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Policy: • Each EIV user is required to have their own User ID and Password. • Only authorized persons will access the EIV data system. • All EIV information will be documented on an EIV third party verification form. • All EIV information is not to be printed or saved to a hard drive, unless authorized by the HCV Program Security Coordinator. • If approved; EIV information that is printed or saved to a hard drive, must be locked and monitored in a metal file cabinet or stored in a designated secure area. • If stored in a restricted area, it must be prominently posted with signs or entry indicators identifying them as such and with limited points of entry. • All EIV information, if printed or saved to a hard drive, must be destroyed as soon as it has served its purpose. • All UIV originals and copies must be shredded. • A copy of Forms HUD-9886 or HUD 9887 must be signed by each adult member of the household and is kept in the household file. • All users must have signed a current User Agreement and have it on file. • Must maintain a key control log to track the inventory of keys available for secure buildings, rooms, or file cabinets, the number of keys issued and to whom the keys are issued. • Ensure that combination locks are reset regularly and all keys are returned, including whenever an employee leaves the program administrator's staff or office. • Ensure that UIV information is disposed of in an appropriate manner. • Must maintain a log of all documents that have been shredded including the name of the employee who conducted the disposal, a description of the documents. the method of disposal, and the date of the disposal. • All users of UIV will have security awareness training as deemed necessary by the Program Administrator. • Maintain a record of all personnel who have attended training sessions. • Section 8 Program Director will immediately report any evidence of unauthorized access or known security breaches to the HUD Field Office of Public Housing. All evidence will be provided to the HUD Field office in writing and all security violations regardless of whether the security violations were intentional or unintentional. • Users are given access to the system based on a need to perform specific work and shall only access the information for which they are specifically authorized. • Users shall be held accountable for their actions while accessing the system. Be aware that all computer resources are monitored and audited by HUD. 154