireless Devices

4.6.3 Wireless Tactical Systems

4.6.4 Radio Frequency Identification

4.7 Overseas Communications

4.8 Equipment

4.8.1 Workstations

4.8.2 Laptop Computers and Other Mobile Computing Devices

4.8.3 Personally Owned Equipment and Software

4.8.4 Hardware and Software

4.8.5 Personal Use of Government Office Equipment and DHS

Systems/Computers

4.8.6 Wireless Settings for Peripheral Equipment

4.9 Department Information Security Operations

4.10 Security Incidents and Incident Response and Reporting

4.10.1 Law Enforcement Incident Response

4.11 Documentation

4.12 Information and Data Backup

4.13 Converging Technologies

5.0 TECHNICAL POLICIES

5.1 Identification and Authentication

iv v8.0, March 14, 2011

5.1.1 Passwords

5.2 Access Control

5.2.1 Automatic Account Lockout

5.2.2 Automatic Session Termination

5.2.3 Warning Banner

5.3 Auditing

5.4 Network and Communications Security

5.4.1 Remote Access and Dial-In

5.4.2 Network Security Monitoring

5.4.3 Network Connectivity

5.4.4 Firewalls and Policy Enforcement Points

5.4.5 Internet Security

5.4.6 Email Security

5.4.7 Personal Email Accounts

5.4.8 Testing and Vulnerability Management

5.4.9 Peer-to-Peer Technology

5.5 Cryptography

5.5.1 Encryption

5.5.2 Public Key Infrastructure

5.5.3 Public Key/Private Key

5.6 Malware Protection

5.7 Product Assurance

6.0 DOCUMENT CHANGE REQUESTS

7.0 QUESTIONS AND COMMENTS

APPENDIX A ACRONYMS

APPENDIX B GLOSSARY

APPENDIX C REFERENCES

APPENDIX D DOCUMENT CHANGE HISTORY

v8.0, March 14, 2011

1.0 INTRODUCTION

This document articulates the Department of Homeland Security (DHS) Information Security Program policies for sensitive systems. Procedures for implementing these policies are outlined in a companion publication, DHS 4300A Sensitive Systems Handbook. The handbook serves as a foundation for Components to develop and implement their information security programs. The baseline security requirements (BLSRs) included in the handbook must be addressed when developing and maintaining information security documents.

1.1 Information Security Program

The DHS Information Security Program provides a baseline of policies, standards, and guidelines for DHS Components. This document provides direction to managers and senior executives for managing and protecting sensitive systems. It also outlines policies relating to management, operational, and technical controls necessary for ensuring confidentiality, integrity, availability, authenticity, and nonrepudiation within the DHS information system infrastructure and operations. Policy elements are designed to be broad in scope. Specific implementation information can often be found in specific National Institute for Standards and Technology (NIST) publications, such as NIST Special Publication (SP) 800-53, Recommended Security Controls for Federal Systems and Organizations.

The policies and direction contained in this document apply to all DHS Components.

Information security policies and implementing procedures for National Security Systems are covered in separate publications, DHS National Security Systems Policy Directive 4300B and DHS 4300B National Security Systems Handbook. These publications are available on the DHS Chief Information Security Officer (CISO) website.

Policy elements are effective when issued. Any policy elements that have not been implemented within ninety (90) days shall be considered a weakness and either a system or program Plan of Action and Milestones (POA&M) must be generated by the Component for the identified weaknesses. Whenever the DHS Security Compliance tools, Risk Management System (RMS) and TrustedAgent FISMA (TAF) require updating to reflect policy element changes, tool changes shall be available to the Department within forty-five (45) days of the policy changes.

1.2 Authorities

The following list provides the authoritative references for the DHS sensitive information security program. Additional references are located in Appendix C of this document.

• Public Law 107-347, E-Government Act of 2002, including Title III, Federal Information Security Management Act (FISMA)

• Office of Management and Budget (OMB) Circular A-130, Management of Federal Information Resources

• DHS Management Directive (MD) 140-01, Information Technology Security Services

• NIST Federal Information Processing Standards (FIPS) 200, Minimum Security Requirements for Federal Information and Information Systems

• NIST SP 800-53, Recommended Security Controls for Federal Information Systems and Organizations v8.0, March 14, 2011

1.3 Policy Overview

DHS information security policies delineate the security management structure and foundation to measure progress and compliance. Policies in this document are organized under three areas:

• Management Controls – Focus on managing both the system information security controls and system risk. These controls consist of risk mitigation techniques and concerns normally addressed by management.

• Operational Controls – Focus on mechanisms primarily implemented and executed by people. These controls are designed to improve the security of a particular system, or group of systems and often rely on management and technical controls.

• Technical Controls – Focus on security controls executed by information systems. These controls provide automated protection from unauthorized access or misuse. They facilitate detection of security violations, and support security requirements for applications and data.

1.4 Definitions

The following definitions apply to the policies and procedures outlined in this document. Other definitions may be found in the National Information Assurance (IA) Glossary, as well as the Privacy Incident Handling Guidance and the Privacy Compliance documentation.

1.4.1 Classified National Security Information

Information that has been determined, pursuant to Executive Order 13526, Classified National Security Information, to require protection against unauthorized disclosure and is marked to indicate its classified status.

1.4.2 National Intelligence Information

The following definition is provided in Public Law 108-458, Intelligence Reform and Terrorism Prevention Act of 2004, December 17, 2004, “The terms ‘national intelligence’ and ‘intelligence related to national security’ refer to all intelligence, regardless of the source from which derived and including information gathered within or outside the United States, that – “(A) pertains, as determined consistent with any guidance issued by the President, to more than one United States Government agency; and “(B) that involves – (i) threats to the United States, its people, property, or interests; (ii) the development, proliferation, or use of weapons of mass destruction; or (iii) any other matter bearing on United States national or homeland security.”

1.4.3 National Security Information

Information that has been determined, pursuant to Executive Order 13526, Classified National Security Information, or any predecessor order, to require protection against unauthorized disclosure.

1.4.4 Foreign Intelligence Information

This type of information relates to the capabilities, intentions, and activities of foreign powers, organizations, or persons, but does not include counterintelligence except for information on international terrorist activities.

http://www.cnss.gov/Assets/pdf/cnssi_4009.pdf http://www.dhs.gov/Privacy v8.0, March 14, 2011

1.4.5 Sensitive Information

Sensitive information is information not otherwise categorized by statute or regulation that if disclosed could have an adverse impact on the welfare or privacy of individuals or on the welfare or conduct of Federal programs or other programs or operations essential to the national interest.

Examples of sensitive information include personal data such as Social Security number; trade secrets; system vulnerability information; pre-solicitation procurement documents, such as statements of work; and law enforcement investigative methods; similarly, detailed reports related to computer security deficiencies in internal controls are also sensitive information because of the potential damage that could be caused by the misuse of this information. System vulnerability information about a financial system shall be considered Sensitive Financial Information. All sensitive information must be protected from loss, misuse, modification, and unauthorized access.

With the exception of certain types of information protected by statute (e.g., Sensitive Security Information, Critical Infrastructure Information), there are no specific Federal criteria and no standard terminology for designating types of sensitive information. Such designations are left to the discretion of each individual Federal agency. “For Official Use Only” (FOUO) is the term used within DHS to identify unclassified information of a sensitive nature that is not otherwise categorized by statute or regulation. DHS will adopt the term “Controlled Unclassified Information” (CUI) at a later date.

1.4.6 Public Information

This type of information can be disclosed to the public without restriction but requires protection against erroneous manipulation or alteration (e.g., Public Web sites).

1.4.7 Information Technology

The Clinger-Cohen Act defines information technology (IT) as any equipment or interconnected system or subsystem of equipment that is used in the automatic acquisition, storage, manipulation, management, movement, control, display, switching, interchange, transmission, or reception of data or information by an Executive agency.

For purposes of the preceding definition, “equipment” refers to that used by any DHS Component or contractor, if the contractor requires the use of such equipment in the performance of a service or the furnishing of a product in support of DHS.

The term “information technology” includes computers, ancillary equipment, software, firmware, and similar procedures, services (including support services), and related resources.

The term “information system,” as used within this policy document, is equivalent to the term “IT system.”

1.4.8 DHS System

A DHS system is any information system that transmits, stores, or processes data or information and is (1) owned, leased, or operated by any DHS Component, (2) operated by a contractor on behalf of DHS, or (3) operated by another Federal, state, or local Government agency on behalf of DHS. DHS systems include general support systems and major applications.

1.4.8.1 General Support System

A general support system (GSS) is an interconnected set of information resources under the same direct management control that share common functionality. A GSS normally includes hardware, v8.0, March 14, 2011 software, information, applications, communications, data and users. Examples of a GSS include a local area network (LAN), including smart terminals that support a branch office, a Department-wide backbone, a communications network, or a Departmental data processing center including its operating system and utilities.

Note: Security for GSS in use at DHS Headquarters shall be under the oversight of the DHS Office of the Chief Information Officer (OCIO), with support from the DHS Enterprise Operations Center (EOC). All other GSS shall be under the direct oversight of the respective Component CISOs, with support from the appropriate Component Security Operations Center (SOC). All GSS must have an Information Systems Security Officers (ISSO) assigned.

1.4.8.2 Major Application

A major application (MA) is an automated information system (AIS) that “requires special attention to security due to the risk and magnitude of harm resulting from the loss, misuse, or unauthorized access to or modification of the information in the application.1” Note: All Federal applications require some level of protection. Certain applications, because of the information in them, however, require special management oversight and should be treated as major. An MA is distinguishable from a GSS by the fact that it is a discrete application, whereas a GSS may support multiple applications. Each MA must be under the direct oversight of a Component CISO/Information System Security Manager (ISSM), and must have anISSO assigned.

1.4.9 Component

A DHS Component is any of the entities within DHS, including all DHS offices and independent agencies.

1.4.10 Trust Zone

A Trust Zone consists of a group of people, information resources, data systems, and/or networks subject to a shared security policy (set of rules governing access to data and services). For example, a Trust Zone may be set up between different network segments that require specific usage policies based on information processed, such as law enforcement information.

1.4.11 Continuity of Operations

Internal organizational efforts to ensure that a viable capability exists to continue essential functions across a wide range of potential emergencies, through plans and procedures that:

• Delineate essential functions and supporting information systems

• Specify succession to office and the emergency delegation of authority

• Provide for the safekeeping of vital records and databases

• Identify alternate operating facilities

• Provide for interoperable communications

• Validate the capability through tests, training, and exercises

1 OMB Circular A-130 v8.0, March 14, 2011

1.4.12 Continuity of Operations Plan

A plan that provides for the continuity of essential functions of an organization in the event that an emergency prevents occupancy of its primary facility. It provides the organization with an operational framework for continuing its essential functions when normal operations are disrupted or otherwise cannot be conducted from its primary facility.

1.4.13 Essential Functions

Functions that enable Federal Executive Branch agencies to provide vital services, exercise civil authority, maintain the safety and well being of the general populace, and sustain the industrial/economic base during an emergency.

1.4.14 Vital Records

Electronic and hardcopy documents, references, records, databases, and information systems needed to support essential functions under the full spectrum of emergencies. Categories of these types of records may include:

• Emergency operating records – emergency plans and directive(s), orders of succession, delegations of authority, staffing assignments, selected program records needed to continue the most critical agency operations, as well as related policy or procedural records.

• Legal and financial rights records – protect the legal and financial rights of the Government and of the individuals directly affected by its activities. Examples include accounts receivable records, social security records, payroll records, retirement records, and insurance records. These records were formerly defined as “rights-and-interests” records.

• Records used to perform national security preparedness functions and activities (Executive Order [E.O.] 12656).

1.4.15 Operational Data

Operational data is information used in the execution of any DHS mission.

1.4.16 Federal Information Security Management Act

FISMA requires each agency to develop, document, and implement an agency-wide information security program to provide a high-level of security for the information and information systems that support the operations and assets of the agency, including those provided or managed by another agency, contractor, or other source. Statutory requirements include:

(1) Periodic assessments of the risk and magnitude of the harm that could result from the unauthorized access, use, disclosure, disruption, modification, or destruction of information and information systems that support the operations and assets of the agency.

(2) Policies and procedures that:

a. Are based on the risk assessments required by paragraph (1) above

b. Cost-effectively reduce information security risks to an acceptable level

c. Ensure that information security is addressed throughout the life cycle of each agency information system

d. Ensure compliance with v8.0, March 14, 2011

i. Other Federal policies and procedures as may be prescribed by OMB and NIST, or other agencies when appropriate

ii. Minimally acceptable system configuration requirements, as determined by the agency

iii. Any other applicable requirements, including standards and guidelines for national security systems issued in accordance with law and as directed by the President

(3) Subordinate plans for providing adequate information security for networks, facilities, and systems or groups of information systems, as appropriate;

(4) Security awareness to inform personnel, including contractors, others working on behalf of DHS, and other users of information systems that support operations and assets of the Department, of:

a. Information security risks associated with their activities

b. Their responsibilities in complying with agency policies and procedures designed to reduce these risks

(5) Periodic testing and evaluation of the effectiveness of information security policies, procedures, and practices, to be performed with a frequency depending on risk, but no less than annually. This testing:

a. Shall include testing of management, operational, and technical controls of every information system identified in the Department’s inventory

b. May include testing relied on by the Office of Inspector General;

(6) A process for planning, implementing, evaluating, and documenting remedial actions to address any deficiencies in the information security policies, procedures, and practices of the Department

(7) Procedures for detecting, reporting, and responding to security incidents, consistent with standards and guidelines promulgated by the United States Computer Emergency Readiness Team (US-CERT)

a. Mitigating risks associated with incidents before substantial damage is done

b. Notifying and consulting with the US-CERT

c. Notifying and consulting with:

i. Law enforcement agencies and relevant Offices of Inspector General

ii. An office designated by the President for any incident involving a national security system

iii. Other agency or offices, as required

(8) Plans and procedures to ensure continuity of operations for information systems that support the operations and assets of the Department v8.0, March 14, 2011

FISMA requires the Chief Information Officer (CIO) to designate a senior agency information security official who shall develop and maintain a Department-wide information security program as required by the statute. Responsibilities include:

• Developing and maintaining information security policies, procedures, and control techniques to address all applicable requirements

• Training and overseeing personnel with significant responsibilities for information security with respect to such responsibilities

• Assisting senior Department officials concerning their responsibilities under the statute

• Ensuring that the Department has trained personnel sufficient to assist the Department in complying with the requirements of this subchapter and related policies, procedures, standards, and guidelines; and

• Ensuring that the Department CIO, in coordination with other senior Department officials, reports annually to the Department head on the effectiveness of the Department information security program, including progress of remedial actions

1.4.17 Personally Identifiable Information

Personally Identifiable Information (PII) is any information that permits the identity of an individual to be directly or indirectly inferred, including any information which is linked or linkable to that individual regardless of whether the individual is a U.S. Citizen, lawful permanent resident, a visitor to the U.S., or employee or contractor to the Department.

1.4.18 Sensitive Personally Identifiable Information

Sensitive PII is PII which if lost, compromised, or disclosed without authorization, could result in substantial harm, embarrassment, inconvenience, or unfairness to an individual. Examples of Sensitive PII include Social Security numbers, alien number (A-number), criminal history information, and medical information. Sensitive PII requires stricter handling guidelines due to the sensitivity of the information.

1.4.19 Privacy Sensitive System

A Privacy Sensitive System is any system that collects, uses, disseminates, or maintains PII or Sensitive PII.

1.4.20 Strong Authentication

Strong authentication is a layered authentication approach relying on two or more authenticators to establish the identity of an originator or receiver of information.

1.4.21 Two-Factor Authentication

Authentication can involve something the user knows (e.g., a password), something the user has (e.g., a smart card), or something the user “is” (e.g., a fingerprint or voice pattern). Single-factor authentication uses only one of the three forms of authentication, while two-factor authentication uses any two of the three forms. Three-factor authentication uses all three forms.

v8.0, March 14, 2011

1.5 Waivers and Exceptions

1.5.1 Waivers

Components may request waivers to, or exceptions from, any portion of this policy, for up to six

(6) months, any time they are unable to fully comply with policy requirements. Requests are made, through the Component’s ISSO for the system, to the Component’s CISO/ISSM, and then to the DHS CISO. All submitters shall coordinate with the AO prior to submission. If a material weakness is reported in an audit report, and the control weakness is not scheduled to be remediated within twelve (12) months, the Component must submit a waiver request to the DHS CISO. If the material weakness is against a financial system, the Component Chief Financial Officer (CFO) must also approve the waiver request before sending to the DHS CISO.

In all cases waivers shall be requested for an appropriate period based on a reasonable remediation strategy.

1.5.2 Exceptions

Components may request an exception whenever they are unable to bring a system control weakness into compliance or when it requires a permanent exception to DHS policy. Exceptions are generally limited to systems that are unable to comply due to detrimental impact to mission, excessive costs, and/or clearly documented end of platform life for non-essential systems within eighteen (18) months, commercial-off-the-shelf (COTS) products that cannot be configured to support the control requirement. This request is made, through the Component CISO/ISSM, to the DHS CISO. All submitters shall coordinate with the AO prior to submission.

The resulting risk also must be approved and accepted by the Authorizing Official (AO) and by the Component CFO if the system is a financial or mixed financial system.

1.5.3 Waiver or Exception Requests

The Waivers and Exceptions Request Form, located in Attachment B of the DHS 4300A Sensitive Systems Handbook, shall be used.

Component ISSOs, audit liaisons, and others may develop the waiver or exception request, but the System Owner shall submit the request through the Component’s CISO/ISSM.

Waiver requests shall include the operational justification (document mission impact), risk acceptance, risk mitigation measures, and a POA&M for bringing the system procedures or control weakness into compliance.

Exception requests shall include the operational justification (document mission impact), as well as efforts to mitigate the risk based to include descriptions of counter measures or compensating controls currently in place.

Any waiver or exception requests for CFO Designated Systems must be submitted to and approved by the Component’s CFO prior to the DHS CFO’s submission to the DHS CISO. Any waiver or exception requests for Privacy Sensitive Systems must be submitted to and approved by the Component’s Privacy Officer or Senior Privacy Point of Contact (PPOC) prior to being submitted to the DHS CISO.

All approved waiver and exception requests must be directed through the Component’s CISO/ISSM who will in turn direct it to the DHS CISO.

v8.0, March 14, 2011

Policy ID DHS Policy Statements Relevant

Controls

1.5.3.a Systems without an Authorization to Operate (ATO) when this policy is issued shall comply with all of its policy statements or obtain appropriate waivers and/or exceptions.

PL-1

1.5.3.b Systems with an ATO when this policy is issued shall comply with all of its policy statements within ninety (90) days or obtain appropriate waivers and/or exceptions. (A new ATO is only required for significant changes.)

PL-1

1.5.3.c Each waiver or exception request shall include the system name, and system TrustedAgent FISMA (TAF) Inventory ID, operational justification, and risk mitigation.

CM-3

1.5.3.d Components shall request a waiver whenever they are temporarily unable to comply fully with any portion of this policy.

CA-2

1.5.3.e All waiver requests shall identify the POA&M for bringing the system or program into compliance.

CA-5,

PM-4

1.5.3.f The Component CISO/ISSM shall approve all waiver requests prior to submitting them to the DHS CISO.

CA-6

1.5.3.g Requests submitted without sufficient information shall be returned for clarification prior to making a decision.

CA-6

1.5.3.h A waiver shall be issued for six (6) months or less. The DHS CISO reserves the right to issue waivers for longer than six (6) months in exceptional situations. Waivers may be renewed by following the same process as in the initial request.

CA-2

1.5.3.i The Head of the Component shall approve any waiver request that results in a total waiver time exceeding twelve (12) months before sending it to the DHS CISO. The waiver shall also be reported as a material weakness in the Component’s FISMA report.

1.5.3.j Components shall request an exception whenever they are permanently unable to comply fully with any portion of this policy.

CA-2

1.5.3.k All approved waivers shall be reported in the Component’s FISMA report. CA-6

1.5.3.l The DHS CFO shall approve all requests for waivers and exceptions for financial systems prior to their submission to the DHS CISO.

CA-6

1.5.3.m The Component’s Privacy Officer or Senior PPOC shall approve all requests for waivers and exceptions for Privacy Sensitive Systems prior to their submission to the DHS CISO.

v8.0, March 14, 2011

1.5.4 U.S. Citizen Exception Requests

Special procedures apply for exception to the requirement that persons accessing DHS systems be U.S. Citizens. Under normal circumstances, only U.S. Citizens are allowed access to DHS systems and networks; however at times there is a need to grant access to foreign nationals.

Access for foreign nationals is normally a long-term commitment, and exceptions to appropriate policies are treated separately from standard exceptions and waivers. The approval chain for an exception to the U.S. Citizenship requirement flows through the Component Head, the Office of Security, and the CIO. An electronic form for requesting exceptions to the U.S. Citizenship requirement is published in Attachment J of the DHS 4300A Sensitive Systems Handbook.

Policy ID DHS Policy Statements Relevant

Controls

1.5.4.a Persons of dual citizenship, where one of the citizenships includes U.S.

Citizenship, shall be treated as U.S. Citizens for the purposes of this directive.

1.5.4.b The System Owner shall submit each request for exception to the U.S.

Citizenship policy to the Component Head. The Component Head shall obtain concurrence from the DHS Chief Security Officer (CSO) and CIO prior to the approval becoming effective.

PS-3

1.5.4.c Additional compensating controls shall be maintained for foreign nationals, based on nations lists maintained by the DHS CSO.

PS-3

1.6 Information Sharing and Electronic Signature

The DHS Enterprise Operations Center (EOC) exchanges information with Component SOCs, Network Operations Centers (NOCs), the Homeland Secure Data Network (HSDN) SOC, the Intelligence Community, and with external organizations in order to facilitate the security and operation of the DHS network. This exchange enhances situational awareness and provides a common operating picture to network managers. The operating picture is developed from information obtained from “raw” fault, configuration management, accounting, performance, and security data. This data is monitored, collected, analyzed, processed, and reported by the NOCs and SOCs.

The DHS EOC is responsible for communicating other information such as incident reports, notifications, vulnerability alerts and operational statuses to the Component SOCs, Component CISOs/ISSMs or other identified Component points of contact.

The DHS EOC portal implements role-based user profiles that allow Components to use the website’s incident database capabilities. Users assigned to Component groups shall be able to perform actions such as:

• Entering incident information into the DHS EOC incident database

• Generating preformatted incident reports

• Initiating queries of the incident database

• Viewing FISMA incident reporting numbers v8.0, March 14, 2011

• Automating portions of the Information Security Vulnerability Management (ISVM) program

• Automating portions of the vulnerability assessment program

Policy ID DHS Policy Statements Relevant

Controls

1.6.a For DHS purposes, electronic signatures are preferred to pen and ink or facsimile signatures in all cases, except where pen and ink signatures are required by public law, Executive Order, or other agency requirements.

1.6.b Components are encouraged to use electronic signatures whenever possible. ---

1.6.c Components shall accept electronic signatures whenever the signature’s digital certificate is current, electronically verifiable, and issued by a medium or high assurance DHS Certification Authority (CA) or other medium or high CA under the Federal Bridge Certification Authority (FBCA) or Common Authority.

1.6.d DHS and Component systems shall be able to verify PIV credentials issued by other Federal agencies.

1.7 Changes to Policy

Procedures and guidance for implementing this policy are outlined in a companion publication, DHS 4300A Sensitive Systems Handbook with attachments. The handbook serves as a foundation for Components to use in developing and implementing their information security programs.

For interpretation or clarification of DHS information security policies found in this policy document and of the procedures and guidance found in the DHS 4300A Sensitive Systems Handbook, contact the DHS CISO at infosec@dhs.gov.

Changes to this policy and to the handbook may be requested by submitting the form included in DHS 4300A Sensitive Systems Handbook Attachment P – Document Change Requests to the respective ISSM/CISO.

Policy ID DHS Policy Statements Relevant

Controls

1.7.a The DHS CISO shall be the authority for interpretation, clarification, and modification of the DHS Sensitive Systems Policy Directive 4300A and the DHS 4300A Sensitive Systems Handbook (inclusive of all appendices and attachments).

PL-1

1.7.b The DHS CISO shall update the DHS Sensitive Systems Policy Directive 4300A and the DHS 4300A Sensitive Systems Handbook at least annually.

PL-1

mailto:infosec@dhs.gov v8.0, March 14, 2011

2.0 ROLES AND RESPONSIBILITIES

Security is an inherently Governmental responsibility; contractors, others working on behalf of DHS, and other sources may assist in the performance of security functions, but a DHS employee must always be designated as the responsible agent for all security requirements and functions. This section outlines the roles and responsibilities for implementing these requirements.

2.1 Information Security Program Roles

Designated personnel play a major role in the planning and implementation of information security requirements. Roles directly responsible for information system security are described in the following subsections.

2.1.1 DHS Senior Agency Information Security Officer

Policy ID DHS Policy Statements Relevant

Controls

2.1.1.a The DHS CISO shall perform the duties and responsibilities of the DHS Senior Agency Information Security Officer (SAISO).

PL-1,

PM-2

2.1.2 DHS Chief Information Security Officer

The DHS CISO shall implement and manage the DHS Information Security Program to ensure compliance with applicable Federal laws, Executive Orders, directives, policies, and regulations.

The DHS CISO reports directly to the DHS CIO and is the principal advisor for information security matters.

Policy ID DHS Policy Statements Relevant

Controls

2.1.2.a The DHS CISO shall implement and manage the DHS-wide Information Security Program.

PL-1,

PM-2

2.1.2.b The DHS CISO will serve as the CIO’s primary liaison with the organization’s authorizing officials, information system owners and ISSOs.

The DHS CISO:

Implements and manages the Department-wide Information Security Program and ensures compliance with FISMA, OMB, and other Federal requirements

• Issues Department-wide information security policy, guidance, and architecture requirements for all DHS systems and networks. These policies shall incorporate NIST guidance, as well as all applicable OMB memoranda and circulars

• Facilitates development of subordinate plans for providing adequate information security for networks, facilities, and systems or groups of information systems v8.0, March 14, 2011

• Serves as the principal Departmental liaison with organizations outside the DHS for matters relating to information security

• Reviews and approves the tools, techniques, and methodologies planned for use in certifying and accrediting DHS systems, and for reporting and managing systems-level FISMA data.

This includes Security Assessment plans, Contingency Plans, and security risk assessments.

• Consults with the DHS CSO on matters pertaining to physical security, personnel security, information security, investigations, and Sensitive Compartmented Information (SCI) systems, as they relate to information security and infrastructure

• Develops and implements procedures for detecting, reporting, and responding to information security incidents

• Ensures preparation and maintenance of plans and procedures to provide continuity of operations for information systems

• Ensures that Department personnel, contractors, and others working on behalf of DHS receive appropriate information security awareness

• Chairs the CISO Council. This Council is comprised of all Component CISOs, and is the Department’s sole coordination body for any issues associated with information security policy, management, and operations. Component ISSMs will be invited to CISO Council meetings as required

• Maintains a comprehensive inventory of all GSS and MA in use within the Department o Security management for every GSS shall be under the direct oversight of either the DHS

CISO (for enterprise systems) or a Component CISO/ISSM (for Component-specific general support systems) o MAs must be under the direct control of either a Component CISO or Component ISSM

• Maintains a repository for all Information Assurance (IA) Security Authorization process documentation and modifications

• Performs security reviews for all planned information systems acquisitions over $2.5 million and additional selected cases

• Provides oversight of all security operations functions within the Department

• Maintains classified threat assessment capability in support of security operations

• Performs annual program assessments for each of the Components

• Performs periodic compliance reviews for selected systems and applications

• Publishes monthly compliance scorecards

• Delegates specific authorities and responsibilities for maintaining a high degree of compliance to Component CISOs and ISSMs, as appropriate

• Reports annually to the Secretary on the effectiveness of the Department information security program, including progress of remedial actions. This report provides the primary basis for the Secretary’s annual FISMA report to both OMB and to the United States Congress.

v8.0, March 14, 2011

• Assists senior Department officials concerning their responsibilities under FISMA

• Heads an office with the mission and resources to assist in ensuring Department compliance with information security requirements

• Appoints a DHS employee to serve as the Headquarters CISO

• Appoints a DHS employee to serve as the Office of Intelligence and Analysis (I&A) CISO

• Provide operational direction to the DHS SOC

2.1.3 Component Chief Information Security Officer

The Component CISO implements and manages all aspects of the Component Information Security Program to ensure compliance with DHS policy and guidance that implement FISMA, other laws, and Executive Orders.

Policy ID DHS Policy Statements Relevant

Controls

2.1.3.a Component CISOs shall develop and maintain a Component-wide information security program in accordance with the DHS security program.

PL-1,

PM-2

2.1.3.b All Components shall be accountable to the appropriate CISO. Components without a fulltime CISO shall be responsible to the HQ CISO.

The following Components shall have a fulltime CISO:

• Customs and Border Protection

• Immigration and Customs Enforcement

• Transportation Security Administration

• United States Secret Service

• United States Coast Guard

• Federal Emergency Management Agency

• United States Citizenship and Immigration Services

• Federal Law Enforcement Training Center

• Headquarters, Department of Homeland Security

• Intelligence and Analysis Component CISOs:

• Oversee the Component information security program

• Ensure that the Component CIO is kept apprised of all pertinent matters involving the security of information systems v8.0, March 14, 2011

• Ensure that information security-related decisions and information, including updates to the 4300 series of information security publications, are distributed to the ISSOs and other appropriate persons within their Component

• Approve and/or validate all Component information system security reporting

• Consult with the Component Privacy Officer or PPOC for reporting and handling of privacy incidents

• Manage information security resources including oversight and review of security requirements in funding documents

• Review and approve the security of hardware and software prior to implementation into the Component SOC

• Provide operational direction to the Component SOC

• Periodically test the security of implemented systems

• Implement and manage a POA&M process for remediation by creating a POA&M for each known vulnerability

• Ensure that ISSOs are appointed for each information system managed at the Component level. Review and approve ISSO appointments

• Ensure that weekly incident reports are submitted to the DHS EOC

• Acknowledge receipt of ISVM messages, report compliance with requirements or notify the granting of waivers

• Manage Component firewall rule sets

• Ensure that Interconnection Security Agreements (ISAs) are maintained for all connections between systems that do not have the same security policy

• Ensure execution of the DHS Logging Strategy detailed in the DHS 4300A Sensitive Systems Handbook

• Ensure adherence to the DHS Secure Baseline Configuration Guides (DHS 4300A Sensitive Systems Handbook, Enclosure 1)

• Ensure reporting of vulnerability scanning activities to the DHS EOC as detailed in Attachment O, Vulnerability Management Program, of DHS 4300A Sensitive Systems Handbook

• Develop and maintain a Component-wide information security program in accordance with Department policies and guidance

• Implement Department information security policies, procedures, and control techniques to address all applicable requirements

• Ensure training and oversight for personnel with significant responsibilities for information security

• Oversee the Security Authorization process for GSSs and MAs in use within the Component o Maintain an independent Component-wide Assessment program to ensure a consistent approach to testing of effectiveness of controls v8.0, March 14, 2011 o Ensure that an appropriate SOC performs an independent network assessment as part of the assessment process for each application that is accredited o Ensure that enterprise security tools are utilized

• Exercise oversight over all Component security operations functions, including the Component SOCs Ensure that eternal providers who operate information systems on behalf of the Component meet the same security requirements as the Component with an acceptable level of trust in the external service, or else use compensating controls to constrain the nature of information or the process flow, accept a greater degree of risk, or decline the service and reduce functionality

Component CISO qualifications include:

• Possess professional qualifications, including training and experience, required to administer the functions described, including maintaining a Top Secret/Sensitive Compartmented Information (TS/SCI) clearance

• Have information security duties as that official’s primary duty

• Participate in the DHS CISO Council, chaired by the DHS CISO

• Head an office with the mission and resources to assist in ensuring Component compliance with this directive and to coordinate, develop, implement, and maintain an organization-wide information security program

• Serve as the Component Risk Executive

2.1.4 Component Information Systems Security Manager

Components that are not required to have a fulltime CISO shall have a fulltime Information Systems Security Manager (ISSM). The ISSM is designated in writing by the Component CIO, with the concurrence of the HQ CISO.

Policy ID DHS Policy Statements Relevant

Controls

2.1.4.a Component ISSMs shall serve as the principal interface between the HQ CISO, Component ISSOs and other security practitioners.

2.1.4.b The Component ISSM shall work directly with the HQ CISO. ---

The ISSM plays a critical role in ensuring that the DHS Information Security Program is implemented and maintained throughout the Component.

Component ISSMs:

• Oversee the Component information security program

• Ensure that the Component CIO and HQ CISO are kept apprised of all pertinent matters involving the security of information systems v8.0, March 14, 2011

• Ensure that information security-related decisions and information, including updates to the 4300 series of information security publications, are distributed to the ISSOs and other appropriate persons within their Component

• Validate all Component information system security reporting

• Consult with the Component Privacy Officer or PPOC for reporting and handling of privacy incidents

• Manage information security resources including oversight and review of security requirements in funding documents

• Periodically test the security of implemented systems

• Implement and manage a POA&M process for remediation by creating a POA&M for each known vulnerability

• Ensure that ISSOs are appointed for each information system managed at the Component level

• Ensure that weekly incident reports are forwarded to the HQ CISO

• Acknowledge receipt of Information Security Vulnerability Management (ISVM) messages, report compliance with requirements or notify the granting of waivers

• Ensure adherence to the DHS Secure Baseline Configuration Guides (DHS 4300A Sensitive Systems Handbook, Enclosure 1)

• Develop and publish procedures necessary to implement the requirements of DHS information security policy within the appropriate Component

• Implement Department information security policies, procedures, and control techniques to address all applicable requirements

• Ensure training and oversight for personnel with significant responsibilities for information security

• Oversee the Security Authorization process for MAs in use within the Component o Maintain an independent Component-wide ST&E Program to ensure a consistent approach to testing of effectiveness of controls o Ensure that an appropriate SOC performs an independent network assessment as part of the ST&E process for each application that is accredited o Ensure that enterprise security tools are utilized

2.1.5 Risk Executive

A Risk Executive ensures that risks are managed consistently across the organization. In keeping with its organizational structure, DHS has two levels of Risk Executives – Departmental and Component. The risk executive provides a holistic view of risk beyond that associated with the operation and use of individual information systems. Risk Executive inputs are documented and become part of the security authorization decision. All DHS Risk Executives:

v8.0, March 14, 2011

• Ensure that managing information system-related security risks is consistent across the organization, reflects organizational risk tolerance, and is performed as part of an organization-wide process that considers other organizational risks affecting mission/business success

• Ensure that information security considerations for individual information systems, including the specific authorization decisions for those systems, are viewed from an organization-wide perspective with regard to the overall strategic goals and objectives of the organization

• Provide visibility into the decisions of authorizing officials and a holistic view of risk to the organization beyond the risk associated with the operation and use of individual information systems

• Facilitate the sharing of security-related and risk-related information among authorizing officials and other senior leaders within the organization in order to help these officials consider all types of risks that may affect mission and…