COMBINED FEDERATED BATTLE LABORATORIES NETWORK (CFBLNet)

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1 UNCLASSIFIED COMBINED FEDERATED BATTLE LABORATORIES NETWORK (CFBLNet) PUBLICATION 1 ANNEX H CFBLNet INFORMATION MANAGEMENT GUIDANCE Versio 8.0 July 2015 UNCLASSIFIED

2 DOCUMENT CONTROL AND TRACKING METADATA Security Classificatio Access Status Usage Coditio Uclassified Versio 8.0 Publicly Releasable Scheme Type Scheme Name Title Words CFBLNet Documetatio Cotrol ad Trackig Scheme CFBLNet Pub 1 Aex G, CFBLNet Documet Maagemet CFBLNet Pub 1 Aex H, CFBLNet Iformatio Maagemet Guidace Fuctio Descriptor Activity Descriptor Iformatio Maagemet Implemetatio ad Guidace Evet Date Aget Type Aget Name Aget Details Evet Type Evet Descriptio 30Oct09 C-EG Steve Pitcher C-EG Chair Review/Approve Sig Publicatio 1, Versio Sep12 C-EG Steve Pitcher C-EG Chair Review/Approve Sig Publicatio 1, Versio Jul15 C-EG LTC Jacquelie Guillory C-EG Chair Review/Approve Sig Publicatio 1, Versio 8.0 Aex H UNCLASSIFIED Page 2 of 15

3 TABLE OF CONTENTS CHAPTER 1 INTRODUCTION... 4 PURPOSE... 4 AUTHORITY... 4 DOCUMENT STRUCTURE... 4 RATIONALE... 4 SCOPE... 4 AMENDMENTS... 5 EFFECTIVE DATE... 5 CHAPTER 2 GUIDANCE FOR CFBLNET INFORMATION MANAGEMENT... 6 OBJECTIVES... 6 PRINCIPLES... 6 ROLES AND RESPONSIBILITIES... 6 RELEASE AND PUBLIC DISCLOSURE OF INFORMATION... 8 INFORMATION CATEGORISATION... 9 CFBLNET INFORMATION FORMALITY LEVELS... 9 CHAPTER 3 INFORMATION MANAGEMENT TOOLS GENERAL TELEPHONE COLLABORATIVE WORKSPACE WEB SITES CHAPTER 4 CFBLNET DOCUMENTATION MANAGEMENT GUIDELINES GENERAL CFBLNET COLLABORATIVE WORKSPACES MANAGEMENT RESPONSIBILITIES WORKSPACE AND DATA CMP/GMP LEAD REPRESENTATIVE (CLR/GLR) RESPONSIBILITIES WORKSPACE MANAGEMENT INFORMATION TRACKER FOR CFBLNET DOCUMENTATION Aex H UNCLASSIFIED Page 3 of 15

4 CHAPTER 1 INTRODUCTION Purpose 101. Aex H to the CFBLNet Pub 1 defies the maagemet policies, processes ad procedures for CFBLNet iformatio maagemet documets, which fuctios uder the authority of the CFBLNet Techical Arragemet / Charter. Authority 102. The C-EG is the issuig authority for Aex H actig o behalf of the C-SSG. The provisios of this ad all associated publicatios shall gover the coduct of all iformatio maagemet activities performed by the CFBLNet participats, subject to their respective laws ad military regulatios The Iformatio Maagemet Workig Group (IMWG) is the techical body, comprised of appropriate represetatives from the CFBLNet Missio Parters, which supports the iformatio maagemet guidace ad staffig process for the CFBLNet o behalf of the C-EG. The terms of referece, membership ad resposibilities of the IMWG are described withi Aex A. Documet Structure 104. Pub 1, Aex H has the followig structure: a. Itroductio b. Guidace for CFBLNet Iformatio Maagemet c. Iformatio Maagemet Tools Ratioale 105. Pub 1, Aex H establishes the basic priciples of iformatio maagemet to be applied by the CFBLNet commuity, CMP ad GMP. This is to support CFBLNet i the coduct of its missio ad effective iformatio maagemet, eablig decisio-makig by the sharig of iformatio withi the CFBLNet commuity. Scope 106. This Aex establishes a framework to esure that iformatio is hadled effectively, efficietly ad securely i order to serve the iterests of the CFBLNet commuity. This icludes maagig all aspects of iformatio throughout its lifecycle Withi this policy, the term iformatio is used to embrace all iformatio, icludig related data, required i support of the CFBLNet, whether such iformatio origiates i the CFBLNet commuity, a CMP/GMP, or other source(s). Such iformatio, ad the media ad resources used to record ad process it, shall be maaged i accordace with policy ad other relevat CFBLNet agreemets ad legal obligatios. Aex H UNCLASSIFIED Page 4 of 15

5 Amedmets 108. Pub 1 Aex H may be ameded whe the IMWG determies that there is a idetified requiremet. The IMWG Chair will propose the text of the amedmet to the IMWG members for edorsemet. Oce the IMWG members have edorsed the amedmet, it will be submitted for C-EG approval. Upo approval by the C-EG, the Secretariat will re-issue a ew versio of Aex H. Effective Date 109. The curret versio of CFBLNet Pub 1, Aex H is effective upo the latest approval by the C-EG. Aex H UNCLASSIFIED Page 5 of 15

6 CHAPTER 2 GUIDANCE FOR CFBLNet INFORMATION MANAGEMENT Objectives 201. The key objectives of Iformatio Maagemet are to: a. support the achievemet of the CFBLNet visio to be the etwork or choice for C4ISR; b. support the effective ad efficiet use of iformatio resources i the coduct of CFBLNet Iitiatives; ad c. support the idetificatio ad preservatio of iformatio of lastig value to the CFBLNet commuity. Priciples 202. Iformatio as a Corporate Resource. Iformatio is a corporate resource ad shall be maaged to support the CFBLNet visio whether beig used for cosultatio or decisio makig. This maagemet process shall orgaize ad cotrol the iformatio throughout its lifecycle regardless of the medium ad format i which the iformatio is held Iformatio Owership ad Custodiaship. Iformatio shall have a origiator, ad clearly defied owership ad custodiaship assiged throughout its lifecycle Leadership ad Orgaisatioal Structure. Maagemet of iformatio is a fudametal resposibility, which shall require executive leadership, top-level ivolvemet ad the creatio ad maiteace of effective orgaisatioal structure Iformatio Sharig. Iformatio shall be maaged with a emphasis o the resposibility-to-share balaced by the security priciple of eed-to-kow. It will be maaged to facilitate access, optimize iformatio sharig ad re-use, ad reduce duplicatio, all i accordace with security, legal, ad privacy obligatios Iformatio Assurace. Iformatio shall be protected by applyig the priciple of Iformatio Assurace, which is described as the set of measures to achieve a give level of cofidece i the protectio of commuicatio, iformatio ad other electroic systems, oelectroic systems, ad the iformatio that is stored, processed or trasmitted i these systems with respect to cofidetiality, itegrity, availability, o-repudiatio ad autheticatio Iformatio Needs. Iformatio eeds shall be determied as part of the plaig ad architecture processes to meet iteded activities ad effects. Roles ad Resposibilities 208. It is the resposibility of: a. Idividuals who produce or have authorised access to iformatio to follow the priciples of iformatio maagemet as set out i this Aex; Aex H UNCLASSIFIED Page 6 of 15

7 b. Origiators to apply relevat rules ad stadards to their product; c. Iformatio owers: i. To set the rules for hadlig the iformatio throughout its lifecycle i lie with the relevat policies ad procedures; ii. To establish rules for the trasfer of owership; d. Iformatio custodias to maage ad provide the iformatio uder their custodiaship i accordace with the rules established by the iformatio owers; e. The Chair of the C-EG: i. To idetify ad forward C-EG iformatio to be archived by the Secretariat; ii. To esure the dispositio of CFBLNet iformatio is i accordace with established policies ad procedures; iii. To assess the effectiveess ad efficiecy of CFBLNet iformatio maagemet throughout its lifecycle; iv. To implemet orgaizatioal, goverace ad accoutability structures, withi the CFBLNet, for iformatio maagemet; v. To moitor CFBLNet commuity compliace with this Aex; vi. To esure coordiated implemetatio of this Aex s objectives withi the CFBLNet commuity; ad vii. To be the idetified member resposible for iformatio maagemet withi the C-EG. This resposibility caot be delegated. f. The Chair of a CFBLNet workig group: i. To idetify ad forward WG iformatio to be archived by the Secretariat; ii. To esure the dispositio of CFBLNet iformatio i accordace with established policies ad procedures; iii. To assess the effectiveess ad efficiecy of CFBLNet iformatio maagemet throughout its lifecycle; iv. To implemet orgaizatioal, goverace ad accoutability structures, withi the WG, for iformatio maagemet; ad v. To be the idetified member resposible for iformatio maagemet withi the WG. This resposibility ca be delegated. g. The members of a CFBLNet group (C-EG, ad WGs): i. To follow this Aex whe hadlig CFBLNet iformatio; ii. To idetify ad forward iformatio to be archived to their respective chair; iii. To support the dispositio of iformatio i accordace with established policies ad procedures; ad iv. To be idividually resposible for supportig their chair i achievig iformatio maagemet. Aex H UNCLASSIFIED Page 7 of 15

8 h. The Secretariat: i. To maitai the iformatio archive to esure the availability of iformatio passed to the Secretariat for archive; ii. To esure the dispositio of CFBLNet iformatio i accordace with established policies ad procedures; iii. To assess the effectiveess ad efficiecy of iformatio maagemet throughout its lifecycle; iv. To implemet orgaizatioal, goverace ad accoutability structures, ad traiig programmes, for iformatio maagemet; ad v. To be the idetified member resposible for iformatio maagemet withi the Secretariat staff. This resposibility ca be delegated. i. The CLRs ad GLRs: i. To idetify ad protect CMP, GMP ad CFBLNet iformatio to esure the cotiuity of key services ad operatios; ii. To esure the dispositio of CFBLNet iformatio i accordace with established policies ad procedures; iii. To assess the effectiveess ad efficiecy of iformatio maagemet throughout its lifecycle; iv. To implemet orgaizatioal, goverace ad accoutability structures, ad traiig programmes, for iformatio maagemet; ad v. To be the idetified CMP or GMP member resposible for iformatio maagemet. This resposibility ca be delegated. j. Other members of the CFBLNet commuity: i. To follow the priciples of iformatio maagemet as set out i this Aex; ii. To recogize that iformatio maagemet is a itegral elemet of their job fuctio; ad iii. To treat the iformatio used or produced i the course of performig their duties as a strategic resource ad i lie with legal ad policy requiremets. Release ad Public Disclosure of Iformatio 209. Release ad public disclosure of iformatio shall be i accordace with Pub 1 ad other CFBLNet siged policy documets Iformatio with release restrictios should be marked as such by the origiator All documets posted ad distributed must be labelled o each page. It is preferred that each page of the documets be labelled cetrally i the header ad footer of the page CFBLNet documets are all uclassified ad are either hosted o the public website or the authorized password-protected website. Aex H UNCLASSIFIED Page 8 of 15

9 Iformatio Categorisatio 213. CFBLNet uses metadata elemets to describe ad categorise iformatio. For each idetifiable item of CFBLNet iformatio the metadata elemets shall, as a miimum iclude: a. Idetity of iformatio ower; b. Idetity of iformatio custodia; c. Security ad caveat level; d. Formality level; ad e. Iformatio type. CFBLNet Iformatio Formality Levels 214. Iformatio used to support the busiess of CFBLNet will be at oe of four possible formality levels: a. Ephemeral Iformatio may be posted, created or deleted at ay time by ay member of the CFBLNet commuity. No archive is maitaied by CFBLNet. Ephemeral iformatio should ot be referred to i more formal documets (but the cotet may be icorporated ito a more formal documet if appropriate). Examples of ephemeral iformatio are early drafts of work-i-progress ad routie verbal & electroic coversatios (e.g. s, telephoe calls, u-miuted telecofereces, meetig coversatios, exteral documets, etc.). b. Trasitory Iformatio at the Trasitory formality level may oly be created by members of the CFBLNet commuity performig a desigated role (e.g. WG chair, Secretariat, Iitiative Lead, editor, etc.) i accordace with a specific procedure defied i CFBLNet Pub1 (e.g. CIIP processig, miutig a meetig, editig a documet, etc.). No permaet archive is maitaied by CFBLNet, but the iformatio is distributed to the relevat people via ad kept available i a appropriate collaborative workspace for a reasoable period or util it is superseded. Some form of versio cotrol must be used for trasitory iformatio, ad a versio history is desirable (for some trasitory documets the approach to take is specified i Pub1, such as the chage request documet for Pub1 revisios). Trasitory iformatio should ot be referred to i Formal documets. Examples of Trasitory iformatio are documets circulated for review, active CIIPs, CFBLNet PoC spreadsheet, etc. c. Formal Iformatio at the Formal formality level may oly be created by a member(s) of the CFBLNet commuity performig a specific desigated role (e.g. C- EG chair, WG chair, CLR/GLR, SME, or Secretariat) i accordace with a specific procedure defied i CFBLNet Pub1 (e.g. SME brief, miutes of a meetig, approved site omiatio, etc.). Reasoable care must be take to esure that documets are ot made Formal util they have received a appropriate level of review ad there are o uresolved disagreemets or kow errors, or sigificat omissios. A permaet archive is maitaied by the CFBLNet Secretariat. The iformatio is distributed to the relevat people via ad kept available i a appropriate collaboratio workspace for a reasoable period or util it is superseded. Versio cotrol must be Aex H UNCLASSIFIED Page 9 of 15

10 used for Formal iformatio with a versio history accordig to the procedure specified i Pub1 for the documet cocered. Examples of Formal iformatio are agreed miutes, archived CIIPs, CFBLNet basic guides, etc. d. Siged Iformatio at the Siged formality level may oly be created by the C- SSG Chair ad C-EG Chair i accordace with a specific procedure defied i CFBLNet Pub 1 (e.g. Commuiqué, Strategic Pla, etc.). The iformatio is distributed to the relevat people via ad kept available i a appropriate collaboratio workspace for a reasoable period or util it is superseded. Versio cotrol must be used for siged iformatio with a versio history (archived by the Secretariat) accordig to the procedure specified i Pub1 for the documet cocered. Siged documets take precedece over all other CFBLNet documets, but are subordiate to atioal law ad treaty agreemets. Examples of siged iformatio are the CFBLNet Pub1, the CFBLNet Techical Arragemet / Charter, the CFBLNet Aual Report, ad the CFBLNet Strategic Pla All CFBLNet iformatio must coform to appropriate CFBLNet, CMP ad GMP rules regardig such matters as: a. Appropriate iformatio release; b. Professioal stadards of laguage; c. Avoidace of offesive cotet; ad d. Accuracy. Aex H UNCLASSIFIED Page 10 of 15

11 CHAPTER 3 INFORMATION MANAGEMENT TOOLS Geeral 301. There is a rage of iformatio maagemet tools used for CFBLNet busiess. It is the resposibility of the iitiator of the commuicatio to select the most appropriate meas of commuicatio. Telephoe 302. The telephoe is used for short iformal two-perso discussios Telecofereces are used for group discussios. Telecofereces will: a. Be preceded by a callig otice with appropriate distributio ad otice period; b. Be chaired; ad c. Result i miutes with a list of decisios made Withi the CFBLNet Commuity is the preferred/primary meas of providig/distributig iformatio The POC Listig is maitaied by the Secretariat ad is the authoritative defiitio of distributio lists for iformatio distributio. Collaborative Workspace 306. The iformatio maagemet of the CFBLNet collaborative workspaces is described i Chapter 4. Web Sites 307. A umber of public web spaces are maitaied withi the CFBLNet commuity. The curretly kow web pages are: a. (Alterate: (Public) b. (Public ad Password protected) c. (Password protected) d. (Password protected, available to NWG members ad CLRs/GLRs) 308. The CFBLNet Public page cosists of the followig: a. Geeral overview iformatio; ad b. Publicly releasable CFBLNet documets. Aex H UNCLASSIFIED Page 11 of 15

12 CHAPTER 4 CFBLNet DOCUMENTATION MANAGEMENT GUIDELINES Geeral 401. Give the global ature of CFBLNet activities, users from each participatig CMP ad GMP require the meas to collaborate ad commuicate i a o-goig maer, i order to pla, coordiate ad egieer Iitiatives scheduled o the CFBLNet. Participats also require a meas to store ad refer to iformatio held withi a commo repository The ability to work, share ad store iformatio i a virtual eviromet is a paramout requiremet for CFBLNet participats. There are various tools that ca be used to facilitate such collaborative workspaces ad share iformatio through such meas as , phoe ad fax. CFBLNet Collaborative Workspaces CFBLNet collaborative workspaces cosist of both permaet ad ad-hoc workspaces allowig them to be created, used as well as shut-dow at ay time I additio, each CMP/GMP is able to request its ow workspaces to meet its workig requiremets through the Secretariat. Maagemet Resposibilities Workspace ad Data 404. The Secretariat is resposible for maitaiig CFBLNet collaborative workspaces authorised by the C-EG The Secretariat is resposible for the followig actios: a. Maitai the followig data tools ad post them to the required workspace: i. Iitiatives Matrix ii. Site Status Matrix iii. Poit of Cotact (POC) List iv. Primary collaboratio site access ad privileges list (if applicable) b. Coversio of specified documetatio to.pdf format so that chages ca be maaged effectively. c. Developmet of directory structures ad postig of iformatio icludig CIIPs, Site Iformatio Sheets ad CFBLNet Publicatios. d. Archivig of iformatio. e. Maagig the structure of the iformatio ad data to esure that it ca be reached ad utilized. Duplicatio should be avoided where possible. f. Maagemet of the official CFBLNet caledar i the Geeral workspace. Aex H UNCLASSIFIED Page 12 of 15

13 CMP/GMP Lead Represetative (CLR/GLR) Resposibilities 406. CLRs/GLRs are resposible to maitai user access lists. They are resposible for approvig all users ad to remove users that have completed their CFBLNet obligatios. Workspace Maagemet 407. Workspace maagemet should follow best practice with regards to the followig covetios: a. File Formats b. Fileame Format c. Versio usage d. Archivig Policy - Separate workspace/website Aex H UNCLASSIFIED Page 13 of 15

14 INFORMATION TRACKER FOR CFBLNET DOCUMENTATION Documet Title File Type Size # of Authors # of Users Draft Term Versio Cotrol # Durig Draftig? Update Cycle Term of Fiished Documet Versio Cotrol # Fiished Documet? Metadata Used? Release Methods Satisfied with Curret Approach? Improvemet Suggestios Charter/Techical Arragemet CFBLNet Charter.doc/.pdf >5 3 All N/A Permaet N N Pub 1 Publicatio 1, Mai Documet.doc /.pdf >20 All 1 year y Bieial Superseded Y y Publicatio 1, Aex A.doc /.pdf <10 All 1 year y Bieial Superseded Y y Publicatio 1, Aex B.doc /.pdf <20 All 1 year y Bieial Superseded Y y Publicatio 1, Aex C.doc /.pdf <20 All 1 year y Bieial Superseded Y y Publicatio 1, Aex C, Appedices.doc /.pdf <30 All 1 year y Bieial Superseded Y y Publicatio 1, Aex D.doc /.pdf >15 All 1 year y Bieial Superseded Y y Publicatio 1, Aex D, Appedices.doc /.pdf <10 All 1 year y Bieial Superseded Y y Publicatio 1, Aex E.doc /.pdf <30 All 1 year y Bieial Superseded Y y Publicatio 1, Aex F.doc /.pdf <30 All 1 year y Bieial Superseded Y y Publicatio 1, Aex G.doc /.pdf <30 All 1 year y Bieial Superseded y y UNIR N/A Aex H UNCLASSIFIED Page 14 of 15

15 Documet Title File Type Size # of Authors # of Users Draft Term Versio Cotrol # Durig Draftig? Update Cycle Term of Fiished Documet Versio Cotrol # Fiished Documet? Metadata Used? Release Methods Satisfied with Curret Approach? Improvemet Suggestios Publicatio 1, Aex H.doc /.pdf <30 All 1 year y Bieial Superseded y y Publicatio 1, Aex I.doc /.pdf <10 All 1 year y Bieial Superseded y y Aual Reports CFBLNet Aual Report.doc /.pdf <20 >10 All y Aual <Year y y y CMM Documets Strategic Pla.doc /.pdf y As Req'd Superseded y y y Actio Items.doc /.pdf As Req'd y Follow-ups.doc/.pdf >10 As Req'd y y SSG Brief.ppt >40 3 All As Req'd Superseded y Other Documets Collaborative Workspace Access ad Privileges.xls.pdf >Day As Req'd Superseded y CFBLNet POC List.xls.pdf >Day As Req'd Superseded y NWG Meetig Miutes.doc/.pdf >5 2 >Week Mothly N/A y Iitiatives Matrix.xls/.pdf >5 3 >Day Weekly Superseded y y IWG Resposibilities.doc >5 N/A y CFBLNet Topology.ppt <10 Superseded y y Aex H UNCLASSIFIED Page 15 of 15

COMBINED FEDERATED BATTLE LABORATORIES NETWORK (CFBLNet)

UNCLASSIFIED COMBINED FEDERATED BATTLE LABORATORIES NETWORK (CFBLNet) PUBLICATION 1 ANNEX F GMP SPONSORSHIP PROCESSING Version 8.0 July 2015 UNCLASSIFIED DOCUMENT CONTROL AND TRACKING METADATA Security