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VA Technical Reference Model v 24.11

Output Manager

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:	Output Manager provides the ability to direct print outputs to desired locations and also enable secured printing at a location of choice to ensure that sensitive documents and materials are only accessed by the person requesting the document. This technology is a part of the Kofax ControlSuite. Kofax rebranded to Tungsten Automation on 01/16/2024. 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 v24.2
Decision Date:	02/02/2024 at 03:13:46 UTC
Aliases:	NSi Output Manager; Notable Solutions; Kofax Output Manager
Introduced By:	TRM Request
Vendor Name:	Tungsten Automation

Vendor Release Information

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

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Version	Release Date	Vendor End of Life Date	Vendor Desupport Date
3.x
4.x.SP1	11/20/2015
4.x.SP2	05/24/2016
5.2.x (CS 1.2.x)
5.4.x

Current Decision Matrix (01/30/2024)

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

CY2018

CY2019

CY2020

Future>

Release

3.x

DIVEST
[6, 9, 10, 11]

Unapproved

4.x.SP1

Approved w/Constraints
[6, 9, 10, 11]

DIVEST
[9, 11, 12, 13]

DIVEST
[9, 11, 12, 13, 14, 15]

Unapproved

4.x.SP2

Approved w/Constraints
[6, 9, 10, 11]

Approved w/Constraints
[9, 11, 12, 13]

Approved w/Constraints
[9, 11, 12, 13, 14, 15]

Approved w/Constraints
[9, 11, 12, 14, 15, 16]

Approved w/Constraints
[9, 12, 14, 15, 16, 17]

5.2.x (CS 1.2.x)

Unapproved

5.4.x

Unapproved

Decision Constraints


[1]	Per VA Handbook 6500, Federal Information Processing Standards (FIPS) 140-2 certified encryption must be used to encrypt data in transit and at rest if Personally Identifiable Information (PII), Protected Health Information (PHI) or VA sensitive information is involved or additional mitigating controls must be documented in an authorized System Security Plan (SSP). Additionally the technology must be implemented within the VA production network (not in a Demilitarized Zone (DMZ) unless those specific uses and instances of this technology are authorized by the Enterprise Security Change Control Board (ESCCB) along with a Memorandum of Understanding and Interconnection Security Agreements (MOU/ISA) which detail the security requirements for those users and systems that share information and resources outside of the VA production network. Per VA Handbook 6500 (Appendix F) all systems with a Moderate or High risk assessment are required to use a FIPS 140-2 compliant DBMS solution to protect information at rest or have mitigating controls documented in an authorized System Security Plan (SSP) for the system. It is the responsibility of the system owner to ensure that an appropriate DBMS technology is selected or that mitigating controls are in place and documented in the SSP. Finally, new installations or major expansions of this technology must complete a Systems Engineering Design Review (SEDR) prior to implementation.

[2]	Additionally, Enterprise Security Solutions Services (ESSS) conducted a pre-assessment and security requirements verification of NSi Output Manager and recommended that the following constraints be applied: In the event that the product and its associated components is used to store and process VA sensitive data, system owners should work with the vendor to ensure data at rest and in motion are protected using FIPS 140-2 encryption. VA Handbook 6500 states that the local CIO and the ISO must approve specific user actions that can be performed on the information systems without appropriate identification and authentication (i.e., service accounts, site-to-site VPN accounts, training accounts in test system). In addition the following controls must be in place for service accounts as outlined in VA Handbook 6500: a) The service accounts must contain at least 12 non-blank characters and use 3 of the following four categories: English upper case characters, English lower case characters, Base 10 digits, Non-alphanumeric special characters. Six of the characters must not occur more than once in the password. b) Service accounts will be changed every 3 years at a minimum. Employs the concept of least privilege, allowing authorized access only for users (and processes acting on behalf of users) who are necessary to accomplish assigned tasks in accordance with VA missions and business functions. c) Document and maintain information such as full text recording of privileged commands and individual identities of group account users. d) System Owner reviews and analyzes information system audit records for indications of inappropriate or unusual activity and reports findings to designated organizational officials. Ensure only authorized users have access to the system and activate activity logging to allow tracing of activities to specific user. In addition, end-users should access only the print jobs for which they are authorized.

[3]	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.

[4]	In cases where the technology is used for external connections, a full Enterprise Security Change Control Board (ESCCB) review is required in accordance VA Directive 6004 , VA Directive 6517, and VA Directive 6513. The local ISO can advise on the ESCCB review process.

[5]	Per the May 5th, 2015 memorandum from the VA Chief Information Security Officer (CISO) FIPS 140-2 Validate Full Disk Encryption (FOE) for Data at Rest in Database Management Systems (DBMS) and in accordance with Federal requirements and VA policy, database management must use Federal Information Processing Standards (FIPS) 140-2 compliant encryption to protect the confidentiality and integrity of VA information at rest at the application level. If FIPS 140-2 encryption at the application level is not technically possible, FIPS 140-2 compliant full disk encryption (FOE) must be implemented on the hard drive where the DBMS resides. Appropriate access enforcement and physical security control must also be implemented. All instances of deployment using this technology should be reviewed to ensure compliance with VA Handbook 6500 and National Institute of Standards and Technology (NIST) standards. It is the responsibility of the system owner to work with the local CIO (or designee) and Information Security Officer (ISO) to ensure that a compliant DBMS technology is selected and that if needed, mitigating controls are in place and documented in a System Security Plan (SSP).

[6]	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.

[7]	Additionally, Enterprise Security Solutions Services (ESSS) conducted a pre-assessment and security requirements verification of NSi Output Manager and recommended that the following constraints be applied: The VA Handbook 6500 states that the local CIO and the ISO must approve specific user actions that can be performed on the information systems without appropriate identification and authentication (i.e., service accounts, site-to-site VPN accounts, training accounts in test) employs the concept of least privilege, allowing authorized access only for users (and processes acting on behalf of users) who are necessary to accomplish assigned tasks in accordance with VA missions and business functions. Document and maintain information such as full text recording of privileged commands and individual identities of group account users. System Owner reviews and analyzes information system audit records for indications of inappropriate or unusual activity and reports findings to designated organizational officials. Ensure only authorized users have access to the system and activate activity logging to allow tracing of activities to specific user. In addition, end-users should access only the print jobs for which they are authorized.

[8]	Enterprise Security Solutions Services (ESSS) conducted a pre-assessment and security requirements verification of Nuance Output Manager and recommended that the following constraints be applied: The VA Handbook 6500 states that the local CIO and the ISO must approve specific user actions that can be performed on the information systems without appropriate identification and authentication (i.e., service accounts, site-to-site VPN accounts, training accounts in test) employs the concept of least privilege, allowing authorized access only for users (and processes acting on behalf of users) who are necessary to accomplish assigned tasks in accordance with VA missions and business functions. Document and maintain information such as full text recording of privileged commands and individual identities of group account users. System Owner reviews and analyzes information system audit records for indications of inappropriate or unusual activity and reports findings to designated organizational officials. Ensure only authorized users have access to the system and activate activity logging to allow tracing of activities to specific user. In addition, end-users should access only the print jobs for which they are authorized.

[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]	Enterprise Security Solutions Services (ESSS) conducted a pre-assessment and security requirements verification of Nuance Output Manager and recommended that the following constraints be applied: The VA Handbook 6500 states that the local CIO and the ISO must approve specific user actions that can be performed on the information systems without appropriate identification and authentication (i.e., service accounts, site-to-site VPN accounts, training accounts in test) employs the concept of least privilege, allowing authorized access only for users (and processes acting on behalf of users) who are necessary to accomplish assigned tasks in accordance with VA missions and business functions. Document and maintain information such as full text recording of privileged commands and individual identities of group account users. System Owner reviews and analyzes information system audit records for indications of inappropriate or unusual activity and reports findings to designated organizational officials. Ensure only authorized users have access to the system and activate activity logging to allow tracing of activities to specific user. In addition, end-users should access only the print jobs for which they are authorized.

[11]	In cases where the technology is used for external connections, a full Enterprise Security Change Control Board (ESCCB) review is required in accordance VA Directive 6004 , VA Directive 6517, and VA Directive 6513. The local ISO can advise on the ESCCB review process.

[12]	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.

[13]	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).

[14]	If free trialware is utilized, the software must be purchased or removed at the end of the trial period.

[15]	Per the May 5th, 2015 memorandum from the VA Chief Information Security Officer (CISO) FIPS 140-2 Validate Full Disk Encryption (FOE) for Data at Rest in Database Management Systems (DBMS) and in accordance with Federal requirements and VA policy, database management must use Federal Information Processing Standards (FIPS) 140-2 compliant encryption to protect the confidentiality and integrity of VA information at rest at the application level. If FIPS 140-2 encryption at the application level is not technically possible, FIPS 140-2 compliant full disk encryption (FOE) must be implemented on the hard drive where the DBMS resides. Appropriate access enforcement and physical security control must also be implemented. All instances of deployment using this technology should be reviewed to ensure compliance with VA Handbook 6500 and National Institute of Standards and Technology (NIST) standards. It is the responsibility of the system owner to work with the local CIO (or designee) and Information Security Officer (ISO) to ensure that a compliant DBMS technology is selected and that if needed, mitigating controls are in place and documented in a System Security Plan (SSP).

[16]	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).

[17]	This technology should only be used when required by a Veterans Affairs (VA) business partner for an authorized VA Project. Use of this technology must comply with ESCCB requirements which include: Signed Interconnection Agreements/Memorandum of Understanding agreements (MOU/ISA) with each external business partner, compliance with VA Handbook 6500, and must implement appropriate National Institute of Standards and Technology (NIST) Federal Information Processing Standards (FIPS) requirements for all devices interacting with this technology. All instances of deployment using this technology should be reviewed by the local ISO (Information Security Officer) to ensure compliance with VA Handbook 6500 and National Institute of Standards and Technology (NIST) standards. As of January 27th, 2017, Risk-based Decisions (RBD) will be handled per VAIQ # 7769667. In cases where the technology is used for external connections, a full Enterprise Security Change Control Board (ESCCB) review is required in accordance VA Directive 6004, VA Directive 6517 and VA Directive 6513. The local ISO can advise on the ESCCB review process and ensure privacy of information compliance protections are in place.

Note:

At the time of writing, version 5.4.3.25 is the latest version of this technology available.

Type	Name	Source	Description
*NOTE: Vendor provided information is subject to the accuracy of the manufacturer.

Name	Description
Output Manager Core Server Software	This is the main system server software.
Output Manager Software	This software provides user access to the Output Manager system.
Output Manager Web Server Software	This software supports the processing on Web Clients.


Collaboration and Electronic Workplace Collaboration Software	Content Management

General Analysis

Adoption Benefits

This technology provides the ability to direct print output to desired locations and also enables secured printing at a location of choice to ensure that sensitive documents and materials are only accessed by the person requesting the document.
At the time of writing, no National Institute of Standards and Technology (NIST) vulnerabilities had been reported and no VA Cyber Security Operations Center (CSOC) bulletins had been issued for the latest versions of this technology.
This is a well-documented technology.

Adoption Risks

There is no indication based on either the vendor documentation or the Cryptographic Module Validation Program (CMVP) that this technology is Federal Information Processing Standard (FIPS) 140-2 compliant.
Due to the rapid release schedule of this technology, the VA may be unable to update to the most recent patch and may require a deployment model requiring the use of specific versions.
This technology may utilize external data connections.
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 software has a free trial period, which carries the potential for the disruption of service delivery and inaccurate financial planning.

Architectural Benefits

The solution is compatible with virtual machines, therefore consistent with the enterprise Server Virtualize First Policy.
This technology can use a VA-preferred database.

Architectural Risks

This product includes cloud-based functionality which has potential information security risks.
This technology is not portable as it runs only on Windows platforms.
This technology has the ability to publish and store data in remote locations.

- The information contained on this page is accurate as of the Decision Date (02/02/2024 at 03:13:46 UTC).

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VA Technical Reference Model v 24.11

General Information

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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

Architectural Risks

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