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RFP NO. 20-043 FOR SCANNING, DIGITIZING AND INDEXING SERVICES PROCEDURES FOR SECURE HANDLING Overview ,Via-s'�,�� J` sxtamx. TM1a Yeperless Otticc ciallxex ViaTRON has implemented the highest possible security to protect our client's documents. ViaTRON surpasses the SOC, AT101 and HIPAA standards. ViaTRON is always increasing security measures to safeguard Client documents. The following are a few of the internal security controls related to the City's project. Confidentiality Agreement ViaTRON has a confidentially non -disclosures security agreement with all ViaTRON employees. In the confidentially agreement, the employees confirm that employee does not have any direct or indirect personal connection to the information the employee will be receiving on the project. Employee also agrees to keep all information absolutely confidential. Employees are not allowed to bring any kind of bag, CDs, DVDs, cameras, USR sticks, or mobile devices into the production facility. Employee Background Check ViaTRON performs a complete background check on all employees. High Security Facility ViaTRON is a high security facility. Our facility has the most up to date security system set up with surveillance cameras and security alarm systems. Every persons and items moving in or out of ViaTRON's facility are closely monitored. Employees are only allowed to enter the office through a single entrance. ViaTRON has restricted areas once employee is inside the facility. ViaTRON stores all physical and electronic data in a secured area within the production facility. This information is kept locked in a separate location away from employees. Transporting Data Any data moving in or out of the company on paper, hard drive, CD, DVD, memory stick, tape or optical disc are recorded on the "Product Entry/Work Order". Data on media are encrypted and password protected. ViaTRON deletes/scrubs all data from ViaTRON's server once permission is granted by City. Pickup/Delivery Security ViaTRON only uses ViaTRON employees and ViaTRON trucks to pick up and deliver City's documents. ViaTRON does not use outside/third party companies for transportation. ViaTRON does not break the chain -of -custody. ViaTRON takes full responsibility once ViaTRON picks up the data. Workstation Security Each employee has an individual login password. ViaTRON has removed access to the internet on the workstations. Security Cameras ViaTRON has security cameras monitoring all work areas. There are also cameras monitoring all entrances and exits into the building including parking structure. Access Card/Badge ViaTRON has a secured access system for entry into our production facility. Employees use an access card to enter and exit the building. Visitors are allowed access once approved with our GM and will be given a temporary access badge. ViaTRON maintains a detail report of all access into the production facility. 111Page