Welcome to Your Housing Help Session!
description
Transcript of Welcome to Your Housing Help Session!
![Page 1: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/1.jpg)
© Copyright 2009 Nan McKay & Associates
Earned Income Disallowance
© Copyright 2008 Nan McKay & Associates
Housing Help SessionsName of session – date of session
NMA Host:Trainer Enter your name here
© Copyright 2009 Nan McKay & Associates
Earned Income Disallowance
© Copyright 2008 Nan McKay & Associates
Housing Help SessionsEIV Security / EIV Update: March 13, 2009
NMA Host:Trainer Annie Stevenson
© Copyright 2009 Nan McKay & Associates
![Page 2: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/2.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 2
Welcome to Your Housing Help Session!
Today’s Topics: EIV Update
Recent webcasts EIV Security
New requirements HUD training
![Page 3: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/3.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 3
Welcome to Housing Help!
Upcoming topics for the management series: 4/10/09: Creating & managing a housing nonprofit
(PH) 4/17/09: Managing your HCV funding
![Page 4: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/4.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 4
EIV Update
![Page 5: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/5.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 5
HUD’s EIV Web Page
http://www.hud.gov/offices/pih/programs/ph/rhiip/uivsystem.cfm EIV User Manual (Version 8.0, December 2007) Privacy and Security Requirements Security Procedures Guide
![Page 6: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/6.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 6
EIV Update
HUD training webcasts on EIV 1/16/08 8/26/08 2/11/09 – 2/12/09
![Page 7: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/7.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 7
EIV Update
2/09 webcasts are archived at: http://www.hud.gov/webcasts/archives/ph.cfm
2008 webcasts are archived at: http://www.hud.gov/webcasts/archives/iv.cfm
![Page 8: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/8.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 8
EIV Update
Training materials from webcasts PowerPoints Case studies & solutions Handouts http://www.hud.gov/offices/pih/programs/ph/rhiip/tr
aining.cfm
![Page 9: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/9.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 9
January 2008 Webcast
HUD webcast 1/16/08 contained revised guidance on use of EIV Previous guidance is obsolete and has been
removed from EIV website $2400 discrepancy
Instructions on anticipating income with EIV
![Page 10: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/10.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 10
HUD Guidance on EIV
EIV is sufficient as third-party verification when: The family does not dispute the data, and Current tenant-provided documents (i.e.
paystubs) are available
![Page 11: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/11.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 11
HUD Guidance on EIV
The PHA MUST obtain additional third-party verification when the family disputes EIV employer data
![Page 12: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/12.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 12
HUD Guidance on EIV The PHA MAY obtain additional third-party
verification when the PHA determines that additional information is necessary, such as: Effective dates of employment Pay rate, hours worked for new jobs Confirmation of a change in circumstances
(reduced hours, reduced rate of pay)
![Page 13: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/13.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 13
HUD Guidance on EIV
Use tenant-provided documents to project annual income, unless:The family disputes EIV employer data,
ORThe PHA determines that additional
information is necessary
![Page 14: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/14.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 14
HUD Guidance on EIV
HUD recommends that tenant-provided documents should be dated within 60 days of interview dateCurrent and consecutive
![Page 15: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/15.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 15
HUD Guidance on EIV
Quote from webcast: “The PHA will use tenant-provided
documents or most current information to calculate anticipated annual income.”
EIV quarterly wages are NOT used to project annual income
![Page 16: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/16.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 16
HUD Guidance on EIV:File Documentation
If the family does not dispute EIV employer data, and the PHA determines that additional information is not necessary: EIV income details report
ICN in FL Tenant-provided documents
![Page 17: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/17.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 17
HUD Guidance on EIV:File Documentation
If the family disputes, or PHA requires additional information: EIV printout (except in FL) Tenant-provided documents Third-party written verification
![Page 18: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/18.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 18
August 2008 Webcast
Comprehensive training on “Effective Use of EIV”
Extensive discussion of EIV reports and their usage New reports Added functionality
![Page 19: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/19.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 19
August 2008 Webcast
EIV sign-on now includes certification of EIV & security training HUD webcast training is sufficient EIV training and annual EIV security training are
separate requirements Staff members may view webcast(s) and obtain
certification from HUD
![Page 20: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/20.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 20
August 2008 Webcast
Clarification that EIV is sufficient verification of SS/SSI if family agrees
Discussion of identity theft Guidance on use of income discrepancy report
![Page 21: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/21.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 21
2008 Webcasts
Both 2008 webcasts include case studies of unreported income Calculation method for overpaid subsidies First written guidance from HUD on this issue
![Page 22: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/22.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 22
2/09 Webcasts
Day 1: First 2 hours on rent refinement final rule FR notice 1/27/09 HUD has proposed delay of effective date for
further review
![Page 23: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/23.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 23
2/09 Webcasts
Deceased tenant report: single-member households now marked with red asterisk
User ID masked per PHA requests PH flat rent families are now excluded from the
income discrepancy reports Additional planned improvements for 2009 &
2010
![Page 24: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/24.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 24
HUD Consolidated Reviews Program areas under review:
RIM UIV SEMAP PHAS Management Assessment (MASS) Civil rights
![Page 25: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/25.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 25
HUD Consolidated Reviews
HUD UIV Monitoring Report Implementation reviewSecurity assessment Income discrepancy review
5 highest dollar discrepancies per program
Link in your HHS e-mail
![Page 26: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/26.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 26
EIV Data Security
![Page 27: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/27.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 27
Introduction
HUD has published an EIV Security Procedures manual for PHAs Available on HUD’s EIV web page See workbook references tab
EIV security requirements are mandatory Violations may result in civil and/or criminal
penalties
![Page 28: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/28.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 28
Introduction
The information in this session is adapted from 2 sources: HUD’s EIV Security Procedures manual HUD’s EIV webcasts
“Includes security awareness training”
![Page 29: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/29.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 29
Introduction In this session, we will cover:
Privacy Act requirements Overview of policies and controls for securing
UIV dataAdministrativeTechnicalPhysical
![Page 30: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/30.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 30
Privacy Act Requirements
Whenever HUD or a PHA requests information about a tenant they should ensure the following:
The data is only used for verification of tenant income to determine: a tenant’s eligibility for participation in a rental
assistance program the level of assistance that they are entitled to
receive
![Page 31: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/31.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 31
Privacy Act Requirements
Whenever HUD or a PHA requests information about a tenant they should ensure the following:
It is not disclosed in any way that would violate the privacy of the individuals represented in the system
![Page 32: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/32.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 32
Privacy Act Requirements
The tenant is notified of the following: HUD or the PHA’s authorization and purpose
for collecting the information the uses that may be made of the data
collected, and the consequences to the individual for failing to
provide the information
![Page 33: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/33.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 33
Privacy Act Requirements
On request, the tenant is provided with access to records pertaining to them and an opportunity to correct or challenge the contents of the records
![Page 34: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/34.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 34
Civil Penalties Associated with the Privacy Act
A tenant may take legal action against HUD or a PHA for the following agency actions:
Refusal to grant access to a record Refusal to amend or correct a record
![Page 35: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/35.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 35
Civil Penalties Associated with the Privacy Act
If found liable, HUD or the PHA will be required pay the tenant:
Damages sustained as a result of the agency’s action
The costs of the lawsuit, including reasonable attorney fees
![Page 36: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/36.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 36
Criminal Penalties Associated with the Privacy Act
A PHA employee can be found guilty of a misdemeanor or a felony if that employee, knowingly and willfully:
Discloses a tenant’s records to an unauthorized party
Fraudulently represents him/herself to obtain another individual’s record
![Page 37: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/37.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 37
Security Safeguards
HUD describes 3 types of safeguards: Administrative
PHA access policies Technical
Part of EIV system Physical
Barriers to unauthorized access
![Page 38: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/38.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 38
Administrative Safeguards
PHAs should implement administrative safeguards to address the following: Assigning and monitoring access rights
Determine which users should have access to UIV information
Maintain a record of all users who have approved access to UIV data
![Page 39: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/39.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 39
Administrative Safeguards
Assigning and monitoring access rightsConduct a quarterly review of all user IDs to determine if the user still has a valid need to access the UIV data
Ensure that access rights are modified or revoked as appropriate
More information: Day 1 of 2/09 webcast
![Page 40: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/40.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 40
Administrative Safeguards
Keeping records and monitoring security issuesAssure that a copy of Form HUD-9886 has been signed by each adult member of the household and is kept in the household file
Maintain a key control log to track the inventory of keys available, the number of keys issued and to whom the keys are issued
![Page 41: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/41.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 41
Administrative Safeguards
Keeping records and monitoring security issuesEnsure that all employees and contractors who have
been issued keys to secure areas complete a form acknowledging the receipt of the key
Maintain a log of all users who access designated secure areas including the date and time of entry and exit and the purpose of the access
![Page 42: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/42.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 42
Administrative Safeguards
Keeping records and monitoring security issuesEnsure that combination locks are reset regularly,
including whenever an employee leaves the PHAEnsure that UIV information is disposed of in an
appropriate manner and maintain a log of all documents that have been burned or shreddedOr may follow written records retention policy
![Page 43: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/43.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 43
Administrative Safeguards
Conducting security awareness trainingEnsure that all users of UIV data receive training in UIV security policies and procedures at the time of employment and at least annually afterwards
Maintain a record of all personnel who have attended training sessions
Train on individual PHA policies as well as HUD or third-party training
![Page 44: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/44.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 44
Administrative Safeguards
Conducting security awareness trainingCommunicate security information and requirements to appropriate personnel
Distribute all user guides and security procedures to personnel using UIV data
![Page 45: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/45.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 45
Administrative Safeguards
Reporting improper disclosuresReport any evidence of unauthorized access or
known security breaches to the PHA executive director
Document all improper disclosures in writingReport all security violations regardless of
whether the security violation was intentional or unintentional
![Page 46: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/46.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 46
Technical Safeguards
Purposes of the technical safeguards: Reduce the risk of a security violation related to the EIV
systems’ software, network, or applications Identify and authenticate all users seeking access to the
UIV data Deter and detect attempts to access the system without
authorization Monitor the user activity on the EIV system
![Page 47: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/47.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 47
Technical Safeguards
The technical controls that have been built into the EIV systems address the following:
User identification and authenticationEach user is required to have their own user ID
and passwordThe user ID identifies the PHA(s) and tenant
information that the user is authorized to access
![Page 48: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/48.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 48
Technical Safeguards
User identification and authenticationPasswords are encrypted and the password
file is protected from unauthorized accessThe system forces all users to change their
password every 21 days and limits the reuse of previous passwords
![Page 49: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/49.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 49
Technical Safeguards
User identification and authenticationAfter three unsuccessful attempts to log into PIC,
the user ID is locked. All PIC password resets are handled by the security administrators at the PHA or in the local HUD Field Office. Additional information and assistance can be obtained from [email protected]. In using the EIV system, the log on restrictions do not apply.
![Page 50: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/50.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 50
Technical Safeguards
Online user alertsOnline warning messages that inform the user of the civil and criminal penalties associated with unauthorized use of the UIV data
![Page 51: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/51.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 51
Physical Safeguards
PHAs may implement any combination of the following physical safeguards: Locked and monitored buildings, offices, or storage rooms Locked and monitored metal file cabinets Designated secure areas and equipment
Security rooms or locked office space with limited points of entry (e.g., doors) and means of entry (e.g., keys)
![Page 52: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/52.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 52
Physical Safeguards
Designated secure areas and equipment Restricted areas with prominently posted signs or other
indicators identifying them and limited points of entry Physical and administrative means for monitoring access
to the secure areas and access and use of the protected data
Restricted use printers, copiers, facsimile machines, etc.
![Page 53: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/53.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 53
Physical Safeguards
Secure computer systems and output Store UIV data in a separate, restricted-access
directory if files are saved to local machine Label all diskettes containing UIV data “Confidential” or
“For Official Use Only”
![Page 54: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/54.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 54
Physical Safeguards
Secure computer systems and output Retrieve all computer printouts as soon as they are
generated so that UIV data is not left lying unattended in printers
Avoid leaving a computer unattended with UIV data displayed on the screen
![Page 55: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/55.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 55
Physical Safeguards
Disposal of UIV information Destroy as soon as it has served its purpose or as
prescribed by the PHA’s policy and procedures 2/09 webcast: destroy after 2 years
All UIV originals and copies should either be burned or shredded
![Page 56: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/56.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 56
Implementing Safeguards
Technical safeguards alone, without complementary physical safeguards and/or administrative safeguards, do not meet HUD’s standard for the protection of private data PHAs are strongly encouraged to take all reasonable steps to implement a combination of technical, physical, and administrative safeguards
![Page 57: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/57.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 57
Implementing Safeguards
The physical and administrative safeguards that are implemented by a PHA must be appropriate when considered in combination with the technical safeguards available to the PHA through the EIV system
![Page 58: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/58.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 58
EIV Security
The PHA should develop an EIV security planSeparate from admin planSee Security Procedures manual
![Page 59: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/59.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 59
EIV Security
First steps: Assess current security measuresCompare to requirements for EIV
Administrative safeguardsPhysical safeguards
Decide upon “reasonable” steps to assure security of UIV data
![Page 60: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/60.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 60
Security Procedures Manual: Tools
Rules of Behavior/User Agreement Each authorized user
PHA Access Authorization Form Completed by PHA for each user
Key receipt form Restricted area access log And more!
![Page 61: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/61.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 61
NMA Housing Help Session
NEXT TOPIC…
![Page 62: Welcome to Your Housing Help Session!](https://reader035.fdocuments.us/reader035/viewer/2022070418/5681573a550346895dc4e1b5/html5/thumbnails/62.jpg)
© Copyright 2009 Nan McKay & Associates
Housing Help Sessions
EIV Security / EIV Update: March 13, 2009
Slide 62
NMA Housing Help Session