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 ¡workflowà 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 less-­‑paper dependent way of doing business Manage document approvers and signers al in one place Expedite and digitize current workflows

eSign ¡Legality

HRS Chapter 489E-­‑7(d) “If a law requires a signature, an electronic signature satisfies ¡the law” Compliant with Industry Security Standards

ü HIPAA ü IRS 1075 ü SSAE 16 Type II Service SOC 2

AES 256-­‑bit Encryption Protection for Data HTTPS TLS v1 Transit Protection

How eSign Works BetweenDepartments

Agency Privacy Designee Form Annual PI System Report Form

ApplicableIPSC Forms

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