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VA Technical Reference Model v 24.11

FileHold

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:	FileHold is a document and record lifecycle technology that includes features to implement and design document workflows. This technology also includes record management, archival, document scanning, and document imaging functionality. This software allows for documents to be accessed wherever the user has internet access. FileHold is available in two editions: FileHold Express and FileHold Enterprise. This assessment covers both editions. This technology can be deployed on-premises, in the cloud, or via mobile device. This entry covers the Desktop Edition of this technology and not any mobile versions. Please note that the implementation of mobile technology applications that operate on Mobile Operating Systems must be reviewed and authorized by the Mobile Technology and Endpoint Security Engineering Team: http://vaww.eie.va.gov/SysDesign/CS/MT/default.aspx 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
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 not been assessed by the Section 508 Office. 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.
Decision:	View Decisions

Decision Source:	TRM Mgmt Group
Decision Process:	One-VA TRM v24.2
Decision Date:	02/23/2024 at 14:30:52 UTC
Introduced By:	TRM Request
Vendor Name:	Filehold Systems

Vendor Release Information

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

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Version	Release Date	Vendor End of Life Date	Vendor Desupport Date
14.x	01/31/2014
15.1	09/30/2016
15.2.x	05/01/2017
16.x	08/15/2018
17.x	10/06/2022

Current Decision Matrix (02/21/2024)

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 VAIT 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.

Legend:

White	Authorized: The technology/standard has been authorized for use.
Yellow	Authorized 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	Authorized w/ Constraints (POA&M): 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	Authorized w/ Constraints (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 unauthorized may be found on the Decision tab for the specific entry.
Black	Unauthorized: The technology/standard is not (currently) permitted to be used under any circumstances.
Blue	Authorized w/ Constraints (PLANNING/EVALUATION): 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 authorized 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 authorized 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.

Any major.minor version that is not listed in the VA Decision Matrix is considered Authorized w/ Constraints (POA&M).

<Past

CY2018

CY2019

CY2020

Future>

Release

14.x

Approved w/Constraints
[1, 4, 5, 8, 9, 11, 12]

DIVEST
[4, 5, 8, 9, 11, 13]

DIVEST
[4, 5, 11, 14]

Unapproved

15.1

Approved w/Constraints
[1, 4, 5, 8, 9, 11, 12]

DIVEST
[4, 5, 8, 9, 11, 13]

DIVEST
[4, 5, 11, 14]

Unapproved

15.2.x

Approved w/Constraints
[1, 4, 5, 8, 9, 11, 12]

Approved w/Constraints
[4, 5, 8, 9, 11, 13]

DIVEST
[4, 5, 11, 14]

Unapproved

16.x

Unapproved

Approved w/Constraints
[4, 5, 11, 14]

Approved w/Constraints
[4, 5, 14, 15]

17.x

Unapproved

Decision Constraints


[1]	If free trialware is utilized, the software must be purchased or removed at the end of the trial period. Security Engineering (SE) conducted a pre-assessment and security requirements verification of FileHold Enterprise. It is advised that if this product is used within the Department of Veterans Affairs (VA) that the following constraints be applied: Users must ensure Federal Information Processing Standards (FIPS) 140-2 encryption if using FileHold to retrieve PII/PHI/sensitive information since it does not have FIPS-enabled by default. VA Handbook 6500, SC-28 ` Protection of Information at Rest ` requires FIPS 140-2 validated encryption. When establishing a password for the FileHold, ensure that all of the VA password requirements are met with regard to length and complexity. VA Handbook 6500 Control IA-5: Authenticator Management sets a standard of at least 8 non-blank characters. They must contain characters from three (3) of the following (4) categories: English upper case characters English lower case characters Base-10 digits Non-alphanumeric special characters Six of the characters must not occur more than once in the password. FileHold Enterprise must be deployed locally (on-premise) on VA owned and managed servers. If FileHold projects require Internet connection, a FedRAMP compliant CSP must be utilized. The FedRAMP authorized impact level of the cloud service must be in compliance with VA requirements for the system being leveraged. If the cloud solution is used to satisfy a VA mission requirement, VA must clearly define the required security controls and document them in a VA authorized Memorandum of Understanding and Interconnection Security Agreement (MOU/ISA) contract and other VA authorized agreements (e.g., Data Use Agreement) as stated in VA Handbook 6500 and VA Directive 6513 - Secure External Connections. Further, only CSPs that have been authorized TIC 2.0 compliant may be used within VA. All traffic to and from the CSP must traverse the VA Trusted Internet Connection (TIC) gateway. TIC compliance is a shared responsibility between the CSP and VA. The CSP is required to provide an architecture that supports TIC while VA enforces TIC routing and compliance.

[2]	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.

[3]	Per the May 5th, 2015 memorandum from the VA Chief Information Security Officer (CISO) FIPS 140-2 Validate Full Disk Encryption (FOE) for Data at Rest in Database Management Systems (DBMS) and in accordance with Federal requirements and VA policy, database management must use Federal Information Processing Standards (FIPS) 140-2 compliant encryption to protect the confidentiality and integrity of VA information at rest at the application level. If FIPS 140-2 encryption at the application level is not technically possible, FIPS 140-2 compliant full disk encryption (FOE) must be implemented on the hard drive where the DBMS resides. Appropriate access enforcement and physical security control must also be implemented. All instances of deployment using this technology should be reviewed to ensure compliance with VA Handbook 6500 and National Institute of Standards and Technology (NIST) standards. It is the responsibility of the system owner to work with the local CIO (or designee) and Information Security Officer (ISO) to ensure that a compliant DBMS technology is selected and that if needed, mitigating controls are in place and documented in a System Security Plan (SSP).

[4]	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.

[5]	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 authorized and the user should take the proper steps to decline those installations.

[6]	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).

[7]	In cases where the technology is used for external connections, a full Enterprise Security Change Control Board (ESCCB) review is required in accordance VA Directive 6004 , VA Directive 6517, and VA Directive 6513. The local ISO can advise on the ESCCB review process.

[8]	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.

[9]	Per the May 5th, 2015 memorandum from the VA Chief Information Security Officer (CISO) FIPS 140-2 Validate Full Disk Encryption (FOE) for Data at Rest in Database Management Systems (DBMS) and in accordance with Federal requirements and VA policy, database management must use Federal Information Processing Standards (FIPS) 140-2 compliant encryption to protect the confidentiality and integrity of VA information at rest at the application level. If FIPS 140-2 encryption at the application level is not technically possible, FIPS 140-2 compliant full disk encryption (FOE) must be implemented on the hard drive where the DBMS resides. Appropriate access enforcement and physical security control must also be implemented. All instances of deployment using this technology should be reviewed to ensure compliance with VA Handbook 6500 and National Institute of Standards and Technology (NIST) standards. It is the responsibility of the system owner to work with the local CIO (or designee) and Information Security Officer (ISO) to ensure that a compliant DBMS technology is selected and that if needed, mitigating controls are in place and documented in a System Security Plan (SSP).

[10]	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).

[11]	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).

[12]	In cases where the technology is used for external connections, a full Enterprise Security Change Control Board (ESCCB) review is required in accordance VA Directive 6004 , VA Directive 6517, and VA Directive 6513. The local ISO can advise on the ESCCB review process.

[13]	If free trial ware is utilized, the software must be purchased or removed at the end of the trial period. Security Engineering (SE) conducted a pre-assessment and security requirements verification of FileHold Enterprise. It is advised that if this product is used within the Department of Veterans Affairs (VA) that the following constraints be applied: Users must ensure Federal Information Processing Standards (FIPS) 140-2 encryption if using FileHold to retrieve PII/PHI/sensitive information since it does not have FIPS-enabled by default. VA Handbook 6500, SC-28 ` Protection of Information at Rest ` requires FIPS 140-2 validated encryption. When establishing a password for the FileHold, ensure that all of the VA password requirements are met with regard to length and complexity. VA Handbook 6500 Control IA-5: Authenticator Management sets a standard of at least 8 non-blank characters. They must contain characters from three (3) of the following (4) categories: English upper case characters English lower case characters Base-10 digits Non-alphanumeric special characters Six of the characters must not occur more than once in the password. FileHold Enterprise must be deployed locally (on-premise) on VA owned and managed servers. If FileHold projects require Internet connection, a FedRAMP compliant CSP must be utilized. The FedRAMP authorized impact level of the cloud service must be in compliance with VA requirements for the system being leveraged. If the cloud solution is used to satisfy a VA mission requirement, VA must clearly define the required security controls and document them in a VA authorized Memorandum of Understanding and Interconnection Security Agreement (MOU/ISA) contract and other VA authorized agreements (e.g., Data Use Agreement) as stated in VA Handbook 6500 and VA Directive 6513 - Secure External Connections. Further, only CSPs that have been authorized TIC 2.0 compliant may be used within VA. All traffic to and from the CSP must traverse the VA Trusted Internet Connection (TIC) gateway. TIC compliance is a shared responsibility between the CSP and VA. The CSP is required to provide an architecture that supports TIC while VA enforces TIC routing and compliance.

[14]	Users must ensure Federal Information Processing Standards (FIPS) 140-2 encryption if using FileHold to retrieve PII/PHI/sensitive information since it does not have FIPS-enabled by default. VA Handbook 6500, SC-28 ` Protection of Information at Rest ` requires FIPS 140-2 validated encryption. When establishing a password for the FileHold, users must ensure that all of the VA password requirements are met with regard to length and complexity. VA Handbook 6500 Control IA-5: Authenticator Management sets a standard of at least 8 non-blank characters. They must contain characters from three (3) of the following four (4) categories: o English upper case characters o English lower case characters o Base-10 digits o Non-alphanumeric special characters Six of the characters must not occur more than once in the password. FileHold Enterprise must be deployed locally (on-premise) on VA owned and managed servers. If FileHold projects require Internet connection, a FedRAMP compliant CSP must be utilized. The FedRAMP authorized impact level of the cloud service must be in compliance with VA requirements for the system being leveraged. If the cloud solution is used to satisfy a VA mission requirement, VA must clearly define the required security controls and document them in a VA authorized Memorandum of Understanding and Interconnection Security Agreement (MOU/ISA) contract and other VA authorized agreements (e.g., Data Use Agreement) as stated in VA Handbook 6500 and VA Directive 6513 - Secure External Connections. Further, only CSPs that have been authorized TIC 2.0 compliant may be used within VA. All traffic to and from the CSP must traverse the VA Trusted Internet Connection (TIC) gateway. TIC compliance is a shared responsibility between the CSP and VA. The CSP is required to provide an architecture that supports TIC while VA enforces TIC routing and compliance. If free trial ware is utilized, the software must be purchased or removed at the end of the trial period.

[15]	Due to potential information security risks for cloud-based technologies, users should coordinate closely with their facility ISSO for guidance and assistance on cloud products. If further guidance is needed contact the Enterprise Cloud Solution Office (ECSO), which is the body responsible for new software development in and migration of existing systems to the VA Enterprise Cloud (VAEC) and ensuring organizational information, Personally Identifiable Information (PII), Protected Health Information (PHI), and VA sensitive data are not compromised within the VAEC. For information about Software as a Service (SaaS) products or to submit a SaaS product request with the Project Special Forces (SPF) team, please use their online form. (Ref: VA Directive 6004, VA Directive 6517, VA Directive 6513 and VA Directive 6102).

Note:

At the time of writing, version 17.0 is the most current version, released 10/06/2022.

Type	Name	Source	Description
*NOTE: Vendor provided information is subject to the accuracy of the manufacturer.

Name	Description
No components have been identified for this entry.


Application Technology Software Engines	Business Process Management Engines

General Analysis

Adoption Benefits

At the time of writing, no National Institute of Standards and Technology (NIST) vulnerabilities had been reported and no VA Cyber Security Operations Center (CSOC) bulletins had been issued for the latest versions of this technology.
This is a well documented technology.
This technology can use a VA-preferred database.

Adoption Risks

System scans indicate that this technology is no longer in use within the VA network.
This technology can integrate with and alter database technologies.
There are several VA authorized technologies which provide similar functionality.
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.
This software has a free trial period, which carries the potential for the disruption of service delivery and inaccurate financial planning.
Due to the frequency of this technology`s updates, the VA may be unable to keep up with the rapid release schedule of this technology and may require a usage model that requires specific versions.
FileHold Enterprise uses Hyper Text Transfer Protocol Secure (HTTPS) for all communication between clients and the application server. Encryption of its license key and any integration passwords, such as for external database dropdown fields and email credentials, is achieved using the Microsoft 3DES crypto provider when Federal Information Processing Standard (FIPS) support is enabled.
FileHold Enterprise is password protected for access. VA has stringent requirements for password complexity that must be met. The product password complexity enforcement is not defined.
FileHold Enterprise is not Federal Information Processing standards (FIPS) 140-2 certified.

Architectural Benefits

This technology is compatible with virtual machines, therefore consistent with the enterprise Server Virtualize First Policy (VAIQ 7266972 08-27-2012).
This technology can integrate with Microsoft Outlook, Word, Excel, PowerPoint, Visio, SharePoint and OneNote.

Architectural Risks

This technology includes cloud-based functionality which has potential information security risks.
This technology is not portable as it runs only on Windows platforms.
FileHold Enterprise offers a cloud-based solution. FileHold is not listed as a Federal Risk and Authorization Management Program (FedRAMP) authorized, ready, or in-process product. Future implementation at VA would necessarily require a FedRAMP authorized Cloud Service Provider (CSP) from a select list.

- The information contained on this page is accurate as of the Decision Date (02/23/2024 at 14:30:52 UTC).

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VA Technical Reference Model v 24.11

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VA Technical Reference Model v 24.11

General Information

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References

Technology Components

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Operating Systems Supported by the Technology

Technologies/Standards Relationships

Runtime Dependencies:

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Companion Technologies/Supported Standards:

General Analysis

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Architectural Benefits

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