ETS eSign Services PER SONAL INFORMATION SY STEM REPORT COLLEC TION SOLUTION

FOR THE INFORMATION PR IVACY & SECURITY COUNCIL

Goal & Benefits Goal is to providea secure,  easy-­‐to-­‐use electronicprocess for: ◦ Verification/Registrationof Agency Privacy Designees

◦ Collectionof Annual PI SystemReports

Benefits: ◦ Improved  workflowà increased compliance

◦ No additional charge under ETS enterprise license agreement

Then and Nowwith eSign

How documents are signed by (2) signers today

How documents are signed by (2) eSigners today

What can eSign do?

Follow the Governor toless-­‐paper dependentway of doing business

Manage documentapprovers and signers

al in one place

Expedite and digitizecurrent workflows

eSign  Legality

HRS Chapter 489E-­‐7(d) “If a law requires a signature,

an electronic signaturesatisfies  the law”

Compliant with IndustrySecurity Standards

ü HIPAA ü IRS 1075

ü SSAE 16 Type II ServiceSOC 2

AES 256-­‐bit Encryption Protection for Data

HTTPS TLS v1 TransitProtection

HoweSignWorks BetweenDepartments

Agency

PrivacyD

esigneeForm

Annu

alPISystem

Repo

rtForm

Applicable IPSC Forms

eSign-­‐EnabledWorkflow After IPSC members vet their respective lists of Agency Privacy Designees (APDs) to the extentpossible

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 REPORT COLLEC TION SOLUTION

FOR THE INFORMATION PR IVACY & SECURITY COUNCIL