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pg. 14  Log off the EA System before leaving your station.  Pay attention to who can see computer screens and what information is being displayed.  Pick up printed records immediately from network printers.  Do not leave records unattended on desks.  Enclose paperwork in a folder, file and lock the drawer it is kept in.  Shred documents before disposal or recycling Confidentiality - Authorized Disclosures of Case Specific (Confidential) Information The agency will not release information to third parties without a signed “Authorization for Release of Information” form from the applicant. A third party is anyone requesting information who is not the applicant, or an active member of the household listed on the E1MM screen. Confidentiality - Disposing of Confidential Information When disposing of confidential information, users should ensure shredding is complete before recycling or disposal. This practice will guard against fraud and serve to protect our customers. Examples of confidential information include Social Security Number, DCN, date of birth, address, name, etc. Policy requires an agency to retain all records for five (5) years. An agency must obtain written approval from the Family Support Division before scanning and producing images of documents with plans to shred paper documentation before the five (5) year period. When scanning, agencies must ensure that all scanned documents are readable for such purposes as monitoring and audits. Agencies should also ensure they do not scan documents that contain a “sticky note” which covers up information that may need to be obtained. If scanned documents are unreadable, the agency will need to provide original copies of the documents. Encryption of E-mail Encryption is required when transmitting confidential information via e-mail from a non-state e-mail account to another non-state e-mail account. Email is not a secure (encrypted) method of transmitting information. Transmitting information of a confidential or sensitive nature (i.e. FTI, PHI, PII such as SSN or DCN, etc.) via email requires the e-mail to be encrypted. When transmitting any information via e-mail to a non-state e-mail account, state employees will type, [ENCRYPT] in the subject line. This will encrypt the contents of the e- mail and attachments sent in the e-mail in compliance with HB2400 (A non-state e- mail account is one that does not have a mo.gov e-mail address).