(A) Definition of sensitive information. SENSITIVE INFORMATION includes the following items whether stored in electronic or printed format.
(1) Personal information. Sensitive information consists of personal information including, but not limited to:
(a) Credit card information, including any of the following:
1. Credit card number (in part or whole);
2. Credit card expiration date;
3. Cardholder name; and
4. Cardholder address.
(b) Tax identification numbers, including:
1. Social Security Number;
2. Social insurance number;
3. Business identification number; and
4. Employer identification numbers.
(c) Payroll information, including, among other information:
1. Paychecks;
2. Pay stubs; and
3. Pay rates.
(d) Cafeteria plan check requests and associated paperwork;
(e) Medical information for any employees or customers, including, but not limited to:
1. Doctor names and claims;
2. Insurance claims;
3. Prescriptions; and
4. Any related personal medical information.
(f) Other personal information belonging to customers, employees and contractors, examples of which include:
1. Date of birth;
2. Address;
3. Phone numbers;
4. Maiden name;
5. Names; and
6. Customer number.
(2) Corporate information. Sensitive corporate information includes, but is not limited to:
(a) City, employee, customer, vendor, supplier confidential, proprietary information or trade secrets;
(b) Proprietary and/or confidential information, among other things, includes: business methods, customer utilization information, retention information, sales information, marketing and other city strategy, computer codes, screens, forms, information about, or received from, the city’s current, former and prospective customers, sales associates or suppliers or any other non-public information. Proprietary and/or confidential information also includes the name and identity of any customer or vendor and the specifics of any relationship between and among them and the city;
(c) Any document marked “Confidential,” “Sensitive,” “Proprietary” or any document similarly labeled; and
(d) The city personnel are encouraged to use common sense judgment in securing the city’s confidential information to the proper extent. If an employee is uncertain of the sensitivity of a particular piece of information, he or she should contact his or her supervisor/manager.
(B) Hard copy distribution. Every employee and contractor performing work for the city will comply with the following policies:
(1) File cabinets, desk drawers, overhead cabinets and any other storage space containing documents with sensitive information will be locked when not in use;
(2) Storage rooms containing documents with sensitive information and record retention areas will be locked at the end of each workday;
(3) Desks, workstations, work areas, printers and fax machines and common shared work areas will be cleared of all documents containing sensitive information when not in use;
(4) Whiteboards, dry-erase boards, writing tablets and the like in common shared work areas will be erased, removed or shredded when not in use; and
(5) When documents containing sensitive information are discarded, they will be placed inside a locked shred bin or immediately shredded using a mechanical cross cut or Department of Defense (DOD) approved shredding device. Locked shred bins are labeled “confidential paper shredding and recycling”. If one needs any assistance in locating one of these bins, please contact a supervisor/manager.
(C) Electronic distribution. Every employee and contractor performing work for the city will comply with the following policies.
(1) Internally, sensitive information may be transmitted using approved city e-mail. All sensitive information must be encrypted when stored in an electronic format.
(2) Any sensitive information sent external must be encrypted and password protected and only to approved recipients. Additionally, a statement such as this should be included in the e-mail: “This message may contain confidential and/or proprietary information, and is intended for the person/entity to whom it was originally addressed. Any use by others is strictly prohibited.”
(Ord. 1400, passed 4-21-09)