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NAPHSIS ANNUAL MEETING 2013 PHOENIX, ARIZONA NAPHSIS Security Committee Security Reminders Sue Bordeaux-Oklahoma Gary Thompson-West Virginia.

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Presentation on theme: "NAPHSIS ANNUAL MEETING 2013 PHOENIX, ARIZONA NAPHSIS Security Committee Security Reminders Sue Bordeaux-Oklahoma Gary Thompson-West Virginia."— Presentation transcript:

1 NAPHSIS ANNUAL MEETING 2013 PHOENIX, ARIZONA NAPHSIS Security Committee Security Reminders Sue Bordeaux-Oklahoma Gary Thompson-West Virginia

2 SECURITY COMMITTEE RESPONSIBILITIES Examine security issues as they pertain to the needs of NAPHSIS members and recommend solutions or best practices to address them. Update the NAPHSIS website-Security Section providing resources to assist the membership.

3 SECURITY COMMITTEE ACTIVITIES Monthly Committee Calls Establish Security Guidelines Assist jurisdictions with security/fraud issues Bring awareness to the membership of possible security/fraud issues Update the NAPHSIS Security Site-State Fraud Contact List, National Notary List, Federal Contact List Participate in NAPHSIS Regional/Annual Meetings

4 SECURITY GUIDELINES Section 1-DELAYED REGISTRATION Section 2-OUT OF INSTITUTION BIRTHS Section 3-CERTIFICATION OF BIRTH Section 4-ACCESS TO VITAL RECORDS Section 5-ISSUANCE OF CERTIFICATION OF BIRTH Section 6-PHYSICIAL SECURITY MEASURES Section 7-DESTRUCTION OF ORIGINAL VITAL RECORDS & OTHER DOCUMENTATION CONTAINING CONFIDENTIAL & SENSITIVE INFORMATION Section 8-CORRECTION & AMENDMENT TO BIRTH RECORDS

5 GUIDELINES-QUICK REVIEW DELAYED REGISTRATION Proper searching Validation of the event/documentation OUT OF INSTITUTION BIRTHS Proper searching Validation of the event/documents DO THE FACTS ADD UP?

6 GUIDELINES-QUICK REVIEW CERTIFICATION OF BIRTH (Safety Paper) Layers of Security Trusted Vendor ACCESS TO VITAL RECORDS Authorization Eligibility to Obtain Identification Requirements Application Requirements

7 GUIDELINES-QUICK REVIEW ISSUANCE OF CERTIFICATION OF BIRTH Authorization Eligibility to Obtain Identification Requirements/Validation Application Requirements Safety Paper Security PHYSICIAL SECURITY MEASURES Validation of Identification Confidentiality/Maintenance Security Process/Facility/Paper Validation of documentation

8 GUIDELINES-QUICK REVIEW DESTRUCTION OF ORIGINAL VITAL RECORDS & OTHER DOCUMENTATION CONTAINING CONFIDENTIAL & SENSITIVE INFORMATION Maintaining Original Records Retention and Preservation of Paper Records Backup production issuance systems-tested/ready Shredding Outside Vendors for Destruction Other Confidential & Sensitive Information CORRECTION & AMENDMENTS TO BIRTH RECORDS Corrections Amendments

9 SEGREGATION OF DUTIES Processes where fraud has been detected: Receipt of Monies vs. Printing vs. Issuance Fraudulently filed Delayed Registrations Fraudulently filed Out of Institution births

10 GET INVOLVED  Train your employees  Review your processes  Stay alert and aware  Participate by reporting events of possible security/fraud issues to NAPHSIS

11 GET INVOLVED  Share your experiences  Request NAPHSIS assistance  Keep us current on the security/fraud contact person for your State  Become a member of the NAPHSIS Security Committee

12 SECURITY COMMITTEE PARTICIPANTS Robin Rodriguez-AZCheryl Roland-AR Debbie Balsley-CALinette Scott-CA Diana Peters –CARonni Vasconcellos-CA Theresa Gonzalez-CAJoel Wade-CO Monica Davis-DCSylvia Luna-Lopez-DC Stephanie Lockridge-GAKen Bramlett-GA Donna Calabrese-KSTammy Weaver-MI David Brown-MSMichelle Zeilman-MO Lexi Hall-MOJim Meany-NY Geraldine Harris-TXRich McCoy-VT Janet Rainey-VI Gary Thompson-WV Linda Langlois-WIPatricia Potrzebowski-NAPHSIS Will Whitman-NAPHSISMark Flotow-IL-NAPHSIS Kelly Baker-OK-NAPHSISGarland Land-NAPHSIS Chuck Hardester-NAPHSIS

13 CONTACT INFORMATION naphsis.org Security Committee Sue Bordeaux-OK Chair Chuck Hardester-NAPHSIS NAPHSIS Security


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