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Confidential Resident Files/Central Filing Room <br /> <br />All EIV data will be viewed for each adult. If printed to assist with a fraud investigation it will <br />be <br />EIV Security Procedures Manual). Policy prior to April 2008 allowed for EIV to be printed and <br />imaged. The main door to the imaging area will remain locked and files not already imaged will <br />be released only when the file clerk who oversees the area is present. Some files are not yet <br />imaged. As necessary, staff may maintain a file at their workstation. However, tenant files <br />containing EIV may not be left unattended or open on the desktop when staff is away from their <br />desk. Any tenant files containing EIV held at workstations must be properly stored in locked <br />overhead bins or locked desk drawers when not in use. Once a transaction is completed, and if <br />the EIV documents were printed to investigate fraud, they will be destroyed by shredding to a <br /> <br /> <br />Hard Copy Security Requirement <br /> <br />When EIV is printed, staff will retrieve computer printouts as soon as they are generated so that <br />EIV data is not left lying unattended in printers where unauthorized users may access them. <br /> <br />Hard Copy Security Violations <br /> <br />SAHA will handle EIV data in such a manner that it does not become misplaced or available to <br />unauthorized personnel. Any confidential resident file should be assumed to contain EIV data. <br />any personnel <br />Therefore, the participant file cannot be viewed by that are not expressly <br />authorized (examples of authorized staff: staff in charge of that file, the supervisor of the staff in <br />charge of the file, or approved/authorized auditors) and who do not have both an Access <br />Authorization Form/Rules of Behavior/User Agreement on file with the EIV Security Officer. <br /> <br />considered a security violation for both the staff viewing the EIV information and for the staff <br />that left the information unattended. Unless a supervisor has specifically authorized staff to view <br /> <br /> <br />Disposal of EIV Information <br /> <br />EIV Reports must be disposed of under the following circumstances: <br /> <br /> <br />EIV report was incorrectly requested. <br /> <br />Reporting Improper Disclosures <br /> <br />Recognition, reporting and disciplinary action in response to security violations are crucial to <br />successfully maintaining the security and privacy of the EIV system. <br /> <br />6 <br />Exhibit 2 <br /> <br /> <br />