SECURITY PAPER HANDLING General practices Security paper is stored in a protected and locked location Access to secure storage is limited to authorized personnel Two authorized personnel are always present when removing/returning security paper Approved voided security paper is destroyed immediately or is locked up while awaiting destruction
SECURITY PAPER HANDLING Printing Printer for certified documents is in a secure area Locked printer paper trays are recommended
SECURITY PAPER HANDLING Upon delivery of security paper from the vendor Authorized person verifies that quantity received matches quantity ordered and emails firstname.lastname@example.org email@example.com ENTIRE shipment of security paper is immediately logged into MR&C Discrepancies or damaged documents are reported to the State Registrar or Deputy State Registrar Security paper is placed in a secure and locked location
SECURITY PAPER HANDLING Review MR&C Reports regularly Weekly or monthly depending on office volume Authorized person reviews and follows up
SECURITY PAPER HANDLING Inventory Control Report Sequential listing of DCNs issued Master Paper Inventory Report Remaining QTY = security paper in printer + stored paper Paper Distribution\Entry Report Reflects what was put into the printer, by whom and when Security Paper Tracking Report Shows by DCN ranges, what DCNs have been voided, issued and unused (unused = unaccounted for)
SECURITY PAPER HANDLING Focus on ‘unaccounted for’ DCNs Track down applicable request and enter DCN Request may have the wrong DCN assigned to it Issuer might have gotten distracted and missed the opportunity to enter the DCN Paper may have been damaged in printing
SECURITY PAPER HANDLING Voiding unused DCNs Best Practice Two different people involved ‘Voider’ Make explanatory comments on each void Approver Have voided paper in front of you when processing approval VOIDS are final!
SECURITY PAPER HANDLING Wrap up You’re the front-line of defense General practices Best practices
What are your practices? What procedures do you have in your office? How do you protect security paper? How often do you review the MR&C reports – and what do you do with what you find?