RESOLUTION NO. 2010-26
TO ESTABLISH AN IDENTITY THEFT POLICY FOR THE VILLAGE OF GRANVILLE
WHEREAS, The Fair and Accurate Credit Transactions Act of 2003, an amendment to the Fair Credit Reporting Act, requires that rules regarding identity theft protection be promulgated and implemented by the Village; and
WHEREAS, the Village Manager has drafted an administrative policy that would establish rules and procedures the would help secure the sensitive information that is maintained by the Village; and
WHEREAS, the Village Council has determined that the adoption of the proposed administrative policy is in the best interest of the Village and its citizens.
NOW, THEREFORE, BE IT RESOLVED by the Council of the Village of Granville, Ohio that:
Section 1. The Granville Identity Theft Policy, a copy of which is attached hereto as “Exhibit A” and incorporated as if fully rewritten herein, is hereby adopted.
Section 2. The Village Manager is charged with the responsibility of implementing the Identity Theft Policy and for periodically evaluating the effectiveness of the policy.
Section 3. The Village Manager may make periodic modifications to the policy as deemed necessary to improve the security of the sensitive information that is maintained by the Village.
Section 4. This resolution shall take effect immediately upon passage.
Passed this 21st day of April 2010.
Village of Granville, Ohio
Administrative Policy No. 2010-01
IDENTITY THEFT POLICY
SECTION 1. BACKGROUND
The risk to the Village of Granville, its employees and customers from data loss and identity theft is of significant concern to the Village and can be reduced only through the combined efforts of every employee and contractor.
SECTION 2. PURPOSE
A. The Village of Granville hereby adopts this sensitive information policy to help protect employees, customers, contractors and the Village from damages related to the loss or misuse of sensitive information.
B. This policy will:
1. Define sensitive information;
2. Describe the physical security of data when it is printed on paper;
3. Describe the electronic security of data when stored and distributed; and
4. Place the Village of Granville in compliance with state and federal law regarding identity theft protection.
C. This policy enables the Village to protect existing customers, reduce risk from identity fraud, and minimize potential damage to the Village from fraudulent new accounts. The program will help the Village:
1. Identify risks that signify potentially fraudulent activity within new or existing covered accounts;
2. Detect risks when they occur in covered accounts;
3. Respond to risks to determine if fraudulent activity has occurred and act if fraud has been attempted or committed; and
4. Update the program periodically, including reviewing the accounts that are covered and the identified risks that are part of the program.
SECTION 3. SCOPE
This policy and protection program applies to employees, contractors, consultants, temporary workers, and other workers at the Village of Granville, including all personnel affiliated with third parties.
SECTION 4. POLICY
A. Sensitive Information Policy
1. Definition of Sensitive Information
Sensitive information includes the following items whether stored in electronic or printed format:
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
4. Cardholder address
b. Tax identification numbers, including:
1.Social Security number
2. Business identification number
3. Employer identification numbers
c. Payroll information, including, among other information:
2. Pay stubs
3. W-2 Forms
4. W-4 Forms
d. Cafeteria plan check requests and associated paperwork
e. Bank account information, including:
1. Bank account name
2. Bank account number
3. Bank routing number
f. Medical information for any employee or customer, including but not limited to:
1. Doctor names and claims
2. Insurance claims
4. Any related personal medical information
g. Other personal information belonging to any customer, employee or contractor, examples of which include:
1. Date of birth
2. Service Location and Mailing Address
3. Phone numbers
4. Maiden name
5. First, middle and last names
6. Customer number and account numbers
7. Nearest relative’s first and last name, address, and phone number
h. Village of Granville personnel are encouraged to use common sense judgment in securing confidential information and in complying with the intent of these regulations. Furthermore, this section should be read in conjunction with the Ohio Public Records Act and the Village of Granville’s Public Records Policy. If an employee is uncertain of the sensitivity of a particular piece of information, he/she should contact their supervisor. In the event that the Village of Granville cannot resolve a conflict between this policy and the Ohio Public Records Act, the Village will consult with legal counsel.
2. Hard Copy Distribution
Each employee and contractor performing work for the Village of Granville will comply with the following policies:
a. File cabinets, desk drawers, overhead cabinets, and any other storage space containing documents with sensitive information will be locked when not in use.
b. Storage rooms containing documents with sensitive information and record retention areas will be locked at the end of each workday or when unsupervised.
c. 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.
d. Whiteboards, dry-erase boards, writing tablets, etc. in common shared work areas will be erased, removed, or shredded when not in use.
e. When documents containing sensitive information are discarded, they will be placed inside a locked shred bin or immediately shredded using a mechanical cross cut shredding device. Village records, however, may only be destroyed in accordance with the Village’s records retention policy.
3. Electronic Distribution
Each employee and contractor performing work for the Village of Granville will comply with the following policies:
a. Internally, sensitive information may be transmitted using approved municipal e-mail. All sensitive information must be encrypted when stored in an electronic format.
b. Any sensitive information sent externally must be encrypted and password protected and only to approved recipients. Additionally, a statement such as this should be included in the e-mail:
“Portions of this message may be confidential under an exemption to Ohio’s public record law or under a legal privilege. This message is intended solely for the person or entity to whom it was originally addressed. Any use by others is strictly prohibited. If you have received this message in error or due to an unauthorized transmission or interception, please delete all copies from your system without disclosing, copying, or transmitting this message.”
4. Information Technology Security
The Village will complete ongoing monitoring of its information systems in order to prevent the possibility of identity theft through access to or through its computer software and hardware. This monitoring will include, but not be limited to the following:
a. Testing and installation of critical systems patches to remove software defects that would create weaknesses in the security of either software or hardware that, if left unresolved, would allow access to “identifying information”.
b. The computer network will have a firewall and wireless networks will be secured. Anti-virus and anti-spyware programs will be run on network servers daily.
c. All computers will have the appropriate password protocol and software and/or hardware to allow the machine to be locked down. All laptops containing “sensitive information” must be encrypted.
SECTION 5. ADDITIONAL IDENTITY THEFT PREVENTION PROGRAM DETAILS
A. Covered accounts
A covered account includes any account that involves or is designed to permit multiple payments or transactions. Every new and existing customer account that meets the following criteria is covered by this program:
1. Business, personal and household accounts for which there is a reasonably foreseeable risk of identity theft; or
2. Business, personal and household accounts for which there is a reasonably foreseeable risk to the safety or soundness of the Village of Granville from identity theft, including financial, operational, compliance, reputation, or litigation risks.
B. Red flags
1. The following red flags are potential indicators of fraud. Any time a red flag, or a situation closely resembling a red flag, is apparent, it should be investigated for verification.
a. Alerts, notifications or warnings from a consumer reporting agency;
b. A fraud or active duty alert included with a consumer report;
c. A notice of credit freeze from a consumer reporting agency in response to a request for a consumer report; or
d. A notice of address discrepancy from a consumer reporting agency as defined in § 334.82(b) of the Fairness and Accuracy in Credit Transactions Act.
2. Red flags also include consumer reports that indicate a pattern of activity inconsistent with the history and usual pattern of activity of an applicant or customer, such as:
a. A recent and significant increase in the volume of inquiries;
b. An unusual number of recently established credit relationships;
c. A material change in the use of credit, especially with respect to recently established credit relationships; or
d. An account that was closed for cause or identified for abuse of account privileges by a financial institution or creditor.
C. Suspicious documents
1. Documents provided for identification that appear to have been altered or forged.
2. The photograph or physical description on the identification is not consistent with the appearance of the applicant or customer presenting the identification.
3. Other information on the identification is not consistent with information provided by the person opening a new covered account or customer presenting the identification.
4. Other information on the identification is not consistent with readily accessible information that is on file with the Village of Granville, such as a signature card or a recent check.
5. An application appears to have been altered or forged, or gives the appearance of having been destroyed and reassembled.
D. Suspicious personal identifying information
1. Personal identifying information provided is inconsistent when compared against external information sources used by the Village of Granville. For example:
a. The address does not match any address in the consumer report;
b. The Social Security number (SSN) has not been issued or is listed on the Social Security Administration’s Death Master File; or
c. Personal identifying information provided by the customer is not consistent with other personal identifying information provided by the customer. For example, there is a lack of correlation between the SSN range and date of birth.
2. Personal identifying information provided is associated with known fraudulent activity as indicated by internal or third-party sources used by the Village of Granville. For example, the address on an application is the same as the address provided on a fraudulent application
3. Personal identifying information provided is of a type commonly associated with fraudulent activity as indicated by internal or third-party sources used by the Village of Granville. For example:
a. The address on an application is fictitious, a mail drop, or a prison; or
b. The phone number is invalid or is associated with a pager or answering service.
4. The SSN provided is the same as that submitted by other persons opening an account or other customers.
5. The address or telephone number provided is the same as or similar to the address or telephone number submitted by an unusually large number of other customers or other persons opening accounts.
6. The customer or the person opening the covered account fails to provide all required personal identifying information on an application or in response to notification that the application is incomplete.
7. Personal identifying information provided is not consistent with personal identifying information that is on file with the Village of Granville.
8. When using security questions (mother’s maiden name, pet’s name, etc.), the person opening the covered account or the customer cannot provide authenticating information beyond that which generally would be available from a wallet or consumer report.
E. Unusual use of, or suspicious activity related to, the covered account
1. Shortly following the notice of a change of address for a covered account, the Village of Granville receives a request for new, additional, or replacement goods or services, or for the addition of authorized users on the account.
2. A new revolving credit account is used in a manner commonly associated with known patterns of fraud patterns. For example, the customer fails to make the first payment or makes an initial payment but no subsequent payments
3. A covered account is used in a manner that is not consistent with established patterns of activity on the account. There is, for example:
a. Nonpayment when there is no history of late or missed payments;
b. A material change in purchasing or usage patterns
4. A covered account that has been inactive for a reasonably lengthy period of time is used (taking into consideration the type of account, the expected pattern of usage and other relevant factors).
5. Mail sent to the customer is returned repeatedly as undeliverable although transactions continue to be conducted in connection with the customer’s covered account.
6. The Village of Granville is notified that the customer is not receiving paper account statements.
7. The Village of Granville is notified of unauthorized charges or transactions in connection with a customer’s covered account.
8. The Village of Granville receives notice from customers, victims of identity theft, law enforcement authorities, or other persons regarding possible identity theft in connection with covered accounts held by the Village.
9. The Village of Granville is notified by a customer, a victim of identity theft, a law enforcement authority, or any other person that it has opened a fraudulent account for a person engaged in identity theft.
SECTION 6: RESPONDING TO RED FLAGS
A. Once potentially fraudulent activity is detected, an employee must act quickly as a rapid appropriate response can protect customers and the Village of Granville from damages and loss.
1. Once potentially fraudulent activity is detected, gather all related documentation and write a description of the situation. Present this information to the designated authority for determination.
2. The designated authority will complete additional authentication to determine whether the attempted transaction was fraudulent or authentic.
B. If a transaction is determined to be fraudulent, appropriate actions must be taken immediately. Actions may include:
1. Canceling the transaction;
2. Notifying and cooperating with appropriate law enforcement;
3. Determining the extent of liability of the Village of Granville; and
4. Notifying the actual customer that fraud has been attempted.
SECTION 7: PERIODIC UPDATES TO PLAN
A. At periodic intervals established in the program, or as required, the program will be re-evaluated to determine whether all aspects of the program are up to date and applicable in the current business environment.
B. Periodic reviews will include an assessment of which accounts are covered by the program.
C. As part of the review, red flags may be revised, replaced or eliminated. Defining new red flags may also be appropriate.
D. Actions to take in the event that fraudulent activity is discovered may also require revision to reduce damage to the Village of Granville and its customers.
SECTION 8: PROGRAM ADMINISTRATION
A. Involvement of management
1. The Identity Theft Prevention Program shall not be operated as an extension to existing fraud prevention programs, and its importance warrants the highest level of attention.
2. The Identity Theft Prevention Program is the responsibility of the governing body. Approval of the initial plan must be appropriately documented and maintained.
3. Operational responsibility of the program is delegated to Village Fiscal Officer.
B. Staff training
1. Staff training shall be conducted for all employees, officials and contractors for whom it is reasonably foreseeable that they may come into contact with accounts or personally identifiable information that may constitute a risk to the Village of Granville or its customers.
2. The Village Fiscal Officer is responsible for ensuring identity theft training for all requisite employees and contractors.
3. Employees must receive annual training in all elements of this policy.
4. To ensure maximum effectiveness, employees may continue to receive additional training as changes to the program are made.
C. Oversight of service provider arrangements
1. It is the responsibility of the Village of Granville to ensure that the activities of all service providers are conducted in accordance with reasonable policies and procedures designed to detect, prevent, and mitigate the risk of identity theft.
2. A service provider that maintains its own identity theft prevention program, consistent with the guidance of the red flag rules and validated by appropriate due diligence, may be considered to be meeting these requirements.
3. Any specific requirements should be specifically addressed in the appropriate contract arrangements.