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(d) Paper documents will be retained in a Secure Area, per the State of Washington records <br />retention requirements. <br />(6) Data storage on portable devices or media <br />(a) Except where otherwise described herein, Data shall not be stored by the Contractor on <br />portable devices or media unless specifically authorized within the terms and conditions <br />of the Contract. If so authorized, the Data shall be given the following protections: <br />The Data must be Encrypted; <br />Portable devices must be equipped with a Unique User ID and Hardened Password <br />or stronger authentication method such as token or biometrics; <br />iii. Portable devices must be manually locked whenever they are left unattended. The <br />devices must be set to automatically lock after a period of no more than fifteen (15) <br />minutes of inactivity; <br />iv. Administrative and physical security controls must be applied to Portable Devices <br />and Portable Media by: <br />(A) Keeping them in a Secure Area when not in use; <br />(B) Using check-in/check-out procedures when they are shared; and <br />(C) Taking quarterly inventories. <br />(b) When being transported outside of a Secure Area, Portable Devices and Portable Media <br />with Data must be under the physical control of Contractor staff with authorization to <br />access the Data, even if the Data is encrypted. <br />(c) Portable Devices and Portable Media will not be secured or stored within motor vehicles <br />at any time the staff member is away from the motor vehicle. <br />(7) Data stored for backup purposes <br />(a) DCYF Confidential Information maybe stored on Portable Media as part of a <br />Contractor's existing, documented backup process for business continuity or disaster <br />recovery purposes. <br />i. Such storage is authorized until such time as that media would be reused during the <br />course of normal backup operations. <br />ii. If backup media is retired while DCYF Confidential Information still exists upon it, <br />refer to Section 13 Data Disposition. <br />(b) Data maybe stored on non -portable media (e.g. Storage Area Network drives, virtual <br />media, etc.) as part of a Contractor's existing, documented backup process for business <br />continuity or disaster recovery purposes. <br />i. If so, such media will be protected as otherwise described in this exhibit. <br />ii. If this media is retired while DCYF Confidential Information still exists upon it, refer <br />to Section 13 Data Disposition. <br />Department of Children, Youth R Families <br />2017CF County Program Agreem ent 6-24-20 Page 22 <br />