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d. Optical discs (CDs or DVDs) In drives or jukeboxes attached to servers. Data provided by DSHS on optical ~iscs which will be attached to network servers and which will not be transported out of a. Secured Area . Access to Data on these discs will be restricted to A uthorized Users th rough . the use of access control lists which will grant access only after the Authorized User has ~uthenticated to the network using a Unique User ID and Hardened Password or other authentication mechanisms which provide equal or greater security, such as biometrics or smart ca fds. D.ata on discs attached to such servers must be located in an area which Is accessible only to authorized personnel, with access controlled through use of a key, card key , comb in ation lock, or comparable mechanism . e. Paper documents. Any paper records must be protected by storing the records in a Secured Area which is only accessible to authorized personnel. When not in use, such records must be stored in a locked container, such as a file cabinet, locking drawer, or safe, to which only authorized persons have access. f. Remote Access. Access to and use of the Data over the State Governmental Network (SGN) or Secure Access Washingto n (SAW) will be controlled by DSHS staff who will issue authentication credentials (e.g. a Unique User ID and Ha rdene d Password) to Authorized Users on Contractor staff. Contractor will notify DSHS staff immediately whenever an Autho rized User in possess ion of such credentials Is te rminated 0( otherwise leaves the employ of the Contractor, and whenever an Authori~ed Use rs duties change such that the Authorized User no longer requires access to perform work for this Contract. g. Data storage on portable devices or media. (1) Except where otherwise specified herein, DSHS Data shall not be stored by the Contractor on portable devices or media unless specifically autho rize d within the terms and conditions of the Contract. If so authorized, the Data shall be given the following protections: (a) Encrypt the Data with a key length of at least 128 bits (b) Contro! access to devices with a Unique User ID and Hard ened Password or stronger authentication method such as a physicall token or biometrics. (c) Manually lock devices whenever they are left unattended and set devices to lock automatically after a period of inactivity, if this feature is available. Maximum period of inactivity is 20 minutes. Physically Secure the portable device(s) and/or media by (d) Keeping them in locked storage when not in use (e) Using check-jn/check-out procedures when they are shared, and (f) Taking frequent inventories (2) When being transported outside of a Secured Area, portable devices and media with DSHS Confidential Information must be under the physical control of Contractor staff with authorization to access the Data. (3) Portable devices include, but are not lim ited to; smart phon'es , tablets, flash memory devices (e .g . USB flash drives, personal med ia playe rs), portable hard disks, and laptop/npteboQklnetbook computers if those computers may be transported outside of a Secured Area. OSHS Central Contract Services 1769CS County Agreement 7-14-2015 Page 19