| | | | [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). | | | [16] | 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). | | | [17] | 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 (PSF) team, please use their online form.
(Ref: VA Directive 6004, VA Directive 6517, VA Directive 6513 and VA Directive 6102). | | | [18] | Users must ensure that Microsoft Structured Query Language (SQL) Server, Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Google Chrome, and Firefox are implemented with VA-authorized baselines. (refer to the ‘Category’ tab under ‘Runtime Dependencies’)
Per the Initial Product Review, users must abide by the following constraints:
- FileHold Enterprise will require a 3rd party FIPS 140-2 certified solution for any data containing PHI/PII or VA sensitive information.
- 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.
- Due to potential information security risks, SaaS/PaaS solutions must complete the Veterans-Focused Integration Process Request (VIPR) process where a collaborative effort between Demand Management (DM), Enterprise Program Management Office Information Assurance (EPMO IA), Project Special Forces (PSF), Enterprise Cloud Solutions Office (ECSO), Chief Technology Officer (CTO), and stakeholders determines the SaaS/PaaS category during the Discovery Phase. All SaaS and Non-AWS/Azure (VAEC) PaaS assets are routed to EPMO IA for Analysis and Approval to Operate (ATO) with technical oversight, acquisition, production, and sustainment provided by PSF.
If free trial ware is utilized, the software must be purchased or removed at the end of the trial period. | | | [19] | 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 VA OIT Product Engineering team, please use their online form.
(Ref: VA Directive 6004, VA Directive 6517, VA Directive 6513 and VA Directive 6102). | | | [20] | Users should check with their supervisor, Information System Security Officer (ISSO) 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. | | | [21] | Users must ensure that Microsoft Structured Query Language (SQL) Server, Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Microsoft Visio, Microsoft OneNote, Google Chrome, and Firefox are implemented with VA-authorized baselines. (refer to the ‘Category’ tab under ‘Runtime Dependencies’)
This technology can integrate with and alter database technologies.
If free trial ware is utilized, the software must be purchased or removed at the end of the trial period.
Per the Initial Product Review, users must abide by the following constraints:
- FileHold Enterprise will require a 3rd party FIPS 140-2 certified solution for any data containing PHI/PII or VA sensitive information.
- 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.
- Due to potential information security risks, SaaS/PaaS solutions must complete the Veterans-Focused Integration Process Request (VIPR) process where a collaborative effort between Demand Management (DM), Enterprise Program Management Office Information Assurance (EPMO IA), Project Special Forces (PSF), Enterprise Cloud Solutions Office (ECSO), Chief Technology Officer (CTO), and stakeholders determines the SaaS/PaaS category during the Discovery Phase. All SaaS and Non-AWS/Azure (VAEC) PaaS assets are routed to EPMO IA for Analysis and Approval to Operate (ATO) with technical oversight, acquisition, production, and sustainment provided by PSF.
| | | [22] | Per the May 5th, 2015 memorandum from the VA Chief Information Security Officer (CISO) FIPS 140-2 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 or its successor 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 or 140-3 compliant full disk encryption (FOE) must be implemented on the storage device 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 System Security Officer (ISSO) 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). By September 22, 2026, all FIPS 140-2 certificate validations will be placed on the Historical List, please refer to FIPS Transition Effort for further guidance and timeline of changes. | | | [23] | 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, visit the Product Marketplace.
(Ref: VA Directive 6004, VA Directive 6517, VA Directive 6513 and VA Directive 6102). | | | [24] | The Federal Information Processing standards (FIPS) 140-2 certification status of this technology was not able to be verified. This technology will require a 3rd party FIPS 140-2 or 140-3 certified solution for any data containing PHI/PII or VA sensitive information, where applicable. More information regarding the Cryptographic Module Validation Program (CMVP) can be found on the NIST website. |
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