SECURING OF SENSITIVE MANUAL (WRITTEN OR PAPER) INFORMATION
Purpose: To ensure that sensitive information is properly handled and to limit the potential exposure of information from being obtained through the district.
Procedure:
1. All employees who have access to any of the following information are required to abide by the proper methods of use, compilation, dissemination and destruction, when appropriate, and safe-guarding of that information.
2. The Superintendent and Business Administrator/Board Secretary or their designees determine those records of a sensitive nature held in the district. The records include, but are not limited to staff, student, volunteer and board member personal information such as address, unlisted phone number, social security number, marital or guardian status, garnishment information, health related information, free and reduced lunch status and disciplinary information.
3. Sensitive information is housed in a locked cabinet or behind locked doors.
a. Access to keys is restricted to personnel authorized to view the information.
Keys have “do not duplicate” on them and copies are prohibited, except as needed.
b. Areas housing sensitive information are locked whenever the areas are not staffed.
c. Whenever possible, sensitive information is stored away from high traffic areas.
4. Original sensitive information files should be housed in a fire rated cabinet, where possible.
5. Backups of paper documents are treated as sensitive. Electronic documents are backed up daily and paper documents are housed in locked areas.