DSHS Agreement 1863-31751 - Laserfiche WebLink

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Special Terms and Conditions authentication mechanisms which provide equa l or greater se c urity, such as biometrics or smart cards. Data on disks mounted to such servers must be located in an area which is accessible only to auth orized perso nnel ,_w ith access controlled through use of a key, card key, combinatl on lock, or compa rabl e mecha nism. For DSHS Confidential Information stored on these disks, deleting unneeded Data is sufficient as long as the disks remain in a Secure Area and otherwise meet the requirements listed in the above para graph. Destruction of the Data, as outli ned below in Section 8 Data Dispos ition , may be defe rred until the disks are ret ired, replaced , or otherwise taken out of the Secu re A rea. c. Optical discs (CDs or DVDs) in local workstation optical disc d rives. Data provided by DSHS on optical discs which will be used in local workstation o ptica l disc d rives and wh ich will not be tran sported out of a Secu re Area. When not in use for the contracted purpose, such discs must be Stored in a Secure Area. Workstations which access DSHS Data on optical discs must be located in an area which is accessible only to authorize d pers onnel, with access controlled through use of a key, card key, combination lock, or comparable mechanism. d. Optical d iscs (CDs o r DVDs) in drives or jukeboxes attached to servers. Data provided by DSHS on optical discs which w ill be attac he d to network servers and which will not be transported out of a Secure Area. Access to Data on these discs will be restricted to Authorized Users through the use of access control lists which wm grant access only after the Authorized User has authenticated 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 cards. Data on discs attached to such servers m ust be located in an area which is accessible only to auth orized personnel, with access controlled through use of a key, card key, combi nation lock, or compa rabl e mechanism. e . Paper documents. Any paper records must be protected by stori ng the records in a Secure Area which is on ly accessible to authorized personnel. When not in use, such records must be stored in a Secure A rea . f . Remote Acces s. Access to and use of the Data over the State Go vernmen tal Network (SGN) or Secure Access Was hingto n (SAW) will be controlled by DSHS staff who w ill issue authentication credentials (e .g. a Unique Us er ID and Hardened Password) to Authorized Users on Contractor's staff. Contractor will notify DSHS staff i mmediately whe n~ve r an Authorized User in possess ion of such crede ntials is terminated ot otherwise leaves the e mplo y of the Cont ractor, and whenever an Authorized User's duties change such that the A uthorized 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 portab le d evices or m edia unless specifica lly authorized with in t he terms and conditions of the Contra ct. If so authorize.d, the Data shall be given the followi ng protectio ns: (a) Encrypt the Data . (b) Control access to devi ces with a Un ique User ID and Hardened Password or stronger authe ntication me thod such as a ph ysical token Qr bi ometrics . (c) Manually lock devices whenever they are left unattended and set devices to lock aut0matica lly after a period of inactivity, if this feature is available . Maximum period of inactivity is 20 min utes. DSHS Cen tral Contract Services 5048CF County Program Agre ement (11-22-2011) Page 10