I. PURPOSE
The purpose of this Standard is to set forth the requirements to ensure that all work areas are clear of information, whether in electronic or paper form, classified as Confidential (Confidential) or Internal Use (Internal Use) when the work area is unattended.
II. SCOPE
This Standard applies to all Berrien County Record employees who collect, generate, use or otherwise handle Confidential or Internal Use information. The protection intended by this standard is against disclosure of the subject information to persons (“excluded persons”) who are not: (i) employees and officers of Berrien County Record or its agents, legal counsel; (ii) customers and clients of Berrien County Record ordering work to be performed containing the subject information, as to that information; (iii) public officials who receive the information to carry out the purpose of the information; and (iv) contracted providers of publication services. It is not intended to protect information that is a matter of public record through authorized publication in a newspaper, posting of notice, reference in a deed and supporting information, or recorded instruments. It is not intended to prevent the sharing of work within Berrien County Record or to restrict the availability of information internally.
III. DEFINITIONS
A. Confidential information is information that is not yet published in a newspaper or that is not provided to Berrien County Record for release or transmittal to third persons, and that is further defined in this paragraph. Confidential information is information whose unauthorized use, access, disclosure acquisition, modification, loss, or deletion would result in damage to Berrien County Record or its clients. Confidential information is intended solely for use within Berrien County Record and limited to those with a “business need-to-know.” When Confidential information is published or provided for release or transmittal to third persons, it is no longer Confidential information. Bidding instructions are not Confidential information.
B. Internal Use information is information which must be protected due to proprietary, ethical or privacy considerations. Examples of such information are identity validation keys/codes, employee information, Berrien County Record operating information, information pertaining to customers or clients of Berrien County Record, the disclosure of which would be damaging to Berrien County Record or to the customer or client.
IV. REQUIREMENTS
In management of Confidential and Internal Use information within the scope of this Standard, the following protocols must be observed:
• Users must “log-off” their computers when their workspace is unattended. It is a sufficient “log-off” if entry of a password or code is required to reactivate the computer.
• Employees working in areas accessible to excluded persons are required to use a password protected screen saver that automatically ends access to the information after fifteen minutes of inactivity.
* Users must “shut down” their computers at the end of the workday.
• All hard copy Confidential and Internal Use information must be removed from the desk and locked in a drawer or file cabinet at the end of the workday, and unless the desk is located in a secured area (admittance to the public is under physical or electronic control), when a workstation is unattended.
• Drawers or file cabinets containing Confidential or Internal Use information within employee-only areas must be locked at the end of the work day; and those outside employee-only areas must be locked when not in use or when not attended.
• Keys used to access Confidential or Internal Use information must not be left at an unattended work area.
• Laptops must be either locked with a locking cable or locked away in a drawer or cabinet when the work area is unattended or at the end of the workday.
• Passwords must not be posted on or under a computer or in any other accessible location.
• Copies of documents containing Confidential or Internal Use information must be promptly removed from printers.
• Documents containing Confidential or Internal Use information must be promptly removed from facsimile machines.
• Photocopiers must be switched off outside working hours.