Information Technology Security Coordinating Committee

1 May 2006

Department of Commerce
Information Technology Security Coordinating Committee

Charter

This charter establishes the Department of Commerce (DOC), Information Technology Security Coordinating Committee (ITSCC). This group serves as a Department-wide forum for sharing information addressing issues and making recommendations related to Information Technology (IT) Security responsibilities and activities that affect the Department as a whole. The Chief Information Officer sponsors the ITSCC.

Purpose

The DOC ITSCC shall provide a forum for discussion of issues, working groups to define and resolve technical IT security problems, and recommendations concerning IT security throughout the Department; and a source of continuing education for current IT Security Officers.

The DOC ITSCC shall:

• Meet monthly at a place and time to be determined,

• Meet at locations accessible by Metrorail,

• Not schedule meetings for Mondays or Fridays nor on days immediately
before or after a holiday, and

• Form ad hoc working groups that shall meet as needed to define and resolve technical IT security issues.

Authority

The DOC ITSCC shall be subordinate to and shall report to the Commerce CIO Council.

Membership

• Membership shall consist of the DOC IT Security Program Manager (ITSPM), the DOC Critical Infrastructure Program Manager (CIPM), all operating unit I TSO s. The operating unit/line office ITSO may designate alternates.

• A representative from the Office of Acquisition Management, the Office of Human Resources, the Office of Security, and the Office of the Inspector General may attend as observers.

• The ITSCC shall be chaired by the ITSPM with assistance from an ITSO serving as Vice Chair on a voluntary basis.

• At the option of the ITSCC, representatives of other organizations may periodically be invited to attend, observe, and contribute to meetings and activities.

• The Chairperson shall designate a Secretariat to prepare meeting agendas and minutes, and to maintain the ITSCC web site.

Responsibilities

The Chairperson shall

• Lead and facilitate meaningful ITSCC meeting discussions and identify ad hoc working group issues,

• designate the ITSCC Secretariat,

• approve ITSCC meeting minutes for posting to the ITSCC web site,

• arrange and organize materials to facilitate discussion by the ITSCC, and

• notify ITSO Vice Chairperson of need to lead meetings or provide support to Chairperson as needed when Chairperson is not available.

The ITSO Designate/Vice Chairperson shall assist the Chairperson as needed.

The Secretariat shall

• solicit agenda topics from the ITSOs ten working days prior to a scheduled meeting,

• prepare the meeting agenda and send the agenda and pertinent read-ahead material to all ITSCC members at least 5 days prior to a scheduled meeting,

• distribute meeting agenda at the meeting and record meeting discussion and attendance,

• prepare meeting minutes - distribute a draft to all ITSCC members for review before finalization by the Chairperson,

• maintain the ITSCC web site, including a current ITSO list, the ITSCC charter, and ITSCC meeting minutes, and

• track ITSCC action items.

ITSCC members shall

• attend ITSCC meetings (ITSOs shall designate an alternate federal employee to attend in their absence),

• promote discussion of concerns of their specific operating unit,

• participate actively in all discussions,

• participate in ad hoc working groups as needed to define and resolve technical IT security problems,

• notify the Chairperson of their interest in serving as the ITSO Designate/Vice Chair,

• disseminate relevant discussions and decisions to the appropriate personnel within their operating unit, and

• notify other members if non-federal personnel are in attendance at an ITSCC meeting.

Meeting Ground Rules and Agreements

• Meetings shall start at the stated time and shall end no later than adjournment time. A meeting can be extended by consensus. There are clear goals and objectives before a discussion starts - understand and agree on the issue/problem/challenge.

• A quorum shall consist of 50 percent of the operating unit ITSOs (or designated alternate).

• ITSCC discussions are open, honest and direct.

• ALL ITSCC attendees respect each other and work with differences toward common goals and objectives.

• All ideas are permitted.

• One person talks at a time while everyone else listens.

• The goal is to reach recommendations through consensus so that most members support the recommendations.

• Recommendations shall be presented to the appropriate authorities by the Chairperson, or ad hoc working group leads.

• Meetings minutes shall be recorded and distributed to all ITSCC members after the meeting, and shall be posted on the DOC IT Security web page in final form.

• Contractors in direct support of federal employee members may attend as determined appropriate by the ITSO with oversight of the contractor.