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valign="top">Lesson Learned "Inadequate Testing of Communication Equipment Delays - Pantex"</td>
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valign="top"><strong><span
style="font-size: 18px">INTERNAL MEMO</span></strong></td>
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valign="top"><span style="font-size: 14px">
<strong>July 30, 2018</strong><br>
<strong>Sent on behalf of ESH&Q</strong><br>
<strong>SUBJECT:</strong> Lesson Learned "Inadequate Testing of Communication Equipment Delays - Pantex"<br>
<strong>CONTACT:</strong> mbailey@jlab.org
</span></td>
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<td><a href="https://misportal.jlab.org/ll/index.jsf?function=view&lessonId=1071">Inadequate Testing of Communication Equipment Delays - Pantex</a></td>
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<h2 style="white-space:nowrap">Statement of Lessons Learned</h2>
<pre>Periodic testing of Emergency Management Information System (EMInS) is vital to ensure changes in the computing environment do not adversely affect outputs from the system.</pre>
<h2 style="white-space:nowrap">Discussion of Activities</h2>
<pre>During an Emergency Response Exercise, the Emergency Response Organization was activated and authorized an initial News Release be provided to local media outlets. According to procedures this notification is required within an hour of the categorization/classification of an event by the Plant Shift Superintendent (PSS). The e-mail content filter (IronPort) restricted the message from being e-mailed to the simulated media outlets. Instead an automated rejection e-mail, stating that the distribution of the press release was blocked, was received by the group. </pre>
<h2 style="white-space:nowrap">Analysis</h2>
<pre>The Cyber Security Group had recently enhanced Pantex¿s e-mail content filter (IronPort) to include more potentially sensitive words and follow-up testing. It never occurred to them to ensure that all initial and follow-up news releases should by-pass the firewall. Users can insert IronPort override language in the subject line of email messages (applicable in this case as the initial press release is pre-approved by a Classification Officer), but the Emergency Response Team did not know this thus did not modify the email subject line.</pre>
<h2 style="white-space:nowrap">Recommended Actions</h2>
<pre>As a compensatory measure while corrective actions are completed, the procedure will be to fax the news releases to media outlets.
Corrective actions include:
- Modify releases to include wording in the subject lines that includes override language.
- Perform quarterly checks of e-mail distribution functions.</pre>
<h2 style="white-space:nowrap">JLab Preventive Measures</h2>
<pre>At Jefferson Lab drills and exercises are used to rehearse anticipated emergency scenarios. They are designed to provide training, reduce confusion, and verify the adequacy of emergency response activities and equipment. These include external emergency organizations (such as the Newport News Fire Department) in order to familiarize them with the Jefferson Lab facility. At the conclusion, participants critique the activities providing corrective actions for improvement.
Jefferson Lab test the communication tools on a regular basis especially after IT up-grades the computer data bases.
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<h2>Comments</h2>
<h5 style="white-space:nowrap">7/30/2018 2:23:53 PM by Bailey, Mary Jo</h5>
<pre>SAF102: Periodic Emergency Management Training/Drills/Exercise
SAF505: Familiarity with Duties of Emergency Management Team Members
MCC-210: Leading the Emergency Field Response</pre>
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<legend>Summary</legend>
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<td class="label" nowrap>Lesson ID:</td>
<td class="dataval">1071</td>
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<td class="label" nowrap>Status:</td>
<td class="dataval">OK</td>
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<td class="label" nowrap>Doc ID:</td>
<td class="dataval">2018-JLAB-1071</td>
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<td class="label" nowrap>Priority:</td>
<td class="dataval">Best Practice</td>
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<td class="label" nowrap>Safety Related:</td>
<td class="dataval">NO</td>
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<td class="label" nowrap>Originator:</td>
<td class="dataval">Bailey, Mary Jo</td>
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<tr class="row">
<td class="label" nowrap>Issued:</td>
<td class="dataval">7/30/2018 2:23:02 PM</td>
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<tr class="row">
<td class="label" nowrap>Approved By:</td>
<td class="dataval">Bailey, Mary Jo</td>
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<tr class="row">
<td class="label" nowrap>Approved On:</td>
<td class="dataval">7/30/2018 2:23:53 PM</td>
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<td class="label">Source:</td>
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DOECRD
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<td class="label" nowrap>Location:</td>
<td class="dataval">Other</td>
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<td class="label" nowrap>Cost Savings:</td>
<td class="dataval"></td>
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<td class="label" nowrap>Contact:</td>
<td class="dataval">Aida Jones, Pantex (806) 477-3727</td>
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<td class="label" nowrap>Queued Emails:</td>
<td class="dataval">197</td>
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<td class="label" nowrap>Sent Emails:</td>
<td class="dataval">0</td>
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<td class="label" nowrap>Viewings:</td>
<td class="dataval">1 times</td>
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<legend>Hazard Issues</legend>
<ul class="lesson_attribute_listing">
<li>Other: Emergency Management</li>
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<legend>Skills</legend>
<ul class="lesson_attribute_listing">
<li>SAF102: Periodic Emergency Management Training/Drills/Exercise</li>
<li>SAF505: Familiarity with Duties of Emergency Management Team Members</li>
<li>MCC-210: Leading the Emergency Field Response</li>
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<legend>Distribution/Notification</legend>
<ul class="lesson_attribute_listing">
<li>*Division Safety Officers (DSOs)</li>
<li>*Safety Wardens</li>
<li>*DOE Notification</li>
<li>*ESH&Q Liaisons</li>
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