HomeMy WebLinkAbout20052988 RESOLUTION
RE: APPROVE REVISIONS TO OPERATIONS MANUAL, SECTION 11.000, COMPUTER
AND EQUIPMENT POLICIES AND PROCEDURES
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Department of Social Services has presented revisions to the
Operations Manual, Section 11.000, Computer and Equipment Policies and Procedures, to the
Board of County Commissioners of Weld County, for consideration and approval, and
WHEREAS, after review, the Board deems it advisable to approve said revisions, a copy
of which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of
Weld County, Colorado, ex-officio Board of Social Services, that the revisions to the Operations
Manual, Section 11.000, Computer and Equipment Policies and Procedures for the Department
of Social Services be, and hereby are, approved.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 10th day of October, A.D., 2005.
i x BOARD OF COUNTY COMMISSIONERS
I4 i 1-
' „ WELD COUNTY, COLORADO
iN
ATTEST: CUSED
illiam H. J e, Chair
Weld County Clerk to the ' t
®�� �j�,M. ile, Pro-Tern
BY:
D��euty Cl- - to the Boat
David E. Long
APROYEDASTOW EXCUSED
Robert D. Masden
County Attorneyj/
at in
Date of signature: lb/lc/AS
2005-2988
SS0032
a
DEPARTMENT OF SOCIAL SERVICES
P.O. BOX A
�1 GREELEY, CO. 80632
Website: www.co.weld.co.us
I Administration and Public Assistance(970)352-1551
Child Support(970)352-6933
C.
COLORADO
MEMORANDUM
TO: William H. Jerke, Chair Date: October 6, 2005•FR: Judy A. Griego, Director, Social Services {41,1.4(3 0 1O
RE: Revision to Section 11.000, Computer and Equipment Policies
and Procedures, Weld County Department of Social Services
Operations Manual
Enclosed for Board approval is an addition to Section 11.000, Computer and Equipment Policies
and Procedures, Weld County Department of Social Services Operations Manual. This addition
was reviewed at the Board's Work Session held on October 4, 2005.
The addition is Section 11.400, Child Support Enforcement Employee Access to Birth
Records. This new section describes the policy and procedures to allow birth records to be
accessed by county child support enforcement staff for establishing paternity with the courts and
with other states. The Colorado Department of Human Services, through its Colorado Division of
Child Support Enforcement(CSE), entered into an Agreement with the Colorado Department of
Public Health and Environment, Division of Vital Records to provide for more restrictive access
to birth records. To obtain access to birth records, the county child support enforcement staff
must pass a criminal background check.
If you have any questions, please telephone me at extension 6510.
2005-2988
Computer and Equipment Policies and Procedures
11.400 Child Support Enforcement Employee Access to Birth Records
Added 9/05
Access to birth records is provided to the child support enforcement staff pursuant to an
agreement negotiated between the Colorado Division of Child Support Enforcement (CSE) and
CDPHE, Division of Vital Records.
All requests for access to the electronic system for birth records maintained by the Colorado
Department of Public Health and Environment (known as COVIS/GENESIS) must comply with
the procedures set in 11.401-11.404.
Currently county delegate child support enforcement staff access birth records via an automated
system known as COVIS. Effective January 1, 2006, access will be provided through a new
automated system known as GENESIS.
11.401 Eligibility Requirements
Any child support enforcement staff who requests access to GENESIS/COVIS must meet the
following criteria:
A. Must be employed for a " delegate child support enforcement unit" as defined in
§26-13-102.5, C.R.S. or the state division of child support enforcement within Colorado
Department of Human Services (CDHS) performing child support enforcement services
as defined in §26-13-105(1) C.R.S.
B. Have a work related need to access birth records.
C. No felony or misdemeanor convictions for any crimes involving fraud, misrepresen-
tation, larceny, theft, burglary, conspiracy, robbery, misuse or appropriation of public
property, forgery, identity theft, misuse or abuse of government records, a computer
crime as defined in §18-5.5-102, C.R.S. A conviction ay be considered by the
Colorado Department of Public Health Environment (CDPHE) to involve one of the
crimes mentioned above based upon the underlying facts even when the conviction is
not for a mentioned crime.
1. Employee must complete the Release of Information form for obtaining criminal
background information from the current background provider. Colorado
Criminal/Civil Court Records and Social Security verification will be
researched, which requires name, address, date of birth and social security
number.
2. CBI fingerprint clearance in accordance with Policy 7.003, Employee Criminal
Background Record Check Policy and Procedures, of the Weld County
Department Operations Manual is also required.
3. Understand and agree to uphold the laws, rules, policies and procedures
enacted to protect birth records.
Computer and Equipment Policies and Procedures
11.402 Application Process
The child support enforcement staff member must complete any access request forms required
by the CDHS and the county office.
A. The child support enforcement staff member must complete the CDPHE Secure External
User ID form. The form is located at www.childsupport.state.co.us
B. The child support enforcement staff member must complete the Request for Access to
Colorado Vital Statistics Information System, ACSES 02.
C. The supervisor must provide a letter attesting to the need for the access and agreeing to
notify CDPHE and CSE within two business days when access should be terminated.
D. The supervisor must sign the CDPHE Secure External User ID form. A criminal
background check must be obtained and sent with the DCPHE Secure External User ID
form, the CDHS forms, county required form, and letter to:
ITS Customer Service Coordinator
Colorado Department of Human Services, 7th Floor
Denver, CO 80203
11.403 Disabling User Access
If a user's employme nt with the county child support enforcement unit is terminated or the user
no longer has a work related need to access the COVIS/GENESIS then the user's acc ess must
be terminated by County Delegate Child Support Enforcement Unit contacting CDPHE,
GENESIS Security Officer, and Margarita Segundo at Margarita.Segundo@state.co.us within
two business days or immediately if it is an emergency situation.
11.404 Confidentiality and Security Breaches
To ensure the confidentiality of birth record information county delegate child support
enforcement staff will:
A. Treat individually identifiable information obtained from birth certificate files as
confidential.
B. Limit us to program specific activities in accordance with applicable statute (§C.R.S.
25-2-101 et al) and regulation (5 CCR 1006-1).
C. Ensure that access will be the minimum necessary and limited to those with a "need to
know".
D. Provide birth records to non-child support enforcement staff only when necessary to
complete the next appropriate step in the child support enforcement process.
1. Providing birth records to the court so that it is advised of the status of the
child's pater nity.
Computer and Equipment Policies and Procedures
2. Providing birth records to another state who is establishing paternity and/or
support at the request of a Colorado delegate child support enforcement
unit so that it is advised of the status of a child's pate rnity.
3 Ensure that all printed materials from COVIS and GENESIS are keep under
lock and key and physical access to the locked environment is restricted to those
who have a need to access the printed materials.
E. A security breach includes the following:
Sharing of COVIS/GENESIS User Ids.
2. Stolen or misplaced papers, equipment, diskettes that contain birth record
information.
3. Access or attempted access to COVIS/GENESIS or to printed birth record
information for non-child support enforcement purposes including non- work
related purposes.
4. Penetration or attempted penetration of a computer system by a hacker.
5. A computer virus which results in the compromise of databases or files
containing or providing access to birth record information.
11.405 Password Resets
If a user needs to have a password reset they should take the following steps:
A. Under the COVIS system contact the CDHS ITS help desk at 303-866-5204.
B. Under the GENESIS contact the GENESIS Security Specialist at CDPHE, Margarita
Segundo, margarita.Segundoaastate.co.us
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