RD Instruction 2006-Y

PART 2006 - MANAGEMENT

Subpart Y - Commercial Off-the-Shelf Software

§2006.1201 [General]{.underline}.

This Instruction establishes procedures for the purchase and use of
commercial off-the-shelf software.

§2006.1202 [Definitions]{.underline}.

[Commercial off-the-shelf (COTS) software]{.underline}. Software
available on the open market for personal computers (PCs), portable
computers (e.g., laptop or notebook), and multi-user processors (e.g.,
file servers). Examples of COTS software are Operating Systems, Internet
World Wide Web (WWW) browsers, word processing, spreadsheet, database
management, and communication packages \-- either LAN-based, multi-user,
or single user versions. For the purpose of this Instruction, COTS
software excludes software residing on mainframes.

[Freeware and shareware software]{.underline}. Freeware is software
available without charge and shareware software is that which is
generally available for a minimal charge from a variety of sources such
as the WWW, electronic bulletin boards, trade magazines, universities,
other credit organizations, or extension services. Generally, this
software is available without warranty or vendor support.

§2006.1203 [Policy]{.underline}.

\(a\) COTS software requiring payment for its use shall be obtained
through normal procurement channels and licensing requirements shall be
met, before that software is used \-- unless the software has been
provided by the vendor for \"evaluation\" or similar purposes.

\(b\) Software shall be loaded, stored, or operated on Rural Development
computers for official Government business purposes. Supervisors may
authorize employees to practice using software to develop the skills
necessary to effectively use the software in the performance of their
jobs. Software to be used solely for an employee's personal use shall
not be loaded on Rural Development computers.

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DISTRIBUTION: WSDC Administration

Management

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(12-11-96) PN 270

RD Instruction 2006-Y

§2006.1203 (Con.)

\(c\) COTS software is permitted for any official task, except to
determine eligibility for loans, grants, or related loan making or
servicing actions, unless authorized for such use in writing by the
senior manager (Assistant or Deputy Administrator level) of that
program.

\(d\) The Chief Information Officer (CIO) shall periodically issue an
unnumbered letter which identifies Rural Development standard COTS
software, such as Microsoft Office. (The Centralized Help Desk or other
Rural Development Help Desks may not be able to provide technical
support for non-standard software.)

\(e\) State Directors, Division Directors, and Staff Directors (and
above) shall ensure that:

\(1\) COTS software is tested for viruses before use and is compatible
and does not interfere with, existing Rural Development official
software and hardware configurations. No freeware\
should be loaded without permission of at least the first level
supervisor and both \"freeware and shareware\" should be tested for
viruses before any use takes place. Virus testing shall use virus
scanning software or other technical methods as prescribed in\
RD Instruction 2006-Z; and

\(2\) If the CIO has identified a standard COTS software package for
Rural Development use, competing COTS software shall not be purchased.

§2006.1204 [Purchase of COTS]{.underline}.

State or organizational unit funds may be used for COTS software
purchases. COTS software shall be purchased in accordance with\
RD Instruction 2006-EE.

§§2006.1205 - 2006.1250 \[Reserved\]

oOo

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