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<br />Appendix A <br />Other SecurityProcedures <br /> <br />The City of Ramsey Utility business rule for our outside billing vendors is to follow the <br />following security procedures to protect personal consumer data of the residents of Ramsey. <br /> <br />1. Paper documents, files, and electronic media containing secure information will be stored <br />in locked file cabinets. File cabinets will be stored in a locked room. <br /> <br />2. Only specially identified employees with a legitimate need will have keys to the room <br />and cabinet. <br /> <br />3. Files containing personally identifiable information are kept in locked file cabinets except <br />when an employee is working on the file. <br /> <br />4. Employees will not leave sensitive papers out on their desks when they are away from <br />their workstations. <br /> <br />5. Employees store files when leaving their work areas <br /> <br />6. Employees log off their computers when leaving their work areas <br /> <br />7. Employees lock file cabinets when leaving their work areas <br /> <br />8. Employees lock file room doors when leaving their work areas <br /> <br />9. Access to offsite storage facilities is limited to employees with a legitimate business <br />need.' <br /> <br />10. Any sensitive information shipped using outside carriers or contractors will be encrypted <br /> <br />. 11. Any sensitive information shipped will be shipped using a shipping service that allows . <br />tracking of the delivery of this information. <br /> <br />12. Visitors who must enter areas where sensitive files are kept must be escorted by an <br />employee of the utility. <br /> <br />13. No visitor will be given any entry codes or allowed unescorted access to the office. <br /> <br />14. Access to sensitive information will be controlled using "strong" passwords. Employees <br />will choose passwords with a mix of letters, numbers, and characters. User names and <br />passwords will be different. Passwords will be changed at least monthly. <br /> <br />15. Passwords will not be shared or posted near workstations. . <br /> <br />16. Password-activated screen savers will be used to lock employee computers after a period <br />of inactivity. <br /> <br />City of Ramsey - Utility Billing <br /> <br />Page 5 of?' <br /> <br />-104- <br />