Audit of Physical Security Standards for Department of State Temporary Structures

Submitting OIG:

Department of State OIG

Date Issued:

Friday, September 29, 2023

Agency Reviewed / Investigated:

Department of State

Submitting OIG-Specific Report Number:

AUD-SI-23-30

Component, if applicable:

Bureau of Diplomatic Security

Bureau of Overseas Buildings Operations

Location(s):

Agency-Wide

Type of Report:

Audit

Questioned Costs:

Funds for Better Use:

Number of Recommendations:

Report updated under NDAA 5274:

View Document:

Attachment	Size
AUD-SI-23-30.pdf	2.41 MB

Recommendation Number	Recommendation Status	Significant Recommendation
1	Open	Yes
OIG recommends that the Bureau of Overseas Buildings Operations, in coordination with the Bureau of Diplomatic Security, (a) finalize and publish definitions and descriptions for temporary structures and related terminology, (b) update applicable policies and process documents, and (c) communicate this information to all Department of State employees who have responsibility for real property at overseas posts.
2	Open	No
OIG recommends that the Bureau of Overseas Buildings Operations (a) draft and publish guidance in the Foreign Affairs Manual requiring posts to request authorization and permits before changing the intended and permitted use of any structure and (b) communicate this information to all Department of State employees who have responsibility for real property at overseas posts.
3	Open	No
OIG recommends that the Bureau of Overseas Buildings Operations update the Real Property Application User Manual to (a) improve the guidance provided for data entry, including guidance related to standardization and streamlining of naming and categorization, and (b) include information related to structure type consistent with the definitions published in response to Recommendation 1.
4	Open	Yes
OIG recommends that the Bureau of Overseas Buildings Operations, in coordination with the Bureau of Diplomatic Security (DS), develop and implement a process to periodically reconcile data between the Real Property Application and key DS databases, including the Published Waivers/Exceptions database, Deficiency Database, and Published Physical Security Surveys database.
5	Open	No
OIG recommends that the Bureau of Diplomatic Security strengthen its policies and procedures related to review, analysis, and quality control checks of physical security surveys to ensure that accurate identifying information is captured, and necessary follow-up actions are taken.
6	Open	No
OIG recommends that the Bureau of Diplomatic Security develop and implement a process to review and address notations in physical security surveys related to obtaining or updating a waiver or exception.
7	Open	No
OIG recommends that the Bureau of Overseas Buildings Operations develop and implement policies and procedures to request a certification from posts indicating that they do not have any unauthorized shipping containers.
8	Open	Yes
OIG recommends that the Bureau of Diplomatic Security analyze the backlog of physical security surveys to determine factors inhibiting completion of the physical security surveys and, based on the analysis, develop and implement a plan of action to address and resolve the backlog of physical security surveys.

Recommendation Number

Recommendation Status

Significant Recommendation

Additional Details

Open

Yes

OIG recommends that the Bureau of Overseas Buildings Operations, in coordination with the Bureau of Diplomatic Security, (a) finalize and publish definitions and descriptions for temporary structures and related terminology, (b) update applicable policies and process documents, and (c) communicate this information to all Department of State employees who have responsibility for real property at overseas posts.

Open

OIG recommends that the Bureau of Overseas Buildings Operations (a) draft and publish guidance in the Foreign Affairs Manual requiring posts to request authorization and permits before changing the intended and permitted use of any structure and (b) communicate this information to all Department of State employees who have responsibility for real property at overseas posts.

Open

OIG recommends that the Bureau of Overseas Buildings Operations update the Real Property Application User Manual to (a) improve the guidance provided for data entry, including guidance related to standardization and streamlining of naming and categorization, and (b) include information related to structure type consistent with the definitions published in response to Recommendation 1.

Open