UI database server replacement plan update

CLASSIFICATION
   EMPLOYMENT AND TRAINING ADMINISTRATION                 Unemployment Insurance
               ADVISORY SYSTEM                            CORRESPONDENCE SYMBOL
          U.S. DEPARTMENT OF LABOR                        OUI/DPM
             Washington, D.C. 20210                       DATE
                                                          July 21, 2016

ADVISORY:          UNEMPLOYMENT INSURANCE PROGRAM LETTER NO.
                   06-15, Change 1

TO:                STATE WORKFORCE AGENCIES

FROM:              PORTIA WU /s/
                   Assistant Secretary

SUBJECT:          Update to the Upgrade Plan for Replacement of State-based Information
                  Technology Hardware for the Unemployment Insurance Data Base System


1. Purpose. To provide State Workforce Agencies (SWAs) with information on the modification
of the Upgrade Plan following the installation of new Sun Server X4-2 computer systems.

2. References.
     Unemployment Insurance Program Letter (UIPL) No. 06-15, Replacement of State-based
       Information Technology Hardware for the Unemployment Insurance Data Base System;
     41 Code of Federal Regulations (CFR) 102-36, Subpart D – Disposition of Excess
       Personal Property;
     DL1-55A, Electronic Media Disposal Sanitation Certificate, September 2003.

3. Background. Since March 2015, the Department of Labor (DOL) has configured and shipped
to each SWA a Sun X4-2 server that stores important program information extracted from state
benefits and tax systems and is used to electronically transmit required data to the DOL National
Office.

The original content of the Upgrade Plan, as specified in UIPL 06-15, included:

      Once the X4-2 server was set up and adequately tested, all existing Personally Identifiable
       Information (PII) on the old system (Sun T2000), including the external drive, would be
       deleted to ensure privacy of SWA data.

      The old SUN T2000 chassis would be boxed and prepared for pickup.

      A packet containing "Action Required-Upgrade Return Procedures" would be used to
       provide all of the necessary paperwork and instructions for returning the old system to
       Sun Microsystems. A Return Merchandise Authorization (RMA) Number and an 800
       number would be provided to make arrangements for Oracle to pick up the old system.

 RESCISSIONS                                              EXPIRATION DATE
 UIPL 6-15                                                October 31, 2016

During the past year, DOL technical support staff worked closely with each state Sun System
Administrator to transfer all software and data from the old T2000 servers to the new X4-2
servers. The transition was a transparent one for the end users and state Sun System
Administrators.

Since the publication of UIPL No. 06-15, Oracle Sun Microsystems determined that they no
longer wanted the servers returned and would not be providing any cost rebate. Thus, the
disposal procedures, as outlined in UIPL 06-15, no longer apply. This UIPL, UIPL 06-15,
Change 1, provides guidance on the new procedures that the SWAs should follow after
transitioning from the old T2000 server to the new X4-2 server.

4. Upgrade Plan Change.

Changes have been made to the procedures, discussed in section 3, above, that states are to
follow. The new procedures are:

      Beginning mid July 2016, DOL technical support staff will remotely access all legacy
       state T2000 servers to remove the state user accounts and home directories, the UIDB
       Informix database software and data, and the application software. This “soft” removal
       of any PII information is an incremental step prior to the “WipeDisk” process discussed
       below.

      In early August 2016, the DOL National Office will mail to each SWA a CD/DVD which
       will include bootable self-initiating custom software. This software (State-WipeDisk-
       T2000) will execute a data destruction “WipeDisk” process on the old T2000 server
       cleansing the entire disk(s) 12 times.

      DOL technical support staff will contact the individual state Sun System Administrators
       to schedule the “WipeDisk” process on the old T2000 servers and will provide technical
       assistance so that the state SUN Administrator can complete the process.

      Once the “WipeDisk” process is complete, the state Sun System Administrator is
       requested to notify the Office of Unemployment Insurance (OUI) Hotline (1-800-473-
       0188) that the “WipeDisk” process is complete. The OUI Hotline will annotate on an
       Electronic Media Disposal Sanitation Certificate (DL1-55A form) that the system has
       been cleansed.

Once the system is cleansed, each SWA must decide what to do with the old T2000 server. DOL
conducted research on the disposal condition of the servers. DOL determined that the disposal
condition (41 CFR 102-36.240) of the servers would be “Salvage”; Property which has value in
excess of its basic material content, but repair or rehabilitation is impractical and/or
uneconomical. In June, 2016, based on documentation provided to the Employment and
Training Administration Property Officer, a determination was made that the SWAs’ Sun T2000
servers may be abandoned under authority of 41 CFR 102-36. Following Abandonment /


Destruction regulations specified in 41 CFR 102-36.305 – “May we abandon or destroy excess
personal property without reporting it to GSA?”, this UIPL may be used as the abandonment
authority and documentation to transfer the server to the SWA. The SWAs may take any of the
following actions:

   A. Upon transfer of ownership from the DOL to the SWA, keep the server. Upon transfer, it
      will be the responsibility of the SWA to reinstall the Solaris 10 Operating System (OS)
      and use/maintain the server for other state activities;

   B. On behalf of DOL, the SWA may dispose of the T2000 Server according to SWA
      procedures. Upon disposal, the SWA will notify the OUI Hotline (1-800-473-0188) that
      the T2000 server has been disposed; or

   C. The SWA may ship the T2000 server back to DOL for disposal. The shipping address is:

               U.S. Department of Labor
               200 Constitution Ave., N.W., S-4519
               Washington, D.C. 20210
               Attn: Mr. Paul Bankes

In August 2016, DOL technical support staff will be contacting each state Sun System
Administrator to coordinate schedules and provide more information on the implementation
process.

5. Action Required. State Administrators are requested to provide the above information to
appropriate staff, including state Sun System Administrators who provide support for the SWA’s
Sun UNIX system.

6. Inquiries. Please direct questions to the appropriate Regional Office.