NAPHSIS ANNUAL MEETING 2013 PHOENIX, ARIZONA NAPHSIS Security Committee Security Reminders

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-AZ Cheryl Roland-AR Debbie Balsley-CA Linette Scott-CA Diana Peters –CA Ronni Vasconcellos-CA Theresa Gonzalez-CA Joel Wade-CO Monica Davis-DC Sylvia Luna-Lopez-DC Stephanie Lockridge-GA Ken Bramlett-GA Donna Calabrese-KS Tammy Weaver-MI David Brown-MS Michelle Zeilman-MO Lexi Hall-MO Jim Meany-NY Geraldine Harris-TX Rich McCoy-VT Janet Rainey-VI Gary Thompson-WV Linda Langlois-WI Patricia Potrzebowski-NAPHSIS Will Whitman-NAPHSIS Mark Flotow-IL-NAPHSIS Kelly Baker-OK-NAPHSIS Garland Land-NAPHSIS Chuck Hardester-NAPHSIS

13. CONTACT INFORMATION naphsis.org Security Committee Sue Bordeaux-OK Chair sueb@health.ok.gov 405-271-8552 Chuck Hardester-NAPHSIS NAPHSIS Security hcpnjl@aol.com