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E-mailed Reports In order to maximize security for e-mailed reports, we are implementing a new policy beginning June 1, 2005. All ESS reports sent to clients via e-mail will be password protected through the Adobe Acrobat program. It is a very simple procedure. (This is a different system from the one we used a couple of years ago.) Each individual user will have his or her own password. To set up your e-mail password, please e-mail us at ReportSecurity@employscreen.com and provide your company name, client number, your name, and the password you would like to use. If we have not received your password request by the first of June, we will contact you to establish one prior to sending out your subsequent report. Storing and Printing Reports Please note that reports should also be protected once you receive them. Ideally, e-mailed reports should be placed in a secure folder on your computer to ensure privacy. When you delete reports, be sure to use a program that completely removes them from the hard drive as opposed to just placing them in a deleted files folder. If you print out reports … whether they have been emailed or faxed to you … be sure to place them in a secure file cabinet that can only be accessed by authorized personnel. Do not place reports in an employee’s “personnel file”. Internet Report Access System (IRAS) Reports Since our Internet Report Access System is on a secure website, there aren’t any privacy issues while the information resides on the system. If you download and print any reports, however, please follow the guidelines noted above for storing and printing reports. If you are not currently receiving your reports using our IRAS program and would like to learn more about the system, please e-mail Christie Lambeth, Customer Service Manager, at Christie@employscreen.com. Or you can contact her by phone at 509-742-5991 X 104. Report Destruction At some point in time you may decide to destroy the reports you have received from ESS. The time frame may very depending on your company policy or the laws of your state. The preferred method is to shred the documents. You can purchase an inexpensive shredder and do it yourself or there are companies that do this on a commercial basis. In any event, you should never place reports in the trash or just tear them up and expect they have been adequately disposed of. Remember, privacy protection is paramount. If you have any questions about the information in this e-Update, please feel free to contact us at eUpdate@employscreen.com or call us at 800-473-7778. |
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