FOR THE PEOPLE WHO WORK FOR THE PEOPLE

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2006 NCARD Educational Series
Thursday, February 9, 2006
1000 200 pm
FOR THE PEOPLE WHO WORK FOR THE PEOPLE
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Privacy in a Public
World Protecting your constituents identity
FOR THE PEOPLE WHO WORK FOR THE PEOPLE
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Presentation Overview

• What is Privacy?
• History of the Social Security Number
• Why is it important to keep the Social Security
  Number secure?
• Why should you care?
• What can you do?

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What is Privacy?

• The quality or condition of being secluded from
  the presence of view of others
• The state of being concealed secrecy

The American Heritage Dictionary
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Right to Privacy

• Keep personal information to ourselves
• To be left alone both as consumers and citizens

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Every major event in your life is chronicled in a
government document.
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The information encoded in your DNA determines
your unique biological characteristics, such as
sex, eye color, age and Social Security
Number. - Dave Barry American writer,
b.1947
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History of the Social Security Number

• The Secretary of Health and Human Services
• 1936
• National identifier

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Documents Where Social Security Numbers Can Appear

• Tax Liens
• Vital Statistics
• Land Records Data
• Mortgage Documents
• Divorce decree
• Employee files
• Medical records
• Health Insurance accounts
• Credit and banking accounts

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The Most Misused Social Security Number of All
Time

• 1938
• 40,000
• 1977
• 12

Mrs. Hilda Schrader Whitcher
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Why is it Important to Keep the Social Security
Number Secure?

• Increasing at epidemic proportions
• Identification, authentication, and tracking
• Easy

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How Do Identity Thieves Get Your Information?

• Steal wallets and purses
• Steal mail and change your address
• Dumpster Diving
• Pose as a landlord, an employer, or your bank
• Internet
• Business record theft

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How Do Identity Thieves Use Your Information?

• Take out loans
• File for bankruptcy
• Apply for jobs
• Give your name during an arrest

• Open bank accounts
• Obtain credit cards
• Print checks
• Make major purchases

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How Can You Defend Yourself?

• Dont carry cards with your Social Security
  Number on them
• Dont carry more credit cards than you need
• Dont carry pin numbers
• Check your credit card statements carefully

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How Can You Defend Yourself?

• Use a shredder
• Dont give out your personal information
• Take care of your incoming and outgoing mail
• Check your credit report

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What To Do if You Become a Victim of Identity
Theft

• Contact Creditors
• File a Report with your local Police Department
• File a Report with the Federal Trade Commission

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What To Do if You Become a Victim of Identity
Theft

• Contact Fraud Departments
• Equifax
• 1.800.525.6285
• www.equifax.com
• Experian
• 1.888.397.3742
• www.experian.com
• TransUnion
• 1.800.680.7289
• www.tuc.com

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Identity Theft Statistics

• 3.23M fraudulent accounts
• 6.6M misused accounts
• 10M victims
• 300M hours
• 4700 M losses to businesses

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Why Should You Care?

• Your records are becoming more and more
  accessible
• Liability issue
• Your constituents want you to care

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Why Should You Care?
With the advent of the Internet and identity
theft on the rise, we need to be concerned with
the privacy of our constituents. The
ramifications of sensitive information, such as
social security numbers, getting into the wrong
hands is detrimental to our industry. Identity
Crimes are extremely precarious for our
constituents and can take many years and lots of
money to fix. Not to mention the legal
consequences for the counties.    - Terri
Rethlake, St. Joseph County Recorder,
South Bend, Indiana
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Why Should You Care?
Identity theft is on the rise in the United
States and is becoming a huge problem. This crime
is very serious and very time consuming for the
victims to get straightened out. My goal as an
elected official is to protect the citizens of
the county.          - Phyllis K. Walters,
McHenry County Recorder, Woodstock, IL
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Why Should You Care?
With expanded Internet access to images of
publicly recorded documents it is easier for
identity thieves to obtain private information.
This was cited in the in the recent report issued
by the Government Accounting Office. Eventually,
we could see individuals obtaining court orders
to demand that their documents be removed from
the public record. This will put the public land
record system, unique to a free and open society,
at risk.        - Mark Monacelli,
Recorder, St. Louis County, MN President
of PRIA
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What Can You Do?
Educate yourself on

• State and federal legislation
• Uniformed processes at a national level PRIA
• Liability issues and educate your staff
  accordingly
• Listen to your constituents. It is important for
  your constituents to know that you are aware and
  care about this issue.
• Educate yourself on new technology

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Social Security Number Redaction Technology

• Manually
• OCR Technology

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Social Security Number Redaction Technology

• No Manual Redaction Required
• Redaction is not permanent

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Information is the oxygen of the modern age.
It seeps through the walls topped by barbed wire
it wafts across the electrified borders.
- President
Ronald Reagan
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Disaster Recovery
FOR THE PEOPLE WHO WORK FOR THE PEOPLE
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Presentation Overview

• Disaster Recovery Definitions
• Benefits of developing a Disaster Recovery Plan
• Getting Started
• The nuts and bolts of developing a Disaster
  Recovery Plan
• What Now?

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What is a Disaster?

• A sudden, unplanned calamitous event causing
  great damage or loss.
• Any event that creates an inability on an
  organizations part to provide the critical
  business functions for some predetermined period
  of time.

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Disaster Recovery Plan

• Resources
• Actions
• Tasks
• Data
• Assist
• Restoring

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Benefits of a Disaster Recovery Plan

• Minimizes potential economic loss and provide a
  sense of security
• Reduce disruptions to operations
• Minimizes the risk of delays and decision making
  
• Provides for an orderly recovery
• Reduces reliance on key employees
• Ensures the safety of employees and customers

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There is an Old Saying

• No one plans to fail,
• they just fail to plan.

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Developing the Disaster Recovery Plan

• Define the Scope and Purpose of the Disaster
  Recovery Plan
• Establish a Disaster Recovery Team
• Perform Risk Assessment and Identify Risks
• Develop documentation of Critical Needs
• Document the Plan
• Review, Test and Revise plan with employees

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Define Scope and Purpose

• Organize thoughts
• Define plan of action

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Establish a Disaster Recovery Planning Team

• Oversee development and implementation of the
  plan
• Include employees from all functional areas
• Refining the scope of plan
• Assign tasks

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Establish a Disaster Recovery Planning Team

• Example 1
• Chief Deputy Assume key role as a DR team
  member with responsibilities geared towards
  resumption of the office operations specific to
  reporting, budgeting, and indexing functions as
  well as other support systems within the office.
• Ensure protection and integrity of paper files
  stored within the office awaiting return to
  owners
• Maintain and update the plan components specific
  to the Chief Deputys area of responsibility
• Ensure the alternate resource is full competent
  in performing the duties assigned to this role in
  the event that the disruption occurs when primary
  team member is out of the office.

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Risk Assessment / Analysis

• Risk Assessment/Analysis is defined as
• The process of identifying the risks to an
  organization, assessing the critical functions
  necessary for an organization to continue
  business operations, defining the controls in
  place to reduce organization exposure and
  evaluating the cost for such controls. Risk
  analysis often involves an evaluation of the
  probabilities of a particular event.

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Perform Risk Assessment and Identify Risks

• Analyze business critical functions
• Rank business needs in terms of priorities
• High
• Medium
• Low
• Ask critical questions

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Perform Risk Assessment and Identify Risks

• What business functions or needs have to be up
  and running within minutes or hours of a
  disaster?
• What services or functions can be down for 24
  hours?
• What services or functions could be down for a
  week or two weeks?
• What services or functions need to back up and
  running first?

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Perform Risk Assessment and Identify Risks
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Perform Risk Assessment and Identify Risks

• Analyze functional areas of the organization
• Determine acceptable versus unacceptable
• Provide for worst case scenario
• Disasters scenarios Natural, Technical and
  Human Threats

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Natural Threats

• Internal and/or External Flooding
• Internal and/or External Fire
• High Winds
• Lightening
• Snow and Ice Storms
• Volcanic Eruption
• Earthquake
• Tornado
• Hurricane
• Epidemic
• Tidal Wave
• Typhoon
• Tsunami

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Technical Threats

• Power Failure
• Hardware and Software Failure
• Network Failure
• Computer Crime Hackers/Worms/Viruses

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Human Threats

• Human Error
• Bomb Threats
• Embezzlement and/or Extortion
• Burglary
• Vandalism
• Terrorism
• War
• Sabotage
• Chemical Spill
• Explosion
• Biological and Radiation Contamination
• Hazardous Waste Spill
• Computer Crime Hackers/Worms/Viruses

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Scenario 1 Access to building and office is
available
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Scenario 2 Access to office is
unavailable/access denied, but the building is
unaffected
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Scenario 3 Access to building is unavailable/
denied
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Recovery Actions (Example)
Scenario 3 Access to building and office is
available

• Server Hardware Malfunction
• Staff members take note of error messages
• All affected staff members secure work in
  progress to ensure continuity when operations
  resume
• Notify _____ of the problem
• ______attempts to solve the problem, etc.

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Critical Functions/Needs

• Critical Telephone Numbers
• Master Call List
• Master Vendor List
• Equipment Inventory
• Documentation Inventory

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Critical Functions/Needs List

• Notification Checklist
• Office Supply Inventory
• Off-site Storage Location Inventory
• Temporary Location Specifications
• Evacuation Plan
• Data Recovery

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Critical Functions/Needs List

• Data Recovery and Protection
• Document Systems Configurations
• Tape Backups
• Identify and protect all Business-Critical
  Systems
• Information Replication System

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Document, Test, Review and Revise the Plan

• Write and Hand out
• Key personnel should have a copy at home
• Develop Testing Criteria
• Evaluate, Test and Revise Regularly

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What Now?

• Determine where you are right now
• Communicate with other counties
• Share research and resources with other Counties
• Dont ignore the risk
• Ask questions
• Visit website

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eRecording Get The Facts
FOR THE PEOPLE WHO WORK FOR THE PEOPLE
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Presentation Overview

• What is eRecording?
• Levels of eRecording and Workflows
• Benefits of eRecording
• eRecording Legislation
• Getting Started
• Questions and Answers

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What is eRecording?

• Created
• Submitted
• Recorded digitally

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Levels of eRecording

• Level 1
• Allows for the electronic transmission of
  documents
• Only process taken out is the mailing aspect
• Maricopa, AZ is the only county currently doing
  Level 1 eRecording

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Level 1 eRecording Workflow
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Levels of eRecording

• Level 2
• Electronic transmission of documents
• Includes electronic data for indexing
• Uses image copy of wet signed documents

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Levels of eRecording

• Level 3
• Complete electronic document
• Only XML file is submitted
• Deals with a Trusted Submitter
• Utilizes an electronic signature

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Benefits of eRecording

• Recording Offices
• Records documents faster
• Reduces indexing, imaging and filing time
• Generates fewer rejections due to incorrect
  formats and/or fees
• Reduces traffic in the office

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Benefits of eRecording

• Document Originators
• Reduces document errors
• Reduces payment errors
• Eliminates mailing and other document
  transportation time and fees
• Reduces document turnaround time

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What eRecording will NOT do?

• eRecordingwill not run on its own
• eRecordingwill not eliminate the paper trail
• eRecordingwill not change the business process

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eRecording Legislation

• The Uniformed Electronic Transaction Act (UETA)
• The Electronic Signatures in Global and National
  Commerce Act (E-Sign)

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UETA Uniformed Electronic Transaction Act

• Introduced by NCCUSL in the late 1990s
• NCCUSL approved UETA as a starting point for
  removing barriers to the electronic commerce.

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States that have adopted UETA
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E-Sign Electronic Signatures in Global and
National Commerce Act

• June 30, 2000 President Clinton signed Bill
• Adopts UETA provisions

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Getting Started

• Alleviate paper document load coming into the
  county
• Support a product that provides highly accurate
  and timely eRecording
• Support a product that will continue to evolve
  with standards
• Support a product that will continue to evolve
  with technology
• Partner with a vendor who can deliver volume
  through eRecording
• Partner with a vendor who can implement without
  a lot of disruption

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Other Commonly Asked Questions

• Are electronic documents recorded as soon as they
  arrive at the courthouse?
• If a submitter is filing several documents and
  wants them recorded in a specific way, should
  they be recorded in a particular way?
• How does the county get its recording fee for an
  eRecorded document?
• What type of turnaround time can a submitter
  expect to have if using eRecording?

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Other Commonly Asked Questions

• What does eRecording do other than transmit
  information electronically?
• Do I have to move towards eRecording?
• Why develop Standards for eRecording?
• Who sets the standards for eRecording?
• Who is representing County Recorders?

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Other Commonly Asked Questions

• If I adopt eRecording, can I still accept paper
  documents?
• What types of documents can be eRecorded?
• Can I legally accept electronic records?
• How do I return an electronic document?

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Thank you
For more information on todays presentations
visit http//seminars.fidlar.com
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Educational Seminars
Fidlar Software offers FREE Educational Seminars
on current issues facing county governments in a
non-vendor, non-product specific environment. Our
current Educational Seminar topics include
  Who Moved My Technology? The Technology
Maze This presentation is designed to address the
ongoing issues of changing technology in our
industry.   eRecording This presentation
discusses the driving forces behind eRecording,
where we are, where we are going, the benefits of
eRecording, technology, etc.   Disaster
Recovery This presentation is designed to help
county officials understand the need for a
Disaster Recovery plan and to begin thinking
about a way they can adopt a plan for their
office.   Privacy in a Public World Protecting
your Constituents Identity This presentation is
designed to provide information about the eminent
need for the privacy and the protection your
constituents personal information, specifically
Social Security Numbers. If you would like more
information on Fidlars Educational Seminar
program or would like to make suggestions for new
topics, please contact Vanessa Laviada at
309.794.3270 or vanessal_at_fidlar.com