Lexmark Document Distributor (LDD)

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:	Lexmark Document Distributor enables distributing documents and data from capture sources across your organization to wherever you need them, such as an Enterprise Content Management (ECM) or Enterprise Resource Planning (ERP) system. This technology is an enterprise framework for hard copy document capturing, processing, and routing. There is no specific page for this technology.
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 v23.4
Decision Date:	04/04/2023 at 02:07:22 UTC
Introduced By:	TRM Request
Vendor Name:	Lexmark

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
4.x	02/01/2012
5.x	02/01/2015

Current Decision Matrix (03/06/2023)

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

CY2020

CY2021

CY2022

Future>

Release

Q1

Q2

Q3

Q4

Q1

Q2

Q3

Q4

Q1

Q2

Q3

Q4

4.x

Unapproved

5.x

Approved w/Constraints
[2, 3, 4]

Approved w/Constraints
[2, 3, 5]

Approved w/Constraints
[3, 5, 6]

Decision Constraints


[1]	LDD database server and its components must adhere to VA Baseline Configuration Standards. MS SQL Server must be used unless a waiver, is signed by the Demand Management Office and based upon a recommendation from the Strategic Technology Alignment Team (STAT) has been granted to the project team or organization that wishes to use the technology LDD should not be used for any data containing PHI/PII, sensitive information because it lacks FIPS 140-2 certified encryption. Thus, ensure use of a FIPS 140-2 validated cryptographic module leveraged off of systems interfacing with LDD. 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 specified in VA Handbook 6500 SC 28: Protection of Information at Rest, system owners must ensure that FIPS 140-2 compliant encryption is employed at all times. The system user or administrator initiating the LDD process should have robust authentication credentials that prevent unauthorized or casual access.

[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]	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.

[4]	LDD database server and its components must adhere to VA Baseline Configuration Standards. MS SQL Server must be used unless a waiver, is signed by the Demand Management Office and based upon a recommendation from the Strategic Technology Alignment Team (STAT) has been granted to the project team or organization that wishes to use the technology LDD should not be used for any data containing PHI/PII, sensitive information because it lacks FIPS 140-2 certified encryption. Thus, ensure use of a FIPS 140-2 validated cryptographic module leveraged off of systems interfacing with LDD. 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 specified in VA Handbook 6500 SC 28: Protection of Information at Rest, system owners must ensure that FIPS 140-2 compliant encryption is employed at all times. The system user or administrator initiating the LDD process should have robust authentication credentials that prevent unauthorized or casual access.

[5]	LDD database server and its components must adhere to VA Baseline Configuration Standards. MS SQL Server must be used unless a waiver, is signed by the Demand Management Office and based upon a recommendation from the Strategic Technology Alignment Team (STAT) has been granted to the project team or organization that wishes to use the technology LDD should not be used for any data containing PHI/PII, sensitive information because it lacks FIPS 140-2 certified encryption. Thus, ensure use of a FIPS 140-2 validated cryptographic module leveraged off of systems interfacing with LDD. 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 specified in VA Handbook 6500 SC 28: Protection of Information at Rest, system owners must ensure that FIPS 140-2 compliant encryption is employed at all times. The system user or administrator initiating the LDD process should have robust authentication credentials that prevent unauthorized or casual access. Users must ensure that Microsoft Structured Query Language (SQL) Server, Google Chrome, and Microsoft Internet Explorer (IE) are implemented with VA-approved baselines. (refer to the ‘Category’ tab under ‘Runtime Dependencies’)

[6]	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.

Note:

At the time of writing, version 5.1 (released 03/01/2018) is the most current version released.

References

The following reference(s) are associated with this entry:
Type	Name	Source	Description

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 Productivity Software	File Manager and Viewer
Collaboration and Electronic Workplace Productivity Software	Miscellaneous Productivity Tools and Utilities

Operating Systems Supported by the Technology

Windows Server - Approved w/Constraints

Technologies/Standards Relationships

Runtime Dependencies:

Comparable Technologies:

Companion Technologies/Supported Standards:

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 no-cost proprietary software necessary for optimal management of Lexmark systems.
This product could improve productivity for employees through improvements to specialized tasks related to capturing documents and images using multi-function peripherals (MFPs) and scanners.

Adoption Risks

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.
LDD uses either a Firebird Database or a Microsoft SQL Server database. Firebird is unapproved in TRM.
LDD does not use FIPS 140-2 encryption for data at rest or data in transit.
This technology is available as freeware. If commercial support is not purchased, the product will be without clearly defined support options which may result in suboptimal enterprise level support.
Due to the rapid release schedule of this technology, the VA may be unable to update to the most recent patch and may require a deployment model requiring the use of specific versions.
This technology can potentially use Secure Sockets Layer (SSL), an unapproved protocol.
LDD uses either a Firebird Database or a Microsoft SQL Server database. The Firebird database is the default and is unapproved in the VA TRM.
There is no indication LDD uses FIPS 140-2 encryption for data at rest or data in transit.
LDD uses scripts which defines the actions executed when a solution is initiated. Scripts can be static, or they may require user input for processing and routing documents. LDD also uses policies that can impact a single device or all printers that the software controls.
Microsoft Internet Explorer, a dependency of this technology, is in End of Life status and must no longer be used.

Architectural Benefits

This technology is compatible with virtual machines, therefore consistent with the enterprise Server Virtualize First Policy (VAIQ 7266972 08-27-2012).

Architectural Risks

This technology is not portable as it runs only on Windows platforms.

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Current Decision Matrix (03/06/2023)

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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

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Architectural Benefits

Architectural Risks

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