AIS (Automated Information System)

What is AIS (Automated Information System)?

An Automated Information System (AIS) refers to a collection of hardware, software, data, and personnel organized to accomplish a specific function or set of functions through automated processing. In the context of government contracting, AIS is a critical component impacting how contractors manage data, ensure security, and comply with regulations.

Definition

An AIS can encompass a wide range of systems, from simple databases and spreadsheets to complex software applications and networks. The term is often used broadly within government documentation and solicitations. AIS requirements in government contracts are particularly sensitive because they frequently involve the handling of sensitive government information, including personally identifiable information (PII) and controlled unclassified information (CUI). Contractors working with AIS are often subject to stringent security protocols, such as those outlined by the National Institute of Standards and Technology (NIST) and the Federal Information Security Management Act (FISMA). Compliance is crucial, as non-compliance can result in significant penalties, including contract termination and legal action.

Key Points

• Security Requirements: Government AIS must adhere to stringent security requirements, often involving certification and accreditation processes like FedRAMP.
• Data Management: Contractors must manage data within the AIS according to government standards, including data retention, privacy, and access controls.
• System Development Lifecycle: The development, maintenance, and modification of AIS often require adherence to specific system development lifecycle (SDLC) methodologies.
• Compliance Obligations: Contractors are responsible for maintaining compliance with all applicable laws, regulations, and government policies related to the AIS.

Practical Examples

1. Developing a Financial Management System: A contractor is hired to develop an AIS for a federal agency to manage its budget and financial transactions. The system must comply with FISMA and other relevant security standards.
2. Implementing a Cybersecurity Solution: A contractor is tasked with implementing a cybersecurity solution for an existing government AIS. This involves hardening the system against vulnerabilities, monitoring for threats, and responding to incidents.
3. Managing Data in a Healthcare System: A contractor manages an AIS that stores patient data for a government healthcare provider. They must ensure the system complies with HIPAA privacy rules and protects sensitive patient information.