HomeMy WebLinkAbout20203039.tiffRESOLUTION
RE: APPROVE REVISIONS TO SECTION 7.000 RESTRICTED AREA ACCESS IN CHILD
SUPPORT OF THE DEPARTMENT OF HUMAN SERVICES POLICIES AND
GUIDELINES MANUAL
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 Board has been presented with revisions to Section 7.000 Restricted Area
Access in Child Support of the Department of Human Services Policies and Guidelines Manual,
and
WHEREAS, after review, the Board deems it advisable to approve said revisions, copies
of which are attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, that the revisions to Section 7.000 Restricted Area Access in Child Support of
the Department of Human Services Policies and Guidelines Manual, be, and hereby are,
approved.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 7th day of October, A.D., 2020.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST: ditAtiv EXCUSED
Mike Freeman, Chair
Weld County Clerk to the Board
StevMoreno, Pro-Tem
ounty Attorney
Date of signature: 1011b (20
Cc : - S t, CA (Km/ow)
to/t6/A0
2020-3039
HR0092
PRIVILEGED AND CONFIDENTIAL,
MEMORANDUM
DATE: September 29, 2020
TO: Board of County Commissioners — Pass -Around
FR: Jamie Ulrich, Director, Human Services
RE: Revisions to the Department's
Policies Manual — 7.1.20. — Restricted Area Access
in Child Support
Please review and indicate if you would like a work session prior to placing this item on the
Board's agenda.
Request Board Approval of the Department's Revisions to the Department's Policies
Manual — Child Support. The following policy (attached) has been revised by involved
Department staff and was reviewed and approved by Legal (Gabe Kalousek).
• 7.1.20. Restricted Area Access in Child Support (REVISION)
This policy has been revised as follows:
• Clarification of the Volume 6 rules
• Occupants of the area have changed to exclude AAA
• Minor rewording, with the same content
I do not recommend a Work Session. I recommend approval of these revisions to policy.
Mike Freeman, Chair
Scott James
Barbara Kirkmeyer
Steve Moreno, Pro-Tem
Kevin Ross
Approve
Recommendation Work Session
Schedule
Other/Comments:
2020-3039
Pass -Around Memorandum; September 29, 2020 — Not in CMS Page 1
a lc 7
t-•Roo92
Department of Y uar Services Procedures
Restricted —A -c- hidrapp-o-rtRESTRICTED AREA ACCESS IN CIVIL
SUPP
L
n fro uctiou
Precaution must be taken to prevent unauthorized access to restricted areas that contain
federal tax information (FTI), child support personally identifiable information (Cs PII), and
Federal Parent Locator Service (FPLS) information. The implementation of a restricted area
visitor access log and an authorized access list must be met per Colorado State Department of
Human Services (CDHS) Volume 6 rules and Policy and Procedures Manual.
Bo Authorized Access Lists
l . -) To ease the entry to the child support restricted area by Department of Human Services
non -child support employees, County building and maintenance staff, Area Agency on
Aging Division bea+'d an- c-o-mmittee members, Department Security Guards, and the like
who have a frequent and continuing need for visiting, but who are not assigned to the
area, Authorized Access Lists will be maintained.
2. Caution must still be taken to ensure that inadvertent or incidental viewing of
confidential information is prevented from occurring by those not authorized to view it.
3. O -The Authorized Access List (AAL) for human services department employees will be
rr.
taken from the DHS Communication Tool, Employee Details located on the Intranet.
4. .' The Authorized Access List (AAL) for county building and maintenance employees
will be secured from the Director of Weld County Department of Building and Grounds
on an annual asis.
5. @ The Authorized Access List (AAL) for Area Agency -on racy Divisi-o
• .
.
.
s b to
on an annual asis.
50 The Authorized Access List (AAL) for Department Security Guards will be secured
from the Organizational Integrity Division Head on an annual basis.
a Visitor Log
A visitor is defined as a person not employed by Child Support Services or on an Authorized
Access List (AAL) entering the Child Support designated work area where FTI, CS PII, or
FPLS information exists.
1. A --Restricted area visitor logs will be maintained at the entrance points to the restricted
child support areas.
2. All visitors entering the restricted area will be accompanied by a Department employee
who will ensure appropriate log in of a visitor.
3. The log will capture the following information with respect to the visitor:
a. a. Name of the visitor.
b. €)a The organization the visitor represents.
c. c. The signature of the visitor.
Revised August 2020
e :art eflt o
uman Services Procedures
d. 4. The form of identification presented by the visitor (e.g. driver's license,
government ID) in instances where they do not have personal knowledge of the
visitor. A staff member must validate the visitor's identity by examining the form of
ID and recording on the log the type or ID validated.
Date of visit.
`. Time of visit and departure time.
g. Purpose of the visit.
h. h. Name and organization/department of person visited (e.g. John Jones,
establishment technician).
f.
4. The log will be closed out at month's end and reviewed by child support management to
ensure completeness and compliance to this policy. The visitor access log will be
maintained for a minimum of five (5) years. It may be retained in an electronic format.
(Guideline of 12
2
Revised August 2020
1 2016)
Department of Human Services Policies
CHAPTER 7 — Child Support
ARTICLE 1 — General Provisions
Sec. 7.1.20. — Restricted Area Access in Child Support
A. Introduction
Precaution must be taken to prevent unauthorized access to restricted areas that contain
federal tax information (FTI), child support personally identifiable information (CS PII), and
Federal Parent Locator Service (FPLS) information. The implementation of a restricted area
visitor access log and an authorized access list must be met per Colorado State Department of
Human Services (CDHS) Volume 6 rules and Policy and Procedures Manual.
B. Authorized Access Lists
1. To ease the entry to the child support restricted area by Department of Human Services
non -child support employees, County building and maintenance staff, Department
Security Guards, and the like who have a frequent and continuing need for visiting, but
who are not assigned to the area, Authorized Access Lists will be maintained.
2. Caution must still be taken to ensure that inadvertent or incidental viewing of confidential
information is prevented from occurring by those not authorized to view it.
3. The Authorized Access List (AAL) for human services department employees will be
taken from the DHS Communication Tool, Employee Details located on the intranet.
4. The Authorized Access List (AAL) for county building and maintenance employees will
be secured from the Director of Weld County Department of Building and Grounds on an
annual basis.
5. The Authorized Access List (AAL) for Department Security Guards will be secured from
the Organizational Integrity Division Head on an annual basis.
C. Visitor Log
A visitor is defined as a person not employed by Child Support Services or on an Authorized
Access List (AAL) entering the Child Support designated work area where FTI, CS PII, or
FPLS information exists.
1. Restricted area visitor logs will be maintained at the entrance points to the restricted child
support areas.
2. All visitors entering the restricted area will be accompanied by a Department employee
who will ensure appropriate log in of a visitor.
3. The log will capture the following information with respect to the visitor:
a) Name of the visitor.
b) The organization the visitor represents.
c) The signature of the visitor.
Revised September 2020
Department of Human Services Policies
e)
f)
g)
d) The form of identification presented by the visitor (e.g. driver's license, government
ID) in instances where they do not have personal knowledge of the visitor. A staff
member must validate the visitor's identity by examining the form of ID and
recording on the log the type or ID validated.
Date of visit.
Time of visit and departure time.
Purpose of the visit.
h) Name and organization/department of person visited (e.g. John Jones, establishment
technician).
4. The log will be closed out at month's end and reviewed by child support management to
ensure completeness and compliance to this policy. The visitor access log will be
maintained for a minimum of five (5) years. It may be retained in an electronic format.
Revised September 2020
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