County to ensure privacy of copied documents
Wednesday, June 02, 2010
By Jeff Corcino Staff Writer
The Clearfield County Commissioners discussed ways to maintain the confidentiality of sensitive documents in the use of the county's copy machines.
At yesterday's workshop meeting, the commissioners approved leasing a copier for the planning department at a cost of $287 a month for 36 months from Ikon.
But due to the computerization of copy machines, new copiers make a record of the documents they copy on an internal hard drive, and Solicitor Kim Kesner said it would be wise for the county to make sure these hard drives are erased before being returned to the leasing companies when the leases expire.
This is especially true for documents generated by the Domestic Relations Office and Children, Youth and Family Services, Commissioner Joan Robinson McMillen said.
Planning Director Jodi Brennan also said the planning department often has documents that contain Social Security numbers that have to be kept confidential.
Kesner recommended that either the leasing company or county's technology staff erase the hard drives on the copiers before the machines are returned.
Commissioner Mark McCracken also suggested the county have a legal document drawn up that must be signed by the leasing companies ensuring the confidentiality of the data on the copiers and that the data would be deleted.
Kesner agreed, saying it could provide additional legal protection for the county and said he would draw one up.
In other business, the county approved the memorandum of understanding with the Veterans Center in DuBois for the use of office space. The Clearfield County Director of Veterans Affairs, Domenick Kurtz, has office hours on a regular basis at the center to provide better service to veterans in the DuBois area.
The memorandum contains no financial obligation on the part of the county, Kesner said.
Original Post