ETS eSign Services PER SONAL INFORMATION SY STEM R EPORT C OLLEC TION - PowerPoint PPT Presentation

ETS eSign Services PER SONAL INFORMATION SY STEM R EPORT C OLLEC TION SOLUTION FOR THE INFOR MATION PR IVACY & SECURITY C OUNCIL

Goal & Benefits Goal is to providea secure, ¡easy-­‑to-­‑use electronicprocess for: ◦ Verification/Registrationof Agency Privacy Designees ◦ Collectionof Annual PI System Reports Benefits: ◦ Improved ¡workflow à increased compliance ◦ No additional charge under ETS enterprise license agreement

Then and Now with eSign How documents are signed by (2) signers today How documents are signed by (2) eSigners today

What can eSign do? Follow the Governor to Manage document Expedite and digitize less-­‑paper dependent approvers and signers current workflows way of doing business al in one place

eSign ¡Legality HRS Chapter 489E-­‑7(d) Compliant with Industry AES 256-­‑bit Encryption “ If a law requires a signature, Security Standards Protection for Data an electronic signature ü HIPAA HTTPS TLS v1 Transit satisfies ¡the law” ü IRS 1075 Protection ü SSAE 16 Type II Service SOC 2

How eSign Works BetweenDepartments

Agency Privacy Designee Form ApplicableIPSC Forms Annual PI System Report Form

eSign-­‑EnabledWorkflow After IPSC members vet their respective lists of Agency Privacy Designees (APDs) to the extent possible 1. APD Registration (“annual verification”) — May 2016 ◦ Form emailed for completion and electronic signature ◦ Outlines responsibilities ◦ Provides link to 2016 Annual PI System Report form due September 31 ◦ Verifies who will submit PI annual report (e.g., designated POC) 2. Submission of Annual PI System Reports — July 2016 ◦ Cover letter emailed to APD or designated POC ◦ Completed 2016 Annual PI System Report uploaded ¡ by APD or designated ¡POC 3. IPSC Annual Report Cover eSigned by Chair — December 2016

ETS eSign Services PER SONAL INFORMATION SY STEM R EPORT C OLLEC TION SOLUTION FOR THE INFOR MATION PR IVACY & SECURITY C OUNCIL