DEPARTMENTAL REGULATION
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NUMBER: 3150-001 |
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SUBJECT: Internet Domain Name Policy |
DATE: December 5, 2006 |
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OPI: Office of the
Chief Information Officer (OCIO) |
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1 PURPOSE
This
Departmental Regulation (DR) establishes the policy for the management
and use of Internet Domain Names within the United States Department of
Agriculture (USDA).
2 BACKGROUND
This directive augments the USDA Internet Protocol (IP) Addressing Plan and other internal and external regulations that establish general policies governing the issuance of Internet Domain Names. Domain Names are a Departmental resource that must be managed to ensure that USDA exercises appropriate control and implementation of website content standards and applications.
3 CANCELLATION
This DR cancels portions of DR
3300-1-M, Appendix M, Internet Protocol (IP) Addresses, March 23, 1999,
that relate to the Domain Name Approval process.
4 DEFINITIONS
.gov A first level internet domain name
controlled by the General Services Administration (GSA).
usda.gov A second level internet domain name
for which control has been delegated by
GSA to the Department of Agriculture.
Commercial Domain Name A
domain name that is not maintained by USDA or GSA.
FISMA Federal Information Security Management Act of 2002. This Act addresses the development of a comprehensive framework to protect the government’s information, operations, and assets.
5 POLICY
a The
use of the second level domain name, usda.gov, has been officially registered
with the InterNIC (
b There is no registration fee for a usda.gov domain name.
c All domain names approved prior to this policy are granted an exemption.
d Only the agency/staff office CIO may request a .gov or a usda.gov domain name.
e The
use of commercial domain names is prohibited.
f. The
activation or use
of anycommercial
domain names is prohibited without the approval
of the USDA CIO and if
warranted, the GSA registrar.
gf Agencies/staff offices must use the
shared components of USDA’s infrastructure to deploy internet/intranet
applications as a condition of the domain name approval process. Consequently, the domain name approval
request must include the agency’s commitment to use the shared services and
products defined in USDA’s Enterprise Architecture. These include, but are not limited to, USDA’s
eAuthentication Service, AgLearn, Web Style Standards, and other common USDA or
interdepartmental products and services.
g Domain names will not be
activated until approved by the USDA CIO or the GSA registrar.
(1) Manage the approval process for internet domain names.
(2) Enforce the use of shared internal and interdepartmental products and services.
(3) Recommend approval to GSA of an agency request for a .gov domain name.
(4) Maintain the USDA domain name server.
(5) Check
requests for availability of requested domain name(s). If available, the domain name will be reserved
until the request is approved or denied.
(6) Ensure
that names are not activated until approved by the USDA CIO or the GSA registrar.
b Agencies/Staff Offices.
(1) Request approval from OCIO for a usda.gov domain name. Change requests are handled in the same manner.
(2) Request approval from OCIO for a .gov domain name. The agency/staff office is responsible for the annual registration fee.
(3) Ensure that the use of the website conforms to all Departmental policies, regulations, and guidelines.
7 PROCESS
a To request approval of a usda.gov domain name.
(1) Submit a domain name request letter from the agency CIO to OCIO.
(See Appendix A for the required letter and approval criteria.)
(2) OCIO will approve/disapprove an agency request for a usda.gov domain name.
(3) If disapproved, OCIO will explain to the requestor why it was disapproved and allow the requestor to change the request to gain approval.
(4) OCIO will send a copy of the domain name approval letter to the requestor and to the OCIO domain name server office for activation.
b To request approval of a .gov domain name.
(1) Reserve the .gov domain name and provide contact information at the GSA registration website (www.dotgov.gov).
(2) Submit a domain name request letter from the agency CIO to the USDA CIO. (See Appendix B for the required letter.)
(3) The USDA CIO will prepare a recommendation letter to the GSA registrar requesting activation of the agency .gov domain name. (See Appendix C for the required letter.)
(4) OCIO will electronically forward the
recommendation letter to the GSA registrar, the OCIO domain name server office,
and to the agency requestor.
-END-
APPENDIX A - USDA DOMAIN NAME REQUEST
Only the
Chief Information Officer for the Agency/Staff Office may request a usda.gov
domain name.
Instructions
Complete
this request for a new or changed USDA domain name. All of the questions must be answered
completely. Incomplete responses will
result in disapproval of the request.
PLEASE
NOTE: All requests for domain names
will be evaluated for compliance with USDA's Enterprise Architecture. Applications that duplicate the capabilities
of existing Enterprise Initiatives will be required to use those
capabilities. For example, using
userid/passwords falls within the application of USDA’s eAuthentication
service.
Request Date: mm/dd/yyyy
Requested Domain Name(s) and Associated IP
Address(es)
Domain Name: IP
Address
domain-name.agency-abbreviation.usda.gov nnn.nnn.nnn.nn
Agency Information:
Agency Name:
Unit(s):
Location:
Administrative Authority Technical Contact
Information
Information
Name: Name:
Title: Title:
Email: Email:
Voice: Voice:
Fax: Fax:
Postal: Postal:
This request is for:
( ) a server
( ) an
Intranet site
( ) a domain
name that is visible to the public
( ) other. Please explain.
Please answer the following questions:
A) Please describe the functions that this
domain will support, such as business processes, information delivery or
related activities.
B) Who are the target users (for example:
citizens, business partners, other Government entities, or employees)?
C) Does this website require a
userid/password? (Y/N) If so, are you using the USDA Enterprise
Authentication service for this purpose?
D) Is this domain name part of an IT
System? (Y/N) If so,
(1) System
name from the FISMA list. (See
your CyberSecurity Officer)
(2) C&A
completion date.
E)
Does the website conform to
the USDA Style Standards? (Y/N) If not, why not?
(1)
Are there plans to convert to the standards?
The USDA Style Standards may
be found at the following url:
https://www.egov.usda.gov/Intranet/Program_Projects/Web_Standards_Team_Resources/Documents/USDA_Web_StyleGuide_v1.1.pdf. You must use your USDA Level II
eAuthentication credential to access this
document.
F) Does the associated system contain
personally identifiable information. (Y/N) If so,
(1) Has
a privacy assessment been performed?
(2) Privacy
assessment completion date.
G) Does this website use Stellent for web
content or document management? (Y/N)
Review by
Agency/Staff Office Chief Information Officer (or designee):
I certify that the answers to the above questions
are accurate and complete.
Name of Certifying Official:
Title:
Date:
Send domain
name requests via e-mail to domain.names@usda.gov.
APPENDIX B - GOVERNMENT DOMAIN
NAME REQUEST
TO: David
M. Combs
Chief
Information Officer
From: Name
of Agency CIO
Agency
Name
SUBJECT: Request
for .gov domain name
As
the CIO for the (agency name), I formally request that authority over
the (domain name) second-level domain name be delegated to the (agency
name). By requesting this domain
name, I acknowledge that I will be responsible for payment of the annual $125
.GOV domain name fee. In addition, I will ensure the website content of the requested
domain name conforms to the USDA and .GOV website content policies.
(Explanation
of how this website will be used and by whom.
Explain why a .gov website name is needed as opposed to a usda.gov
domain name.)
The
use of this domain is consistent with the USDA Internet policy.
(Contact
name) will be the Administrative Point of Contact (POC) for (domain name). If there are any questions, please contact her/him
at (phone number) or via email at (email address).
Thank
you for your assistance in this matter.
[Signature of Agency CIO]
APPENDIX C - USDA CIO RECOMMENDATION LETTER
[USDA Letterhead]
[Date]
.gov Domain Registration
FTS/TOI
Dear Domain Manager:
As Chief Information Officer,
the cabinet-level CIO for the Department of Agriculture (USDA), I formally
request that authority over the [xxxxx.gov] second-level domain name be
delegated to the [Agency Name]. By requesting this domain name, I
acknowledge that I will be responsible for payment of the annual $125 .GOV
domain name fee. In addition, I will ensure the website content of the
requested domain name conforms with the .GOV website content policy.
This domain name will be used
for [purpose].
The use of this domain is
consistent with the USDA Internet policy.
[Mr./Ms. first name, last
name] will be the Administrative Point of Contact (POC) for [xxxxxx.gov].
If there are any questions, please contact [him/her] at [phone number]
or via email at [email address].
Thank you for your assistance
in this matter.
Sincerely,
[Signature]
[Name]
Chief Information Officer
Office of the
Chief Information Officer
APPENDIX A -
USDA DOMAIN
NAME REQUEST
Only the
Chief Information Officer for the Agency/Staff Office may request a usda.gov
domain name.
Instructions
Complete
this request for a new or changed USDA domain name. All of the questions must be answered
completely. Incomplete responses will
result in disapproval of the request.
PLEASE
NOTE: All requests for domain names
will be evaluated for compliance with USDA's Enterprise Architecture. Applications that duplicate the capabilities
of existing Enterprise Initiatives will be required to use those capabilities. For example, using userid/passwords falls
within the application of USDA’s eAuthentication service.
Request Date: mm/dd/yyyy
Requested
Domain Name(s) and Associated IP Address(es)
Domain Name: IP Address
domain-name.agency-abbreviation.usda.gov nnn.nnn.nnn.nn
Agency
Information:
Agency Name:
Unit(s):
Location:
Administrative
Authority Technical Contact
Information Information
Name: Name:
Title: Title:
Email: Email:
Voice: Voice:
Fax: Fax:
Postal: Postal:
This request
is for:
( ) a server
( ) an
Intranet site
( ) a domain
name that is visible to the public
( )
other. Please explain.
Please
answer the following questions:
A) Please describe the functions that this domain will support, such
as business processes, information delivery or related activities.
B) Who are the target users (for example: citizens, business
partners, other Government entities, or employees)?
C) Does this website require a userid/password? (Y/N)
If so, are you using the USDA Enterprise Authentication service for this
purpose?
D) Is this domain name part of an IT System? (Y/N)
If so,
(1) System name from the
FISMA list. (See your CyberSecurity
Officer)
(2) C&A completion
date.
E)
Does the website conform to the USDA Style
Standards? (Y/N) If not, why not?
(1)
Are there plans to convert to the standards?
The USDA Style Standards may be found at the
following url:
https://www.egov.usda.gov/Intranet/Program_Projects/Web_Standards_Team_Resources/Documents/USDA_Web_StyleGuide_v1.1.pdf. You must use your USDA Level II
eAuthentication credential to access this document.
Review by
Agency/Staff Office Chief Information Officer (or designee):
I certify
that the answers to the above questions are accurate and complete.
Name of Certifying Official:
Title:
Date:
Send domain
name requests via e-mail to domain.names@usda.gov.
APPENDIX B - GOVERNMENT DOMAIN
NAME REQUEST
TO: David M. Combs
Chief Information
Officer
From: Name of Agency CIO
Agency Name
SUBJECT: Request for .gov domain name
As
the CIO for the (agency name), I formally request that authority over
the (domain name) second-level domain name be delegated to the (agency
name). By requesting this domain
name, I acknowledge that I will be responsible for payment of the annual $125
.GOV domain name fee. In addition, I will ensure the website content of the
requested domain name conforms to the USDA and .GOV website content policies.
(Explanation
of how this website will be used and by whom.
Explain why a .gov website name is needed as opposed to a usda.gov
domain name.)
The
use of this domain is consistent with the USDA Internet policy.
(Contact
name) will be the Administrative Point of Contact (POC) for (domain name). If there are any questions, please contact her/him
at (phone number) or via email at (email address).
Thank
you for your assistance in this matter.
[Signature of Agency CIO]
APPENDIX C -
USDA CIO RECOMMENDATION LETTER
[Agency Letterhead]
[Date]
.gov
Domain Registration
10304 Eaton Place
FTS/TOI
Fairfax, VA 22030
Dear
Domain Manager:
As
Chief Information Officer, the cabinet-level CIO for the Department of
Agriculture (USDA), I formally request that authority over the [xxxxx.gov]
second-level domain name be delegated to the [Agency Name]. By
requesting this domain name, I acknowledge that I will be responsible for
payment of the annual $125 .GOV domain name fee. In addition, I will ensure the
website content of the requested domain name conforms with the .GOV website
content policy.
This
domain name will be used for [purpose].
The
use of this domain is consistent with the [Agency Name] Internet
policy.
[Mr./Ms.
first name, last name] will be the Administrative Point of Contact (POC)
for [xxxxxx.gov]. If there are any questions, please contact [him/her]
at [phone number] or via email at [email address].
Thank
you for your assistance in this matter.
Sincerely,
[Signature]
David M. Combs
Chief Information Officer
Office
of the Chief Information Officer