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- 8 <br /> 1. Allowing access only to staff that have an authorized business requirement to <br /> view the Confidential Information; <br /> 2. Physically securing any computers, documents, or other media containing the <br /> Confidential Information; <br /> 3. Ensuring the security of Confidential Information transmitted via fax (facsimile) by <br /> verifying the recipient phone number to prevent accidental transmittal of <br /> Confidential Information to unauthorized persons; <br /> 4. When transporting records containing Confidential Information outside of a <br /> Secure Area, do one or more of the following as appropriate: <br /> a. Use a Trusted System; and <br /> b. Encrypt the Confidential Information, including: <br /> (i) Email and/or email attachments; and <br /> (ii) Confidential Information when it is stored on portable devices or media, <br /> including, but not limited to laptop computers and flash memory devices; <br /> and <br /> 5. Sending paper documents containing Confidential Information via a Trusted <br /> System. <br /> B. To the extent allowed by law, at the end of any Contract term, or when no longer . - <br /> needed, the parties shall return Confidential Information or certify in writing the <br /> destruction of Confidential Information upon written request by the other party. <br /> C. Paper documents with Confidential Information may be recycled through a <br /> contracted firm, provided the contract with the recycler specifies that the <br /> confidentiality of information will be protected, and the Confidential Information <br /> destroyed through the recycling process. Paper documents containing Confidential <br /> Information require special handling (e.g., protected health information) must be <br /> destroyed through shredding, pulping or incinerations. <br /> D. The compromise or potential compromise of Confidential Information must be <br /> reported to the County contact designated on any Contract within five (5) business <br /> days of discovery-for breaches of less than 500 persons' protected data, and three <br /> (3) business days of discovery for,breaches of 500 or more persons' protected data. <br /> The parties must also take actions to mitigate the risk of loss and comply with any <br /> notification or other requirements imposed by law. <br /> F. The Agency may be required to provide additional safeguards and acknowledgment <br /> of recipient rights under HIPAA, in accordance with the Agency's independent <br /> HIPAA obligations or those required by any Contract. <br /> XX. BACKGROUND CHECKS <br /> A. Any Agency which has a Contract to provide services, housing, or otherwise care for <br /> vulnerable adults, developmentally disabled persons, juveniles, or children, or <br /> provide child day care, early learning, or early childhood education services shall <br /> ensure all staff and volunteers have a background check on file as per RCW <br /> 43.43.830-43.43.845. <br /> Basic Terms and Conditions Agreement <br /> City of ereLL <br /> HSD-2015-101-198 <br /> Page 11 cf 31 <br /> 45 <br />