Agenda Packet_2025-07-15 - Laserfiche WebLink

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Docusign Envelope U 72A91 1538-6EA146FE-ACDD-146571 B87804 EXHIBIT 2 security safeguards in this Agreement to all Contractor Staff. Three (3) or more security reminders per year are recommended; iii. Maintain records indicating each Contractor Staffs name and the date on which the privacy and security awareness training was completed; iv. Retain training records for a period of three (3) years after completion of the training. b. Employee Discipline. i. Provide documented sanction policies and procedures for Contractor Staff who fail to comply with privacy policies and procedures or any provisions of these requirements. ii. Sanction policies and procedures shall include termination of employment when appropriate. c. Confidentiality Statement. Ensure that all Contractor Staff, accessing, using or disclosing Pit, sign a confidentiality statement (provided by the County). The statement shall be signed by Contractor staff prior to accessing Pit and annually thereafter. Signatures may be physical or electronic. The signed statement shall be retained for a period of three (3) years. The statement shall include at a minimum: i. General Use; ii. Security and Privacy Safeguards; iii. Unacceptable Use; and iv. Enforcement Policies. d. Background Screening. i. Conduct a background screening of a Contractor Staff before they may access Pit. ii. The background screening should be commensurate with the risk and magnitude of harm the employee could cause. More thorough screening shall be done for those employees who are authorized to bypass significant technical and operational security controls. iii. The Contractor shall retain each Contractor Staff's background screening documentation for a period of three (3) years following conclusion of employment relationship. 4. MANAGEMENT OVERSIGHT AND MONITORING To ensure compliance with the privacy and security safeguards in this Agreement the County shall perform the following: 3 City Council 7 —119 7/15/2025