GAO Observations on Users, Data Source, and Operating Processes and Performance

In developing the data base, the White House acquired well-established, commercially available products and created a system that users we interviewed were generally satisfied with. Data Base Use and User Satisfaction

As noted earlier, data base users primarily use the data base as a tool for maintaining contact with individuals and organizations important to the Presidency. Less than 100 White House staff actually use the system, and only about 25 make moderate to heavy use (relative to other users) of the system—with the heaviest users representing the White House Social Office, Personal Correspondence Office, and Outreach Office, as well as system administrators. Social Office personnel use the system to assist in developing invitation lists and planning state dinners and other events. Personal Correspondence personnel use the data base to help compose letters for the President. The Outreach user we interviewed entered data into the data base for use in generating lists of holiday card recipients. However, if demand increased, system performance could unnecessarily degrade. In order to minimize performance impact, system administrators have made compromises which affect the data base’s internal controls. Operating Processes and Procedures

Good business systems operate in a controlled environment to ensure that data within these systems is accurate, that data output is reliable, and that data integrity is assured so that only authorized users have access to the data and that such access is appropriate to their needs. We found that the White House has taken several positive steps to create a controlled environment. For example, the system does not require frequent changes in passwords. Additional copies are $2 each.
Why GAO Did This Study

Pursuant to a congressional request, GAO reviewed the White House database, focusing on its users and operational components.

What GAO Found

GAO noted that: (1) users are generally satisfied with the database as a tool for maintaining information important to the Presidency; (2) fewer than 100 White House staff use the database, and the 25 heaviest users represent three White House offices and systems administrators; (3) the Social Office uses the database to develop invitation lists and plan state dinners and other events, the Personal Correspondence Office uses the database to help compose Presidential letters, and the Outreach Office uses the database for generating lists of holiday card recipients; (4) these users believe that the database is critical in performing their tasks, but the database's design is limited because it does not employ certain relational database capabilities; (5) because of additional processing steps, system performance will degrade if demand increases; (6) systems administrators have made compromises to minimize performance impacts that affect data integrity and audit trails; (7) the White House has taken actions to ensure a controlled environment by providing personalized user training, requiring signed ethics documents and passwords, providing anti-hacker defense systems, and limiting user access; and (8) to ensure data integrity and operational effectiveness, the White House needs to document systems security policies and procedures, limit report printing, and establish an audit trail for systems administrators to monitor database operations.