Microsoft OneNote

General Information

Technologies must be operated and maintained in accordance with Federal and Department security and privacy policies and guidelines. More information on the proper use of the TRM can be found on the TRM Proper Use Tab/Section.

Website:	Go to site
Description:	Microsoft OneNote, also known as Microsoft Office OneNote, allows for free-form information gathering and multi-user collaboration. This technology can be used to gather and share notes, drawings, screen clippings, and audio commentaries. The TRM decisions in this entry only apply to technologies and versions owned, operated, managed, patched, and version-controlled by VA. This includes technologies deployed as software installations on VMs within VA-controlled cloud environments (e.g., VA Enterprise Cloud (VAEC)). Cloud services provided by the VAEC, which are listed in the VAEC Service Catalog, and those controlled and managed by an external Cloud Service Provider (i.e., SaaS) are not in the purview of the TRM. For more information on the use of cloud services and cloud-based products within VA, including VA private clouds, please see the Enterprise Cloud Solutions Office (ECSO) Portal at: https://dvagov.sharepoint.com/sites/OITECSO This entry covers the Desktop Edition of this technology and not any mobile versions. See Category tab/Comparable for the corresponding Mobile entry. Note: The implementation of mobile technology applications that operate on Mobile Operating Systems must be reviewed and approved by the Mobile Technology and Endpoint Security Engineering Team https://dvagov.sharepoint.com/sites/OITMT/SitePages/MTHome.aspx
Technology/Standard Usage Requirements:	Users must ensure their use of this technology/standard is consistent with VA policies and standards, including, but not limited to, VA Handbooks 6102 and 6500; VA Directives 6004, 6513, and 6517; and National Institute of Standards and Technology (NIST) standards, including Federal Information Processing Standards (FIPS). Users must ensure sensitive data is properly protected in compliance with all VA regulations. Prior to use of this technology, users should check with their supervisor, Information Security Officer (ISO), Facility Chief Information Officer (CIO), or local Office of Information and Technology (OI&T) representative to ensure that all actions are consistent with current VA policies and procedures prior to implementation.
Section 508 Information:	This technology has been assessed by the Section 508 Office and found non-conformant. The Implementer of this technology has the responsibility to ensure the version deployed is 508-compliant. Section 508 compliance may be reviewed by the Section 508 Office and appropriate remedial action required if necessary. For additional information or assistance regarding Section 508, please contact the Section 508 Office at Section508@va.gov. Please see reference tab for more information concerning product versions.
Decision:	View Decisions

Decision Source:	TRM Mgmt Group
Decision Process:	One-VA TRM v24.1
Decision Date:	01/18/2024 at 18:39:04 UTC
Aliases:	Microsoft OneNote; Microsoft Office OneNote; MS OneNote
Introduced By:	TRM Analysis
Vendor Name:	Microsoft

Vendor Release Information

The Vendor Release table provides the known releases for the TRM Technology, obtained from the vendor (or from the release source).

Version	Release Date	Vendor End of Life Date	Vendor Desupport Date
11.0/2003	11/17/2003	04/08/2014	04/08/2014
12.0/2007	01/27/2007	10/10/2017	10/10/2017
14.0/2010	07/15/2010	10/13/2020	10/13/2020
15.0/2013	07/16/2012	04/11/2023	04/11/2023
16.x/2016	09/22/2015	10/13/2020	10/13/2020
19.x/2018
17.x/2023	01/04/2024

Current Decision Matrix (01/09/2024)

Users must ensure their use of this technology/standard is consistent with VA policies and standards, including, but not limited to, VA Handbooks 6102 and 6500; VA Directives 6004, 6513, and 6517; and National Institute of Standards and Technology (NIST) standards, including Federal Information Processing Standards (FIPS). Users must ensure sensitive data is properly protected in compliance with all VA regulations. Prior to use of this technology, users should check with their supervisor, Information Security Officer (ISO), Facility Chief Information Officer (CIO), or local Office of Information and Technology (OI&T) representative to ensure that all actions are consistent with current VA policies and procedures prior to implementation.

The VA Decision Matrix displays the current and future VA IT position regarding different releases of a TRM entry. These decisions are based upon the best information available as of the most current date. The consumer of this information has the responsibility to consult the organizations responsible for the desktop, testing, and/or production environments to ensure that the target version of the technology will be supported. Any major.minor version that is not listed in the VA Decision Matrix is considered unapproved for use.

Legend:

White	Approved: The technology/standard has been approved for use.
Yellow	Approved w/Constraints: The technology/standard can be used within the specified constraints located below the decision matrix in the footnote[1] and on the General tab.
Gray	Unapproved: This technology or standard can be used only if a POA&M review is conducted and signed by the Authorizing Official Designated Representative (AODR) as designated by the Authorizing Official (AO) or designee and based upon a recommendation from the POA&M Compliance Enforcement, has been granted to the project team or organization that wishes to use the technology.
Orange	Divest: VA has decided to divest itself on the use of the technology/standard. As a result, all projects currently utilizing the technology/standard must plan to eliminate their use of the technology/standard. Additional information on when the entry is projected to become unapproved may be found on the Decision tab for the specific entry.
Black	Prohibited: The technology/standard is not (currently) permitted to be used under any circumstances.
Blue	Planning/Evaluation Constraint:The period of time this technology is currently being evaluated, reviewed, and tested in controlled environments. Use of this technology is strictly controlled and not available for use within the general population. If a customer would like to use this technology, please work with your local or Regional OI&T office and contact the appropriate evaluation office displayed in the notes below the decision matrix. The Local or Regional OI&T office should submit an inquiry to the TRM if they require further assistance or if the evaluating office is not listed in the notes below.

Release/Version Information:

VA decisions for specific versions may include a ‘.x’ wildcard, which denotes a decision that pertains to a range of multiple versions.

For example, a technology approved with a decision for 7.x would cover any version of 7.(Anything) - 7.(Anything). However, a 7.4.x decision would cover any version of 7.4.(Anything), but would not cover any version of 7.5.x or 7.6.x on the TRM.

VA decisions for specific versions may include ‘+’ symbols; which denotes that the decision for the version specified also includes versions greater than what is specified but is not to exceed or affect previous decimal places.

For example, a technology approved with a decision for 12.6.4+ would cover any version that is greater than 12.6.4, but would not exceed the .6 decimal ie: 12.6.401 is ok, 12.6.5 is ok, 12.6.9 is ok, however 12.7.0 or 13.0 is not.

<Past

CY2017

CY2018

CY2019

Future>

Release

Q1

Q2

Q3

Q4

Q1

Q2

Q3

Q4

Q1

Q2

Q3

Q4

12.0/2007

Divest
[7, 8, 9, 10, 11]

Divest
[8, 9, 10, 11, 12]

Unapproved

14.0/2010

Approved w/Constraints
[7, 8, 9, 10, 11]

Approved w/Constraints
[8, 9, 10, 11, 12]

Approved w/Constraints
[10, 11, 12, 13, 14]

Approved w/Constraints
[10, 11, 12, 14, 15]

Divest
[10, 11, 14, 15, 16]

Unapproved

15.0/2013

Unapproved

16.x/2016

Approved w/Constraints
[1, 7, 8, 9, 10, 11]

Approved w/Constraints
[8, 9, 10, 11, 12]

Approved w/Constraints
[10, 11, 12, 13, 14]

Approved w/Constraints
[10, 11, 12, 14, 15]

Approved w/Constraints
[10, 11, 14, 15, 16]

Approved w/Constraints
[10, 11, 12, 14, 15]

19.x/2018

Unapproved

17.x/2023

Unapproved

Decision Constraints


[1]	This Technology is currently being evaluated, reviewed, and tested in controlled environments. Use of this technology is strictly controlled and not available for use within the general population.

[2]	Configuration and deployment standards for Microsoft Office images which are defined and maintained by the Client Services organization within VA Enterprise Systems Engineering must be followed and adhered to unless an appropriate waiver is granted.

[3]	Technology must remain patched and operated in accordance with Federal and Department security policies and guidelines in order to mitigate known and future security vulnerabilities.

[4]	Due to potential information security risks, cloud based versions of this product are not permitted without a waiver signed by the Deputy CIO of ASD based upon a recommendation from the Architecture and Engineering Review Board (AERB). In addition, cloud based features of this software may not be used without an Enterprise Security Change Control Board (ESCCB) approval to ensure that confidential organization and/or PII/PHI data are not compromised (ref: VA Directive 6004, VA Directive 6517 and VA Directive 6513). Use of public cloud storage requires documented Federal Risk and Authorization Management Program (FedRAMP) compliance and a Memorandum of Understanding / Interconnection Security Agreement (MOU/ISA) between the vendor and VA prior to ESCCB review.

[5]	This Technology is currently being evaluated, reviewed, and tested in controlled environments. Use of this technology is strictly controlled and not available for use within the general population. Contact your local CIO office if more information is needed in regards to the use of this technology.

[6]	Planning/Evaluation - OneNote versions15/2013 and 16/2016 of this technology are currently being evaluated, reviewed, and tested in controlled environments. Use of this technology is strictly controlled and not available for use within the general population. Contact your local Chief Information Officer (CIO) office if more information is needed in regards to the use of this technology. Configuration and deployment standards for Microsoft Office images, which are defined and maintained by the Client Services organization within VA Enterprise Systems Engineering, must be followed and adhered to unless an appropriate waiver is granted.

[7]	If free trialware is utilized, the software must be purchased or removed at the end of the trial period. The VA will not being deploying or approving the use of Office 2013 or its components (InfoPath, Excel, OneNote, Outlook, PowerPoint, Publisher and Word) as Enterprise System Engineering (ESE) is testing and working on a deployment plan for Office 365 ProPlus (Office 2016). As such, 15.0/2013 is unapproved; and 16.x/2016 is under evaluation and is currently not approved for production. Use of this technology is strictly controlled and not available for use within the general population. Contact your local Chief Information Officer (CIO) office if more information is needed in regards to the use of this technology. Configuration and deployment standards for Microsoft Office images, which are defined and maintained by the Client Services organization within VA Enterprise Systems Engineering, must be followed and adhered to unless an appropriate waiver is granted.

[8]	Due to potential information security risks, cloud based technologies may not be used without an Enterprise Security Change Control Board (ESCCB) approval. This body is in part responsible for ensuring organizational information, Personally Identifiable Information (PII), Protected Health Information (PHI), and VA sensitive data are not compromised. (Ref: VA Directive 6004, VA Directive 6517, VA Directive 6513 and VA Directive 6102).

[9]	Veterans Affairs (VA) users must ensure VA sensitive data is properly protected in compliance with all VA regulations. All instances of deployment using this technology should be reviewed by the local ISO (Information Security Officer) to ensure compliance with VA Handbook 6500.

[10]	Users should check with their supervisor, Information Security Office (ISO) or local OIT representative for permission to download and use this software. Downloaded software must always be scanned for viruses prior to installation to prevent adware or malware. Freeware may only be downloaded directly from the primary site that the creator of the software has advertised for public download and user or development community engagement. Users should note, any attempt by the installation process to install any additional, unrelated software is not approved and the user should take the proper steps to decline those installations.

[11]	Due to National Institute of Standards and Technology (NIST) identified security vulnerabilities, extra vigilance should be applied to ensure the versions remain properly patched to mitigate known and future vulnerabilities. The local ISO can provide assistance in reviewing the NIST vulnerabilities.

[12]	If free trialware is utilized, the software must be purchased or removed at the end of the trial period. Configuration and deployment standards for Microsoft Office images, which are defined and maintained by the Client Services organization within VA Enterprise Systems Engineering, must be followed and adhered to unless an appropriate waiver is granted.

[13]	Due to potential information security risks, cloud based technologies may not be used without the approval of the VA Enterprise Cloud Services (ECS) Group. This body is in part responsible for ensuring organizational information, Personally Identifiable Information (PII), Protected Health Information (PHI), and VA sensitive data are not compromised. (Ref: VA Directive 6004, VA Directive 6517, VA Directive 6513 and VA Directive 6102).

[14]	Veterans Affairs (VA) users must ensure VA sensitive data is properly protected in compliance with all VA regulations. All instances of deployment using this technology should be reviewed by the local ISO (Information Security Officer) to ensure compliance with VA Handbook 6500.

[15]	Due to potential information security risks, cloud based technologies may not be used without the approval of the Enterprise Cloud Solution Office (ECSO). This body is in part responsible for ensuring organizational information, Personally Identifiable Information (PII), Protected Health Information (PHI), and VA sensitive data are not compromised. (Ref: VA Directive 6004, VA Directive 6517, VA Directive 6513 and VA Directive 6102).

[16]	If free trialware is utilized, the software must be purchased or removed at the end of the trial period. Configuration and deployment standards for Microsoft Office images, which are defined and maintained by the Client Services organization within VA Enterprise Systems Engineering, must be followed and adhered to unless an appropriate waiver is granted.

Note:

The use of Office 2013 or its components (Microsoft InfoPath, Microsoft Excel, Microsoft OneNote, Microsoft Outlook, Microsoft PowerPoint, Microsoft Publisher and Microsoft Word) is unapproved as Enterprise System Engineering (ESE) has approved the use of Office 365 ProPlus (Office 2016). This technology has multiple patches and/or minor releases per year. This is denoted by the `x` placeholder. At the time of writing, version 2016 (released 09/22/2015) is the most current version released. Office 2019 as unapproved because it is not yet VA supported

References

The following reference(s) are associated with this entry:
Type	Name	Source	Description
Vendor Provided*	Help Page		This site links to help materials for this product.
*NOTE: Vendor provided information is subject to the accuracy of the manufacturer.

Technology Components

Note: This list may not be complete. No component, listed or unlisted, may be used outside of the technology in which it is released. The usage decision for a component is found in the Decision and Decision Constraints.
Name	Description
No components have been identified for this entry.

VA Categories View the VA Categorization Framework

Domain Area	Category	Customer Guidance	Category Locked By ELT Date
Collaboration and Electronic Workplace Collaboration Software	Real-Time and Team Collaboration
Collaboration and Electronic Workplace Productivity Software	Standard Office Suite

Operating Systems Supported by the Technology

macOS - Approved w/Constraints
Windows Client - Approved w/Constraints
Windows Server - Approved w/Constraints

Technologies/Standards Relationships

Runtime Dependencies:

No runtime dependencies have been identified.

Comparable Technologies:

Companion Technologies/Supported Standards:

Moving Picture Experts Group (MPEG)-4

General Analysis

Adoption Benefits

This technology has a comprehensive set of documentation.
The enterprise holds an enterprise license for this technology and users can contact the considering VA Office for licensing or software details.
The vendor of this technology is an industry leader in the subject matter.

Adoption Risks

There are Threat & Assessment Analysis Portal (TAAP) bulletins associated with this technology.
There is no indication based on either the vendor documentation or the Cryptographic Module Validation Program (CMVP) that this technology is Federal Information Processing Standard (FIPS) 140-2 compliant.
The potential exists to store Personally Identifiable Information (PII), Protected Health Information (PHI) and/or VA Sensitive data and proper security standards must be followed in these cases.
There are known Common Vulnerabilities and Exposures (CVEs) associated with this technology. Please see NVD - Results (nist.gov) for more details.
This software has a free trial period, which carries the potential for the disruption of service delivery and inaccurate financial planning.
Due to the rapid release schedule of this product, the VA may be unable to update to the most recent patch and may require a deployment model requiring the use of specific versions.
Other comparable approved solutions that provide similar functionality are available on the TRM, and the adoption of this technology could result in duplicate functionality which may increase organization requirements for support and maintenance.
There is an increased risk of vendor lock-in due to the technology’s limited adaptability.

Architectural Benefits

This technology is portable across several VA approved platforms.
This technology is part of the VA Gold Image.

Architectural Risks

This technology has the ability to operate in cloud-based environments.

Inside VA

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National Observances

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VA Technical Reference Model v 24.7

General Information

Vendor Release Information

Current Decision Matrix (01/09/2024)

Decision Constraints

References

Technology Components

VA Categories View the VA Categorization Framework

Operating Systems Supported by the Technology

Technologies/Standards Relationships

Runtime Dependencies:

Comparable Technologies:

Companion Technologies/Supported Standards:

General Analysis

Adoption Benefits

Adoption Risks

Architectural Benefits

Architectural Risks

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VA Technical Reference Model v 24.7

General Information

Vendor Release Information

Current Decision Matrix (01/09/2024)

Decision Constraints

References

Technology Components

VA Categories View the VA Categorization Framework

Operating Systems Supported by the Technology

Technologies/Standards Relationships

Runtime Dependencies:

Comparable Technologies:

Companion Technologies/Supported Standards:

General Analysis

Adoption Benefits

Adoption Risks

Architectural Benefits

Architectural Risks

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