How many emails does it take to for an FSO to get a Visit Authorization Request (VAR) approved
a. 4
b. 10
c. 1
Hopefully your answer is none of the above. However, it’s more likely that the answer for some of you is unfortunately, four or more. Some have commented that they have exchanged email correspondence up to 10 times with a subject before finally getting the information needed to complete the VAR request in Defense Information System for Security (DISS). 10 or more emails per VAR; multiply that by the number of employees and that’s a lot of attention. Now, lets add foreign travel and other required reports. Using email as the primary information gathering resource can significantly increase administrative workloads.
Why use email for FSO tasks at all.
For those of you who work in cleared facilities with large budgets, you might ask the same question and it’s a good question. In your case, you might be enjoying the benefits of a dashboard and all of the benefits of being a well trained security profession and perhaps even a security team in support. As such, you might rarely get emails for security tasks as each employee might have their own portal.
However, there are a large number of FSOs who are not security professionals and have been appointed to the position and may not be aware of a better way. Many of the FSOs I serve are managing tasks through email and it does involve a lot of time devoted to answering email, requesting additional information and so much more. These email tasks are tedious and if they already receive abundant emails with their full time job, they could get buried, lost or misfiled.
A better way
While these FSOs may not have the resources such as security dashboards for employee and FSO tasks, email can be incorporated into their procedures, but should not be the primary way of gathering information.
The danger with email is that it’s email and not a very good system for tasking. Additionally, the information that is required to complete reports and requests in DISS is sensitive and unsecure email may create a vulnerability. There is a better way
Here are a few recommendations for making your FSO tasks more efficient and secure.
- Create a fillable form or eform for each type of request or report. Duplicate required DISS fields to create the forms.
- Upload form on shared drive for employees to access, populate and send to FSO
- Create an FSO Workbook to file forms, archive documents and demonstrate NISPOM Compliance
Email is a great communication tool, but not a good tasking mechanism. For example, email can be used to notify and FSO that a form has been filled and ready to process. It may be a great way to remind employees to take their training. However, conducting operations and tasks via email may lead to a breakdown in efficiency and compliance.
If you would like to see some sample forms, contact me and I’ll be happy to provide.
If you are ready for consultation, program building or creating your own FSO Workbook and system contact me.
Alternatively, you can download files, folders and templates in our FSO Workbook product. I’ll also be happy to set that up.