PWS Attachment 6 SWFT Electronic Fingerprint Guide.pdf

Defense Security Service

Electronic Fingerprint Capture Options for Industry

Version 5.0 April 2016

Issuing Office: Defense Security Service Russell-Knox Building 27130 Telegraph Rd Quantico VA 22134

Electronic Fingerprint Capture Options for Industry

Table of Contents

1.0 Introduction

2.0 Purpose

3.0 Deployment Options

3.1 Option 1: Company Purchases Equipment

3.2 Option 2: Company Shares Resources

3.3 Option 3: Company Offers Service

3.4 Option 4: Third Party Vendor Provides Electronic Fingerprint File

3.5 Option 5: Other Government Entities

4.0 Implementation Plan

5.0 Handling Personally Identifiable Information

6.0 Funding

7.0 Technical Support

Appendix A

Appendix B

Appendix C

1.0 Introduction

In a memorandum dated July 29, 2010, the Under Secretary of Defense for Intelligence issued a requirement for Department of Defense (DoD) components to transition to electronic capture and submission of fingerprint images in support of all background investigations by December 31, 2013 (e-Fingerprint memo). In an effort to comply with this mandate the Defense Security Service (DSS) is providing guidance to assist companies participating in the National Industrial Security Program (NISP) to transition to electronic fingerprinting. Additionally, this transition will support goals established by the Intelligence Reform and Terrorism Prevention Act of 2004 and the implementation of Homeland Security Presidential Directive-12.

Effective October 1, 2016, all fingerprints associated with SON 346W (Industry), must be submitted electronically to OPM or the fingerprint will be rejected. This will also result in the rejection of any investigation request if an electronic fingerprint is not received within 14 days of the investigation request being received by OPM. It is important that all companies immediately begin taking steps necessary to ensure they are able to submit electronic fingerprints via the Secure Web Fingerprint Transmission (SWFT) no later than September 30, 2016. A News item, dated February 16, 2016 on the DSS website pertaining to this effort is posted to the DSS Website. For inquiries associated with this message, please contact askPSMO-I@dss.mil.

2.0 Purpose

The purpose of this document is to outline the options available for cleared companies listed in the Industrial Security Facilities Database (ISFD) to submit electronic fingerprint files to the Defense Manpower Data Center (DMDC) for National Industrial Security Program (NISP) applicants. DMDC provides the Secure Web Fingerprint Transmission (SWFT) system enabling Industry users to upload electronic fingerprints and demographic information for applicants requiring a background investigation for a personnel security clearance. Paper-based capture, submission and processing of fingerprints are prone to errors and are time consuming as they are mailed to OPM. The SWFT system eliminates the manual paper process (hardcopy fingerprints), expedites the clearance process, and provides end-to-end accountability for Personally Identifiable Information (PII) data.

3.0 Deployment Options

The following options offer alternatives for Industry to submit fingerprints electronically to initiate the background investigation. Industry may implement one or more options based on funding, mission needs and geographic locations.

Companies may acquire electronic fingerprint capture/hardcopy scan devices or

NEW!

leverage fingerprint service providers. All fingerprint capture/hardcopy scanners must be FBI-certified in order to generate compliant electronic fingerprint records.

The FBI-certified product list is located at the following website: FBI-Product List.

Procedures on how to register for SWFT are located on the DMDC-SWFT Homepage.

The fingerprint service provider must be vetted through the SWFT/OPM registration process prior to the submission of a subject’s prints.

3.1 Option 1: Company Purchases Equipment

This option allows companies to purchase electronic fingerprint capture/hardcopy scanners in order to submit fingerprints electronically to SWFT. Industry companies may purchase equipment and software using the FBI-certified product located on the following website: FBI-Product List.

3.2 Option 2: Company Shares Resources

This option allows multiple companies to share the cost of purchasing electronic fingerprint capture/hardcopy scan devices. Beyond the initial costs, this option may require a recurring maintenance fee for sustainment. If Company A is submitting on behalf of Company B, Figure 2 shows that the owning/servicing Facility Security Officer (FSO) does not have to be involved in the actual submission of the fingerprints to SWFT.

If companies are sharing resources but submitting their own electronic fingerprints then the equipment and software should support multiple pre-configured Company profiles. In Figure 2a the electronic fingerprint file is provided back to the FSO who will submit the file to SWFT.

Updated

3.3 Option 3: Company Offers Service

This option allows a cleared company to support other companies in submitting electronic fingerprints to SWFT. Companies providing the service to upload fingerprints to SWFT may submit all fingerprint files under their own CAGE Code.

However, the following alternatives are available:

Full Privileges on Behalf of Another Company Cleared companies uploading to SWFT on behalf of another company must submit a separate Personnel Security System Access Request (PSSAR) to associate the company’s CAGE code with the service provider’s SWFT account.

Limited Privileges on Behalf of Another Company Any SWFT account holder can act as a service provider for one or more companies if a “Multiple-Company Uploader” role is indicated on the PSSAR. This allows the service provider to submit electronic fingerprints for another company, but will not permit access to detailed SWFT reports and PII data for any of the serviced companies. Serviced companies must obtain their own SWFT account before the service provider can submit electronic fingerprints.

3.4 Option 4: Third Party Vendor Provides Electronic Fingerprint File

This option allows a company to receive the electronic fingerprint file from a third party vendor that is an FBI approved channeler. The third party vendor collects the fingerprints and saves the file in the required format to meet SWFT, OPM and FBI standards. The vendor provides the electronic fingerprint file to the company using agreed upon file transfer methods. The owning/servicing FSO uploads the file to SWFT. The third party vendor must coordinate through the sponsoring FSO to register their equipment with SWFT prior to processing any NISP applicants.

The owning/servicing FSO may enter into an agreement with a cleared company as defined in Option 3 to upload the third party vendor created electronic fingerprint file to SWFT. This process allows companies that submit a small volume of fingerprints annually to comply with the electronic submission requirement without having to maintain a SWFT account.

3.5 Option 5: Other Government Entities

This option allows Industry to partner with the military services and other government agencies participating in the NISP (see Appendix C) for electronic fingerprint submissions. Military services and government agencies may leverage their electronic processes to submit directly to OPM. Agencies capturing Industry contractor fingerprints under the NISP must use the DSS Submitting Office Number (SON): 346W, Security Office Identifier (SOI): DD03 and the Intra-Governmental Payment and Collection (IPAC): DSS-IND to submit electronic fingerprints through a government entity. OPM will match the fingerprint results to the SF86 submission to initiate the investigation by using the subject’s social security number.

Note: At this time, DSS does not manage a list of points of contact for these agencies nor can DSS enforce their participation. These agencies operate fingerprint capture and submission services at their own discretion. Should you have difficulty working with a nearby agency, please revisit Options 3 and 4.

4.0 Implementation Plan

Companies may employ multiple options depending on how widespread their cleared population is, as well as other factors that may apply to their organization. A SWFT account may be necessary and FSOs should review the SWFT Access, Registration, and Testing Procedures document to obtain information on gaining access to SWFT and registering equipment, if required. Since Option 5 allows fingerprints to be electronically submitted directly from a government agency to OPM, SWFT will not track these submissions.

5.0 Handling Personally Identifiable Information (PII)

Safeguarding PII is the responsibility of every Federal agency and all users of Federal information and information systems. As a user of DoD information systems, regardless of whether they are military, civilian, or a contractor personnel, they are responsible for protecting PII from unauthorized use or disclosure, as required by

Federal laws and DoD regulations. In order to support authorized PII data sharing, DSS recommends the following:

1. Companies/vendors that wish to provide fingerprint services to other companies enter into a service agreement with each other, allowing the service provider to have their SWFT account associated with the other company’s CAGE Code.

2. In the absence of a service agreement, each request for adding a CAGE Code to an existing SWFT account will require a separate Personnel Security System Access Request (PSSAR) validated by the corporate official or Key Management Personnel (KMP) of the company that is seeking the fingerprint services from the provider.

6.0 Funding

SWFT is a fully operational system that is funded, managed and operated by DMDC.

The major funding issue for cleared contractors implementing electronic fingerprinting is the total cost of ownership of hardware that is needed to produce the electronic fingerprints. It is recommended that the company evaluate acquisition and operating costs when determining which options best suit the company’s organizational needs. It is also likely that companies will seek to add any costs associated with new Government-imposed security requirements to their contract prices as an equitable adjustment.

7.0 Technical Support

The DMDC SWFT team provides support for registering equipment, coordinating test activities, and assisting with data discrepancy resolution. All other SWFT inquiries should be routed through the DMDC Contact Center or telephone (800)467-5526.

The SWFT Support Team does not provide technical assistance for hardware devices;

the equipment supplier or hardware manufacturer must provide this type of support.

A SWFT configuration guide is available to registered users once they access the SWFT system and download it from the Help menu.

Appendix A

Frequently Asked Questions

QUESTIONS AND ANSWERS: The following questions and answers are in response to queries or anticipated queries regarding the requirement to transition to electronic fingerprint submission for personnel security investigations:

Q: Why is this change (electronic submission of fingerprints) being mandated?

A: Manually capturing and submitting fingerprints is time consuming and prone to errors.

The intent is to utilize automated electronic fingerprint devices to decrease capture, submission, and processing time. Additionally, this transition will support goals established by the Intelligence Reform and Terrorism Prevention Act of 2004 and the implementation of Homeland Security Presidential Directive-12.

Q: How can a cleared company know what specific equipment to purchase?

A: The FBI maintains a list of products certified as tested and compliant with the FBI's Next Generation Identification (NGI) initiatives and Integrated Automated Fingerprint Identification System (IAFIS) Image Quality Specifications (IQS). The FBI Criminal Justice Information Services Division Biometric Services Section, as part of Biometric Center of Excellence, certifies these products.

Q: What is SWFT?

A: The Secure Web Fingerprint Transmission (SWFT) program enables cleared Defense Industry users to submit electronic fingerprints (e-fingerprints) and demographic information for applicants who require an investigation by the Office of Personnel Management (OPM) for a personnel security clearance. Cleared contractors collect and securely transmit e-fingerprints to SWFT for subsequent release to OPM based on a JPAS/e- QIP submission approved by the Personnel Security Management Office for Industry (PSMO- I). Paper-based capture, submission and processing of fingerprints was time consuming and prone to errors. SWFT eliminates the manual paper process, expedites the clearance process, and provides end-to-end accountability for PII data.

Q: Why use SWFT?

A: OPM is the personnel security investigative service provider for DoD and channels the fingerprints to the FBI in order to receive the results from the record and name checks in conjunction with background investigations. SWFT was developed to provide Industry with a streamlined process and traceability of electronic fingerprint submissions.

Q: Since the deadline has passed, can a cleared facility still transition to submitting electronic fingerprints through SWFT?

A: Any cleared facility can begin the transition to SWFT as soon as they are ready using any of the options listed in Section 3.0. SWFT is a fully operational, PKI-enabled system that is funded, managed and operated by Defense Manpower Data Center (DMDC).

Q: When should we submit the electronic fingerprint file through SWFT?

A: It is recommended that the electronic fingerprint file be submitted through SWFT immediately after the e-QIP has been released to the PSMO-I.

Q: Do we need to provide the e-QIP number on the electronic fingerprint submission?

A: It is not necessary to associate the e-QIP number with the electronic fingerprint file. In fact, there is no field to enter that data.

Q: Once we submit the electronic fingerprint file through SWFT, when should we delete the file from our system?

A: Companies may hold the electronic file until the FBI results are posted in JPAS as special agreement check (SAC) or 120 days.

Q: Does a cleared facility need to own and operate fingerprint scanning devices in order to be able to use SWFT?

A: Owning or operating scanning devices is not necessary. Any cleared facility can obtain a SWFT account.

FSO collects eFP

FSO uploads eFP to SWFT

SWFT

forwards eFP to OPM

OPM

forwards eFP to FBI

FBI returns FP results to OPM

OPM

schedules investigation

FSO submits e-QIP to

PSMO-I

Subject releases e- QIP to FSO

Figure 5- eFingerprint Process Flow

Q: Are there any special considerations for newly sponsored facilities that are interested in Option 3?

A: It is important that the in-process facility confirms the existence of a SWFT account with the chosen service provider as the new facility will not be immediately eligible for their own account. With that being said, if neither the in-process facility nor the chosen service provider have an active SWFT account, the in-process facility will need to select another option.

Q: What are the challenges?

A: The USD-I memorandum dated July 29, 2010 mandated that fingerprints must be submitted electronically for all background investigations by December 2013. Resource issues could delay deployment of Options 1 and 2, which may include availability of equipment, registration processing, machine testing, and user training.

Q: Our company has been assigned over 10 different CAGE Codes, but has only two central processing stations in separate locations. Which option is optimal for our company, and how will the process actually work?

A: There are two ways a central processing station can be engaged in processing and submitting e-Fingerprints to SWFT:

1. The company or each processing station can submit all of its fingerprints under a single CAGE Code. This will, however, prevent you from being able to track and report the fingerprint transactions separately for each CAGE Code if needed.

2. The optimal approach is to request the enabling of “Multiple-Company Uploader” SWFT role for your processing stations. This will allow each processing station to upload e-fingerprints for any of the ten CAGE Codes and to run reports on transactions by CAGE Code. Users of each CAGE Code must maintain their own SWFT account.

Q: SWFT supports multiple CAGE Codes, but the vendor who supports our fingerprint scanner advised us that they have yet to integrate multiple CAGE Codes in their software. How can our FSO upload e-Fingerprints for multiple CAGE Codes?

A: If you are not going to submit under the “Multiple-Company Uploader” role, you can process all submissions under one CAGE Code.

Q: My company is a Third Party Vendor whose fingerprint scanners are being sponsored for use with SWFT by a cleared DOD contractor. Will I have to re-register the same equipment each time we offer services to another NISP contractor?

A: Fingerprint scanning workstations or server-based scanning systems do not have to be re-registered or re-tested before being able to service other client companies. Provide your customers with the manufacturer and serial number of your scanners, your CAGE Code, or the CAGE Code of the company that sponsored the registration of your devices so that your customers can verify in SWFT that your equipment has been registered and approved for use. However, any change to your system that could affect the quality or contents of electronic fingerprint files (e.g., software patches or upgrade, hardware replacement, etc.)

requires the equipment’s re-test.

Appendix B

References

USD(I) memo, DoD Transition to Electronic Fingerprint Capture and Submission in

Support of Background Investigations, dated July 29, 2010: e-Fingerprint memo

Secure Web Fingerprint Transmission (SWFT) Program:

o DMDC SWFT Homepage o SWFT Coordinator Email: dmdc.swft@mail.mil o Registration, Access and Testing Procedures o Additional SWFT FAQs o PSSAR Instructions & Sample o SWFT Approved Vendor List

FBI Approved List:

FBI-Product List FBI Approved Channeler List:

o FBI Approved Channelers

DMDC Contact Center o Customer Service Hours: 6:00AM – 8:00PM EST, Monday through Friday (excluding federal holidays) o Toll-Free Telephone: (800) 467-5526 o Email: dmdc.contactcenter@mail.mil o DSN: (312) 983-9580 o FAX: (502) 613-1096

DSS Knowledge Center o (888) 282-7682 dss.quantico.dss-hq.mbx.knowledge-center@mail.mil

DSS PSMO-I

o AskPSMO-I@dss.mil

When submitting eFPs use:

o SOI: DD03 o SON: 346W o IPAC: DSS-IND

Updated

Appendix C

The Secretary of Defense has entered into agreements with the departments and agencies listed below for the purpose of rendering industrial security services:

1. Department of Agriculture

2. Department of Commerce

3. Department of Education

4. Department of Health and Human Services

5. Department of Homeland Security

6. Department of Justice

7. Department of Labor

8. Department of State

9. Department of Interior

10. Department of Transportation

11. Department of Treasury

12. Environmental Protection Agency

13. Federal Communications Commission

14. Federal Reserve System

15. General Services Administration

16. Government Accountability Office

17. National Aeronautics and Space Administration

18. National Archives and Records Administration

19. National Science Foundation

20. Nuclear Regulatory Commission

21. Office of Personnel Management

22. Overseas Private Investment Corporation

23. Small Business Administration

24. United States Agency for International Development

25. United States International Trade Commission

26. United States Trade Representative

27. United States Postal Service NEW!

SWFT Access, Registration, and Testing Procedures

Version 3.2

Please refer to the SWFT Access, Registration, and Testing Procedures document for more detailed information

1/12/2021 List of FBI-Approved Channelers for Departmental Order Submissions — FBI https://www.fbi.gov/services/cjis/identity-history-summary-checks/list-of-fbi-approved-channelers-for-departmental-order-submissions 1/2

List of FBI-Approved Channelers for Departmental Order Submissions FBI-approved Channelers receive the fingerprint submission and relevant data, collect the associated fee(s), electronically forward the fingerprint submission with the necessary information to the CJIS Division for a national Identity History Summary check, and receive the electronic summary check result for dissemination to the individual. An FBI-approved Channeler simply helps expedite the delivery of Identity History Summary information on behalf of the FBI.

Accurate Biometrics www.accuratebiometrics.com (http://www.accuratebiometrics.com/)

(773) 685-5699

Biometrics4All, Inc.

www.applicantservices.com (http://www.applicantservices.com)

(714) 568-9888

Digital Trusted Identity Services, LLC www.daontis.com (http://www.daontis.com)

(703) 797-2562

Fieldprint, Inc.

(http://www.fieldprint.com/)www.fieldprintusa.com (http://www.fieldprintusa.com)

(877) 614-4364

Gemalto Cogent, Inc.

www.gemalto.com/govt (http://www.gemalto.com/govt)

(626) 325-9600

Idemia Identity & Security USA LLC www.idemia.com (http://www.idemia.com)(877) 783-4187

An official website of the United States government. Here's how you know http://www.accuratebiometrics.com/ http://www.applicantservices.com/ http://www.daontis.com/ http://www.fieldprint.com/ http://www.fieldprintusa.com/ http://www.gemalto.com/govt http://www.idemia.com/

1/12/2021 List of FBI-Approved Channelers for Departmental Order Submissions — FBI https://www.fbi.gov/services/cjis/identity-history-summary-checks/list-of-fbi-approved-channelers-for-departmental-order-submissions 2/2

Inquiries Screening (http://www.inquiriesinc.com/)www.inquiriesscreening.com (https://www.inquiriesscreening.com/)

(877) 702-7107

National Background Check, Inc.

(http://www.fastfingerprints.com/)www.nationalbackgroundcheck.com (http://www.nationalbackgroundcheck.com/)

(877) 932-2435

National Credit Reporting (http://www.myFBIreport.com)www.nbinformation.com (http://www.nbinformation.com/)

(800) 441-1661

STS SID LLC dba Sterling Identity www.sterlingidentity.com (http://www.sterlingidentity.com)

(844) 787-3431

Telos Identity Management Solutions, LLC https://enroll.idvetting.com (https://enroll.idvetting.com)

(800) 714-3557

TRP Associates, LLC dba ID Solutions www.trpassociates.net (http://www.trpassociates.net)

(877) 885-1511

VetConnex www.Vetconnex.com (http://www.vetconnex.com) (952)-595-5800 http://www.inquiriesinc.com/ https://www.inquiriesscreening.com/ http://www.fastfingerprints.com/ http://www.nationalbackgroundcheck.com/ http://www.myfbireport.com/ http://www.nbinformation.com/ http://www.sterlingidentity.com/ https://enroll.idvetting.com/ http://www.trpassociates.net/ http://www.vetconnex.com/

Access

Registration

Testing

There are three phases that an Authorized Organization Representative must complete before a cleared National Industrial Security Program (NISP) organization or U.S. Military component can submit electronic fingerprints (eFPs) to the Secure Web Fingerprint Transaction (SWFT) Web Application.

Getting Started

Access (Personnel Security System Access Request

(PSSAR))

Each organization with a fingerprint processing facility must appoint an Organization Administrator. In order to obtain a SWFT account, all applicants must complete and submit a Personnel Security System Access Request (PSSAR).

Completed PSSAR forms for Organization Administrators must be submitted to the Defense Manpower Data Center (DMDC) Contact Center.

After obtaining a SWFT account, Organization Administrators will be responsible for processing PSSARs, and creating and managing all other user accounts for their organization or facility. See the Organization and Site Administrator Guide for details.

Any fingerprint capture hardware and software must meet Federal Bureau of Investigation (FBI) certification guidelines. Each fingerprint enrollment workstation must be registered with SWFT and approved by the Office of Personnel Management (OPM) or the Registration Authority.

An Online Scanner Registration form is available in the SWFT Web Application, which provides an automated tool for registering a new fingerprint enrollment workstation or editing the existing one. SWFT shares the registration data with the registration authority.

Testing

All fingerprint scanner equipment and software must first be tested with SWFT and the registration authority before it can be used for production e-fingerprint (referred to as eFP) submissions.

The SWFT+ Coordinator assists with scheduling and coordinating a test session with the registration authority, and will also assist with resolution of potential issues with the test eFPs.

Re-registration and Re-testing

All fingerprint scanner equipment and software must be re-registered and re-tested under the following circumstances (contact the SWFT+ Coordinator when unsure):

- Any component of the fingerprint enrollment workstation is replaced (laptop, scanning device, or both)

- Hardware part repair or replacement

- Software replacement, upgrade, modification, or configuration change

- Transfer of the equipment to another location

Server-based/web-based fingerprint systems typically involve two components: 1) One or more fingerprint scanning devices; 2) Server that integrates fingerprint images and biographic data and generates the eFP file.

Multiple scanning devices can be connected to a single server. At least one scanner-server pair must be registered and tested with SWFT/DMDC and the registration authority. The registration must prove that the hardware and software components in the server-based/web-based system meet the FBI certification guidelines. The test of the scanner-server pair must prove that the system is properly configured and generates eFP files that comply with the FBI Electronic Biometric Transmission Specification (EBTS) and OPM or other registration authority specifications.

Additional scanning devices that communicate with a server-based solution that have already been approved for production by SWFT/DMDC and the registration authority must also be registered, but do not have to be tested. Scanning devices that will connect to an approved server-based system must include in the comments section of the SWFT registration form a reference to the previously registered and approved server.

SWFT Server/Web-based Fingerprint Systems

Option One: Multi-Site Uploader - Service Provider Acts with Limited Privileges on Behalf of Another Organization

Any SWFT account holder can act as a service provider for other Organizations if the “Multi-Site Uploader” role is enabled for that account. This allows the service provider to submit eFPs for another Organization, but will not permit accessing reports with detailed PII data for any of the serviced entities.

Serviced Organizations must obtain their own SWFT account before a Multi-Site Uploader can begin submitting eFPs on their behalf.

Organizations are strongly encouraged to enter into a service agreement that will address handling and protection of the Personally Identifiable Information (PII) data. The permission of the “Multi-Site Uploader” requires submission of a valid PSSAR to the DMDC Control Center.

Submission of eFPs on Behalf of Other Companies

Note: Users with the Multi-Site Uploader permission can upload eFPs for any Org/CAGE Code that has been registered in the SWFT system. Once the permission is granted, the Multi-Site Uploader does not need to seek the SWFT pre-approval for uploading eFPs associated with any registered Org/CAGE Code.

Organizations are encouraged to use their own SWFT accounts to monitor fingerprint transactions that have occurred on their behalf.

Option Two: Multi-Site SWFT Account - Service Provider Acts with Full Privileges on Behalf of Another Organization

The user acting as a Service Provider must have their own SWFT account that has been established for the organization for which the user will be providing the services. This account must be explicitly associated with the Org/CAGE Codes of the serviced entity.

A SWFT account under the serviced organization grants the service provider the ability to submit eFPs on the serviced organization’s behalf. The SWFT User who provides the service can access SWFT reports and PII data for Org/CAGE Codes assigned to the service provider’s SWFT account.

Each request for adding an additional Org/CAGE Code to an existing SWFT account requires a PSSAR that has been approved by the appropriate nominating official from the serviced organization.

Submission of eFPs on Behalf of Other Companies

Note: It is not necessary to own and operate a fingerprint capture device to obtain a SWFT account or to submit eFPs. Organizations can submit e-fingerprint files that were generated by a Service Provider with a SWFT-approved and registered workstation.

Security officers and specialists who intend to use the services of a Third Party Vendor for capturing the fingerprints and generating eFP files need to follow only Steps 1 and 2 in the Access portion of the ART Procedures. The Registration and Testing procedures are applicable only to applicants who intend to operate fingerprint enrollment workstations.

Your Organization must verify that the Organization/Third Party Vendor that will generate the eFPs for you had their equipment registered and approved for production by SWFT/DMDC and the registration authority. Access to the verification tool requires a SWFT account.

To confirm the registration status of a fingerprint capture workstation, perform the following steps:

• Obtain either the scanning device Make and Serial Number, or the Org/CAGE Code from the Service Provider.

• Log into SWFT.

• Access the Reports section and run the report “Scanner Registration Status by Hardware Vendor and Serial Number” or “Scanner Registration Status by Org/CAGE Code” as appropriate.

Step 1: The Authorized Organization Representative obtains the PSSAR from the Personnel Security/Assurance (PSA) website at the following link:

https://www.dmdc.mil/psawebdocs/docPage.jsp?p=SWFT

Please follow the instructions on the PSSAR and provide all relevant information as requested. PSSARs with errors will be returned to the submitting organization for correction. Corrected PSSARs for Organization Administrator accounts must be returned to the DMDC Contact Center before a SWFT account can be created.

Note: The Annual Cyber Awareness and Personally Identifiable Information training must be completed by the individual requesting the account. The training links are located on the PSA website at https://www.dmdc.mil/psawebdocs/docPage.jsp?p=SWFT. On the PSSAR, Part 3, numbers 18 and 19 must be checked and the completion date of the training must be filled in.

Step 2: The PSSARs for the Organization Administrators are submitted to the DMDC Contact Center by e-mail to dmdc.contactcenter@mail.mil. Use of encrypted e-mail for transmitting any Privacy Act Data is required.

Instructions on how to utilize digital encryption when sending an e-mail to the DMDC Contact Center can be found at the following link:

https://www.dmdc.mil/psawebdocs/docRequest/filePathNm=PSA/appId=560/app_key_id=1559jsow24d/s iteId=7/ediPnId=0/userId=public/fileNm=Contact+Center+Encryption.pdf

Step 2 (continued): Direct all questions regarding the PSSAR processing status to the DMDC Contact Center via phone at 1-800-467-5526 or via e-mail to dmdc.contactcenter@mail.mil.

Step 2 (continued): Once the SWFT account has been created, the DMDC Contact Center will e-mail the Organization Administrator their user identification (ID), and will request that they call the DMDC Contact Center to obtain a temporary password.

Step 3: Log into the SWFT application and use your User ID and temporary password to register your Public Key (PK )token. Temporary passwords are only valid for 72 hours.

Step 4: Procure live scan or card scan equipment, if not done already.

The list of FBI certified products and software is at https://www.fbibiospecs.cjis.gov/Certifications.

Note #2: Any scanning equipment that is intended for producing eFPs must meet the FBI certification guidelines, and must be registered with SWFT.

SWFT will collect and send all required registration information to the registration authority.

Note #1: Organizations that plan to procure and operate their own equipment should first obtain access to SWFT to access additional guides and documentation.

Note #3: The registration and testing of the scanning equipment can be requested and conducted only by an authorized SWFT User. Any other entity that intends to provide electronic fingerprinting services must seek sponsorship from a cleared contractor organization or other authorized SWFT user entity in order to be able to register their scanning equipment.

Step 4: Log into SWFT.

Please note that only the Organization Administrator has the necessary permissions to register the fingerprint scanning hardware and software. For information on how to register the scanner and software, click the “Help” button in the SWFT application to access the Scanner Configuration and Registration Guide.

Step 4 (Continued): Upon completing the entry of the scanner registration information, the Organization Administrator submits the scanner registration to the SWFT+ Coordinator by clicking the “Submit” button.

The SWFT+ Coordinator reviews the scanner registration. Registration data that does not pass the validation check will be rejected. The Organization Administrator must then correct and re-submit the registration data. Completed scanner registration data is forwarded to the registration authority for approval.

Note: When registering the scanner, ensure that the Transaction Control Number (TCN) Prefix complies with the convention that is outlined in the Scanner Configuration and Registration Guide. Each fingerprint scanner and fingerprint card scanner must have its own unique TCN Prefix. The Scanner Configuration and Registration Guide can be accessed by clicking the “Help” button in SWFT.

Step 5: After successful registration of the scanner hardware and software data, the SWFT+ Coordinator notifies the Organization Administrator via e-mail that the scanner is ready for testing.

The scanner must be properly configured before producing test or production eFP files. Refer to the Scanner Configuration and Registration Guide which can be accessed by clicking the “Help” button in

SWFT.

Note: It is not necessary to re-register or re-test the scanner workstation separately for each new Org/CAGE Code that the workstation will support. The same applies to a scanner workstation that is being sponsored by an authorized SWFT account holder.

Step 6: The Organization Administrator uploads the test eFP to SWFT and notifies the SWFT+ Coordinator by e-mail at DMDC.SWFT@mail.mil after the eFP is successfully uploaded. Refer to the Scanner Configuration and Registration Guide for detailed instructions pertaining to the enrollment and upload of a test eFP. Please note the following before uploading a test eFP to SWFT:

Note #1: The maximum acceptable eFP file size is 1MB for both test and production submissions. If the eFP file size is greater than 1MB, consult the vendor on how to set the scanner resolution and/or file compression to bring the size of the eFP file within 700– 1,000KB range.

Note #2: Fingerprint card scanning equipment often exports only the fingerprint images from the paper card. As a result, you may have to re-enter all the biographical data manually. Please contact the appropriate software vendor for information how your card scanner should be configured to generate eFPs meeting the OPM and other registration authority standards.

Step 7: The SWFT+ Coordinator reviews the uploaded eFP and reports any issues. If errors are identified in the eFP, the SWFT+ Coordinator works with the Organization Administrator on resolution. This process might require re-submission of a corrected eFP to SWFT. Verified test eFP files are forwarded to the registration authority for validation.

Step 7 (Continued): An automated e-mail notification is sent to the Organization Administrator when the test eFP file has been submitted to the registration authority. The SWFT+ Coordinator receives notification of the test result via e-mail from OPM within one business day after submission of the test eFP to OPM.

Testing

Note: Currently, only OPM sends a confirmation e-mail to the SWFT+ Coordinator after a test eFP has been received. This may change in the future for other registration authorities.

Step 8: For each test eFP submitted to the registration authority the SWFT+ Coordinator communicates one of the following possible test results by e-mail to the Organization Administrator:

Result #1: The test eFP was successfully processed and the scanner/software is authorized to submit eFPs to production.

Result #2: The test eFP was rejected by the Registration Authority.

The SWFT+ Coordinator will provide assistance with resolving the issues with the test eFP.

Errors found during the registration authority validation of the test eFP will require resubmission of a corrected eFP to SWFT. Steps 6–8 will be repeated until the scanner has been approved for production use by the Registration Authority.

For any questions or concerns, please contact the Defense Manpower Data Center Contact Center at

DMDC.contactcenter@mail.mil

Or contact the SWFT+ Coordinator at DMDC.SWFT@mail.mil