HMIS/Comparable Security Officer Agreement

HMIS/Comparable Security Officer Agreement
From the Dallas & Collin County CoC Data Systems Operating Policies and Procedures:

Each Partner Agency must designate a HMIS/Comparable Database Security Officer. The Security Officer serves as the agency’s primary point of contact for system security, privacy, and ethics within the Dallas & Collin County CoC Data Systems. The Security Officer is responsible for monitoring and supporting these functions across the agency’s HMIS/Comparable Database projects.
Completed Training

YesNo
Please select your organization:
The designated Security Officer for:
Agency Name
Selected Organization *
The Security Officer will:
- Serve as the primary liaison between the Partner Agency and CoC Data Systems administrators on matters related to privacy, security, ethics, and system access.
- Ensure and monitor the technical security of the agency’s access to the CoC Data Systems, including internet connectivity, firewall protection on all networks, anti-virus software, and weekly system scans, either directly or with the assistance of a technical professional.
- Ensure all end users complete required privacy, security, and ethics training prior to and during system access.
- Monitor agency compliance with data security standards and approved methods for electronically transmitting client Personal Protected Information (PPI) as detailed in the Housing Forward Privacy, Security, and Ethics training.
- Monitor and enforce compliance with client privacy notices, including ensuring the Privacy Notice is posted and visible to all clients.
- Receive and disseminate security-related communications from the CoC Data Systems team to appropriate agency staff.
- Monitor and enforce compliance with ethical data collection, entry, and retrieval practices.
- Ensure agency users log in at least once per month by monitoring user activity and account access. Accounts inactive for 60 days will be locked; 90 days of inactivity requires refresher training, and 6 months or more of inactivity requires full New User Training.
- Immediately notifying the appropriate Data System Lead(s) when an end user is no longer with the agency, including the systems from which access should be removed.
Agency Security Officer Contact Information
Name*

First NameLast Name
Title *
Email*
This must be an agency email address. username@agency.org
Phone Number*
Work numbers preferred
Comments
Security Officer Signature*

Clear
Should be Empty:

HMIS/Comparable Security Officer Agreement

Agency Security Officer Contact Information