Interim

NASA Headquarters Information Technology Policy

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Effective Date: December 31, 2008

Expiration Date: December 31, 2009

NASA Headquarters E-mail Policy for Separating Employees

Responsible Office: LM020 -- Office of Institutions and Management,
Office of Headquarters Operations, Headquarters Information Technology
and Communications Division

# **TABLE OF CONTENTS**

[**TABLE OF CONTENTS** i](#table-of-contents)

[**1. POLICY** 2](#policy)

[**2. APPLICABILITY** 2](#applicability)

[**3. AUTHORITY** 2](#authority)

[**4. REFERENCES** 2](#references)

[**5. RESPONSIBILITY** 3](#responsibility)

[**6. DELEGATION OF AUTHORITY** 3](#delegation-of-authority)

[**7. MEASUREMENTS** 3](#measurements)

[**8. CANCELLATION** 3](#cancellation)

# **NASA Headquarters E-mail Policy for Separating Employees**

# 

# **1. POLICY**

This document establishes the NASA Headquarters policy for the continued
use of NASA electronic mail services after an employee has separated
form the Agency. The Headquarters Information Technology and
Communications Division (ITCD) is responsible for the provisioning of IT
servers at NASA Headquarters. The NASA Operational Messaging and
Directory (NOMAD) service is an Agency level service for providing
electronic mail services to current NASA civil servant and contract
employees. It is the responsibility of ITCD to ensure that new e-mail
accounts are established for incoming Headquarters employees and
accounts are removed for employees that are departing the Agency. This
document establishes the policy and approval authority for extending the
period of time an e-mail account can remain active after an employee
separates from the Agency.

The Agency NOMAD e-mail is provided as a service to current Headquarters
civil servant and contractor employees. When an individual resigns or is
no longer employed or providing services to NASA, the NOMAD e-mail
account shall be placed in a disabled state for a period of 30 days in
accordance with the employee check out process. After 30 days the e-mail
account shall be permanently deleted.

When in the best interest of the Agency, an extension for the continued
use of the separating employees NOMAD e-mail service can be granted by
the Executive Director, Office of Headquarters Operations.

# **2. APPLICABILITY**

This policy is applicable to all NASA Headquarters government employees,
contractors, consultants, and all other individuals authorized to use
Headquarters IT resources.

# 

# 

# **3. AUTHORITY**

NPR 2810.1A, Security of IT, May 16, 2006, grants the Center Chief
Information Officer (CIO) the authority to establish Center policies and
procedures to ensure the secure operation of Center systems and the
protection of Center data and information.

# 

# **4. REFERENCES**

a\. NPR 2810.1A, *Security of Information Technology*, May 16, 2006

b\. NPD 2540.1F, *Personal Use of Government Office Equipment Including
Information Technology,* May 25, 2005

c\. NASA Headquarters Appropriate Use of IT Resources, Dec 23, 2008

d\. NPD 1440.6H, *NASA Records Management*, March 24, 2008

e\. NPR 1441.1D, *NASA Records Retention Schedules*, February 24, 2003

# 

# 

# **5. RESPONSIBILITY**

[Separating Employee]{.underline}

The separating employee is responsible for submitting a written request
to the Executive Director, Office of Headquarters Operations, for the
continued use of the NOMAD e-mail service. This request must clearly
define, and be supported by documentation that details the
mission-related task or critical assignment that would justify an
extension of service.

[Executive Director, Office of Headquarters Operations]{.underline}

The Executive Director, Office of Headquarters Operations shall review
and disposition the NOMAD service extension request. If in the best
interest of the Agency, a date shall be established for the period of
time this NOMAD account will remain in an active state.

[HQ NOMAD Postmaster]{.underline}

The Headquarters ITCD NOMAD Postmaster shall manage the approved NOMAD
service extension request. On the date the extension request expires,
the Headquarters Postmaster shall ensure the NOMAD account is placed in
a disabled state and permanently deleted after 30 calendar days. In
accordance with NPD 1440.6H, NASA Records Management, ensure that
official records associated with the e-mail account are retained as per
NPR 1441.1D.

# **6. DELEGATION OF AUTHORITY**

None

# **7. MEASUREMENTS**

None

# **8. CANCELLATION**

None

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Victor L. Thompson Date

NASA Headquarters Acting Chief Information Officer