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VA Technical Reference Model v 24.11

VidyoDesktop

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:	VidyoDesktop delivers personal telepresence to desktop users over broadband Internet Protocol (IP) networks.It extends conferencing and collaboration to desktop and thin client environments. 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 v21.2
Decision Date:	02/15/2021 at 20:20:59 UTC
Introduced By:	TRM Request
Vendor Name:	vidyo

Vendor Release Information

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

You must be logged into the RSAA website prior to clicking the Attestation URLs or the URLs won't open.

Version	Release Date	Vendor End of Life Date	Vendor Desupport Date
2.2.x	08/31/2012
3.0.x	12/01/2013
3.3.x	08/01/2014
3.6.x	11/01/2015

Current Decision Matrix (02/10/2021)

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

CY2025

CY2026

CY2027

Future>

Release

2.2.x

Authorized w/ Constraints (POA&M)

3.0.x

Authorized w/ Constraints (POA&M)

3.3.x

Authorized w/ Constraints (POA&M)

3.6.x

Authorized w/ Constraints (POA&M)

Decision Constraints


[1]	Under the advisement and direction of the Enterprise Systems Engineering (ESE) Enterprise Video Teleconferencing Network (EVTN) team, this technology may only be used in support of the VHA OIA Innovation Project # 669. Upon completion of this pilot program, a final decision on the applicability and deployment of this program will be considered. No further expansion or use of this technology is permitted unless a waiver has been granted to the project team that wishes to use the technology.

[2]	As of April 23, 2015, per the Deputy CIO of Architecture, Strategy and Design (ASD), all technologies in use by the VA require an assessment by the VA Section 508 office. Section 508 of the Rehabilitation Act Amendments of 1998 is a federal law that sets the guidelines for technology accessibility. A VA Section 508 assessment of this technology has not been completed at the time of publication. Therefore, as of April 23, 2015 only users of this technology who have deployed the technology to the production environment, or have project design and implementation plans authorized, may continue to operate this technology. In the case of a project that has implemented, or been authorized for a specific site or number of users, and that project needs to expand operations to other sites or to an increased user base, it may do so as long as the project stays on the existing version of the technology that was authorized or implemented as of April 22, 2015. Use of this technology in all other cases is prohibited.

[3]	Under the advisement and direction of the Enterprise Systems Engineering (ESE) Enterprise Video Teleconferencing Network (EVTN) team this technology may only be used in support of the VHA OIA Innovation Project #669. Upon completion of this pilot program a final decision on the applicability and deployment of this program will be considered. No further expansion or use of this technology is permitted unless a waiver has been granted to the project team that wishes to use the technology.

[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]	Under the advisement and direction of the Enterprise Systems Engineering (ESE) Enterprise Video Teleconferencing Network (EVTN) team this technology may only be used in support of the VHA OIA Innovation Project #669. Upon completion of this pilot program a final decision on the applicability and deployment of this program will be considered. No further expansion or use of this technology is permitted unless a waiver has been granted to the project team that wishes to use the technology. If free trialware is utilized, the software must be purchased or removed at the end of the trial period. The Initial Product Review notes the security constraints listed below: It is imperative to utilize a FIPS 140-2 validated cryptographic module to secure VA sensitive data in transit and when it is stored on endpoint devices. In addition, it is mandated to conduct a Privacy Impact Assessment (PIA) on information technology systems that collect, maintain, or disseminate personally identifiable information (PII) as stated in VA Handbook 6500, VA Directive 6508 - Privacy Impact Assessments, and VA Handbook 6508.1 - Privacy Impact Assessment (PIA). Applications or systems should only process VA sensitive data after they have undergone and completed the VA`s formal Assessment Authorization (A&A) process. Coordination with various VA teams (i.e., Network Operations, Telehealth Services) is crucial to ensure that deliveries of VA core services are not impacted. The following should be considered to secure the Vidyo infrastructure: Employ a mechanism for identity verification to ensure participants of the videoconference connection are who they say they are Enforce password that meets VA minimum requirements Ensure encryption keys are secured properly and only authorized staff have access to them Ensure recorded video conferences and conversation histories are securely saved on VA authorized and authorized systems Servers must adhere to hardening standards located at the VA Baseline Configuration Management website The system should keep access and usage logs for auditing purposes Employ continuous vulnerability monitoring for all components associated with Vidyo It is advised that a security policy addressing the use of this product on wireless connections and/or mobile devices be created prior to usage. The implementing organization could craft something based upon the Rules of Behavior as outlined in VA Handbook 6500 Appendix D. A logon banner as directed in VA Handbook 6500 Appendix F `AC-8 System Use Notification` will need to be in place and must be displayed at each session logon.

[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]	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.

[8]	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).

[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]	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).

[11]	Under the advisement and direction of the Enterprise Systems Engineering (ESE) Enterprise Video Teleconferencing Network (EVTN) team this technology may only be used in support of the Veterans Health Administration (VHA) Office of Information and Analytics (OIA) Innovation Project #669. Upon completion of this pilot program a final decision on the applicability and deployment of this program will be considered. No further expansion or use of this technology is permitted unless a waiver has been granted to the project team that wishes to use the technology. If free trialware is utilized, the software must be purchased or removed at the end of the trial period. The Initial Product Review notes the security constraints listed below: It is imperative to utilize a Federal Information Processing Standards (FIPS) 140-2 validated cryptographic module to secure VA sensitive data in transit and when it is stored on endpoint devices. In addition, it is mandated to conduct a Privacy Impact Assessment (PIA) on information technology systems that collect, maintain, or disseminate personally identifiable information (PII) as stated in VA Handbook 6500, VA Directive 6508 - Privacy Impact Assessments, and VA Handbook 6508.1 - Privacy Impact Assessment (PIA). Applications or systems should only process VA sensitive data after they have undergone and completed the VA`s formal Assessment Authorization (A&A) process. Coordination with various VA teams (i.e., Network Operations, Telehealth Services) is crucial to ensure that deliveries of VA core services are not impacted. The following should be considered to secure the Vidyo infrastructure: Employ a mechanism for identity verification to ensure participants of the videoconference connection are who they say they are Enforce password that meets VA minimum requirements Ensure encryption keys are secured properly and only authorized staff have access to them Ensure recorded video conferences and conversation histories are securely saved on VA authorized and authorized systems Servers must adhere to hardening standards located at the VA Baseline Configuration Management website The system should keep access and usage logs for auditing purposes Employ continuous vulnerability monitoring for all components associated with Vidyo It is advised that a security policy addressing the use of this product on wireless connections and/or mobile devices be created prior to usage. The implementing organization could craft something based upon the Rules of Behavior as outlined in VA Handbook 6500 Appendix D. A logon banner as directed in VA Handbook 6500 Appendix F `AC-8 System Use Notification` will need to be in place and must be displayed at each session logon.

[12]	Under the advisement and direction of the Enterprise Systems Engineering (ESE) Enterprise Video Teleconferencing Network (EVTN) team this technology may only be used in support of the Veterans Health Administration (VHA) Office of Information and Analytics (OIA) Innovation Project #669. Upon completion of this pilot program a final decision on the applicability and deployment of this program will be considered. No further expansion or use of this technology is permitted unless a waiver has been granted to the project team that wishes to use the technology. If free trialware is utilized, the software must be purchased or removed at the end of the trial period. The Initial Product Review notes the security constraints listed below: It is imperative to utilize a Federal Information Processing Standards (FIPS) 140-2 validated cryptographic module to secure VA sensitive data in transit and when it is stored on endpoint devices. In addition, it is mandated to conduct a Privacy Impact Assessment (PIA) on information technology systems that collect, maintain, or disseminate personally identifiable information (PII) as stated in VA Handbook 6500, VA Directive 6508 - Privacy Impact Assessments, and VA Handbook 6508.1 - Privacy Impact Assessment (PIA). Applications or systems should only process VA sensitive data after they have undergone and completed the VA`s formal Assessment Authorization (A&A) process. Coordination with various VA teams (i.e., Network Operations, Telehealth Services) is crucial to ensure that deliveries of VA core services are not impacted. The following should be considered to secure the Vidyo infrastructure: Employ a mechanism for identity verification to ensure participants of the videoconference connection are who they say they are Enforce password that meets VA minimum requirements Ensure encryption keys are secured properly and only authorized staff have access to them Ensure recorded video conferences and conversation histories are securely saved on VA authorized and authorized systems Servers must adhere to hardening standards located at the VA Baseline Configuration Management website The system should keep access and usage logs for auditing purposes Employ continuous vulnerability monitoring for all components associated with Vidyo It is advised that a security policy addressing the use of this product on wireless connections and/or mobile devices be created prior to usage. The implementing organization could craft something based upon the Rules of Behavior as outlined in VA Handbook 6500 Appendix D. A logon banner as directed in VA Handbook 6500 Appendix F `AC-8 System Use Notification` will need to be in place and must be displayed at each session logon.

[13]	New installations or major expansions of this technology that transmit data over the VA Wide Area Network (WAN) must complete a WAN impact review (contact VA e-mail: [OIT ITOPS SD Engagement Requests]) prior to implementation to ensure proper compliance to VA network design and usage requirements.

[14]	Per the Initial Product Review, users must abide by the following constraints: It is imperative to utilize a FIPS 140-2 validated cryptographic module to secure VA sensitive data in transit and when it is stored on endpoint devices. In addition, it is mandated to conduct a Privacy Impact Assessment (PIA) on information technology systems that collect, maintain, or disseminate personally identifiable information (PII) as stated in VA Handbook 6500, VA Directive 6508 - Privacy Impact Assessments, and VA Handbook 6508.1 - Privacy Impact Assessment (PIA). Applications or systems should only process VA sensitive data after they have undergone and completed the VA`s formal Assessment and Authorization (A&A) process. Coordination with various VA teams (i.e., Network Operations, Telehealth Services) is crucial to ensure that deliveries of VA core services are not impacted. The following should be considered to secure the Vidyo infrastructure: employ a mechanism for identity verification to ensure participants of the videoconference connection are who they say they are, enforce password that meets VA minimum requirements, ensure encryption keys are secured properly and only authorized staff have access to them, ensure recorded video conferences and conversation histories are securely saved on VA authorized and authorized systems, servers must adhere to hardening standards located at the VA Baseline Configuration Management website, the system should keep access and usage logs for auditing purposes and employ continuous vulnerability monitoring for all components associated with Vidyo It is advised that a security policy addressing the use of this product on wireless connections and/or mobile devices be created prior to usage. The implementing organization could craft something based upon the Rules of Behavior as outlined in VA Handbook 6500 Appendix D. A logon banner as directed in VA Handbook 6500 Appendix F “AC-8 System Use Notification” will need to be in place and must be displayed at each session logon.

[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]	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.

[17]	New installations or major expansions of this technology that transmit data over the VA Wide Area Network (WAN) must complete a WAN impact review (yourIT Service Portal:[SNOW Service Requests]) prior to implementation to ensure proper compliance to VA network design and usage requirements.

Note:

At the time of writing, version 3.6.18 is the most current version and was released 1/29/2019.

Type	Name	Description
Vendor Provided*	Release notes	This includes the release notes for recent versions of VidyoDesktop.
Vendor Provided*	Release notes	This includes the release notes for recent versions of VidyoDesktop.
*NOTE: Vendor provided information is subject to the accuracy of the manufacturer.

Name	Description
No components have been identified for this entry.


Platforms and Storage Miscellaneous	Telepresence VTC
Collaboration and Electronic Workplace Collaboration Software	Real-Time and Team Collaboration

General Analysis

Adoption Benefits

At the time of writing, no National Institute of Standards and Technology (NIST) vulnerabilities had been reported and no VA Network Security Operations Center (NSOC) bulletins had been issued for the latest versions of this technology.
This technology may improve productivity for specific staff whose responsibilities include the use of telehealth services.

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.
This technology includes cloud-based functionality which has potential information security risks.
This technology is available as freeware. As such this technology may be without clearly defined support options which may result in suboptimal enterprise level support.
This technology may transmit data over the VA Wide Area Network (WAN).
There are other authorized solutions that provide similar functionality available on the TRM. The use of several similar solutions may increase organization requirements for support and maintenance.
The technology must not process the Department of Veterans Affairs (VA) sensitive data unless HTTPS (with validated SSL certificate) and optional Encryption (Secured VidyoConferencing) is implemented.
This technology relies on VidyoRouters (required) installed on each end of the network infrastructure for the delivery of videoconferencing capabilities. Users’ videoconferencing sessions go through the VA’s existing network or Vidyo network components (VidyoManager, VidyoRouter VidyoGateway) making it a target for malicious attackers.
There has been no recent development activity on this technology.

Architectural Benefits

This technology is portable as it runs on multiple TRM-authorized operating systems.
This technology is compatible with multiple other Technical Reference Model (TRM) technologies and standards used by the organization.

- The information contained on this page is accurate as of the Decision Date (02/15/2021 at 20:20:59 UTC).

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VA Technical Reference Model v 24.11

General Information

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Current Decision Matrix (02/10/2021)

Decision Constraints

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VA Technical Reference Model v 24.11

General Information

Vendor Release Information

Current Decision Matrix (02/10/2021)

Decision Constraints

References

Technology Components

VA Categories View the VA Categorization Framework

Operating Systems Supported by the Technology

Technologies/Standards Relationships

Runtime Dependencies:

Optional Dependencies:

Comparable Technologies:

Companion Technologies/Supported Standards:

General Analysis

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Adoption Risks

Architectural Benefits

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