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West Virginia WIC Policy & Procedure 1.26 Effective Date: 3/20/2018 1.26 Security Policy

9 of 12 Each SA/LA employee must sign a Confidentiality Statement upon their hiring. This statement extends to participant records, databases, and the release of information. Reference II draft IT policy 0504 also addresses the issue of Background Investigations and Employee Confidentiality Statement.

It is also the responsibility of the SA and LA Director to brief all new employees on the Security Policies in effect. Upon termination of employment, personnel must turn in to the Security Manager/LA Director all identification cards, keys, programs, data files etc. in their possession. SA and LA Director must interview and emphasize to each terminated employee their continuing responsibility to maintain the privacy and confidentiality of State data.

SA staff will be briefed on Emergency Preparedness annually, which will include fire evacuations and procedures to follow in the event of a bomb threat. The SA staff will follow regulations as set forth in Reference V.1 & Reference V.2 Bomb Threat Checklist.

SA and LA personnel will abide by the following System Usage guidelines E-Mail Usage

a. Every WIC staff member will have their own personal email account. In addition, there is a clinic email for each clinic site. This email may be accessed by multiple people within the clinic. Clinic personnel will check for new messages a minimum of once a day for the clinic email.

b. Microsoft Outlook provided by the Office of Technology desk will be the only e-mail programs installed on WIC PCs. Use of Internet E-mail services such as Hotmail is prohibited.

c. If a message is received that is designated as “Critical”, clinic personnel will open the message in a minimum of two working days.

d. All WIC state office and clinic staff will abide by the Email Use Standards Policy mentioned previously.

Internet Usage

a. All WIC personnel will adhere to the Internet Usage Policy and Information Security Policy mentioned earlier.

Other Software

a. Microsoft Office is installed on all clinic PC’s. b. Security Policies will be placed on all PCs preventing the installation of software by unauthorized users. c. All software installed on WIC PCs will be purchased according to the Computer Equipment Purchases Policy. See West Virginia Policy & Procedure 6.11. d. The SA will maintain licensing information for all software. e. Any additional software must be installed by WV OT staff and approved by the