8348-09 Identity Theft Prevention Program

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3. Sensitive Information. City personnel are to use common sense judgment in securing sensitive information to the proper extent. File cabinets, desk drawers, overhead cabinets, and any other storage space containing documents with sensitive information will be secured when not in use. Storage rooms containing documents with sensitive information and record retention areas will be locked at the end of each workday or when unsupervised. Desks, workstations, work areas, printers and fax machines, and common shared work areas should be cleared of all documents containing sensitive information when not in use. Other recommendations: • Properly erase data from obsolete office equipment (hazd drives, CDs); • Shred documents that have sensitive information when no longer needed (per the approved records retention schedule); • Remove sensitive information from e-mails whenever possible before replying or forwarding over the Internet; • Don't share identification or access passwords; • Don't use obvious passwords or write down passwords in a readily accessible place; • Ensure that customers are unable to read computer screens of inputted credit card informafion, and • Don't store sensitive information on a laptop unless necessary-and remove it when the task is finished. 4. Information Technology Security. It is the policy of the City of Lakewood to complete ongoing monitoring of its information systems in order to identify, prevent and mitigate the possibility of identity theft through access to/through the cities computer software and hardware. This monitoring will include, but not be limited to the following: • Testing and installation of critical systems patches to remove softwaee defects which would create weaknesses in the security of either software or hardware which if left unresolved would allow access to the "identifying information." • All computers will have the appropriate password protocol and software and/or hardware to allow the machine to be locked down. • Employee training will include training in the security of both software and hardwaze annually. • An annual audit of the computer systems' security will be performed by the LT. manager. • Completion of the audit and meeting all required changes must be recognized by the signature of the Program Coordinator. 2