This form is a basic Information and Document Control Policy for use by companies wishing to establish control procedures for confidential, sensitive, or proprietary information.
West Virginia Information and Document Control Policy ensures the proper management and security of sensitive information and documents within the state. It outlines the guidelines and procedures that must be followed to maintain confidentiality, integrity, and availability of data. This policy applies to all employees, contractors, and authorized users who handle West Virginia's information and documents. Key elements of the West Virginia Information and Document Control Policy encompass: 1. Access Control: — Restricting access to information and documents based on need-to-know basis. — Implementing user authentication mechanisms such as passwords, Pins, or biometrics. — Regularly reviewing access privileges to ensure they align with job roles and responsibilities. — Maintaining an access log to monitor and investigate unauthorized access attempts. 2. Classification and Handling: — Categorizing information and documents into different classification levels based on their sensitivity (e.g., confidential, sensitive, public). — Providing clear instructions on how each classification level should be handled, stored, and transmitted. — Encouraging the use of encryption and secure communication channels for the exchange of sensitive information. 3. Storage and Retention: — Defining the appropriate storage media (e.g., secure servers, encrypted databases) for different types of information and documents. — Establishing retention periods and disposal procedures to ensure compliance with legal, regulatory, and organizational requirements. — Enforcing the use of physical safeguards (e.g., locked cabinets, access control systems) for storing physical documents. 4. Document Control: — Implementing version control mechanisms to track document revisions and ensure the use of the latest authorized versions. — Maintaining proper records of document creation, modification, and archival. — Establishing document review procedures to periodically assess accuracy, relevance, and compliance with policies and standards. 5. Training and Awareness: — Conducting regular training programs to educate employees about the importance of information and document security. — Raising awareness about common threats, such as phishing attacks, social engineering, and unauthorized disclosure. — Ensuring employees understand their responsibilities and obligations concerning the safeguarding of sensitive information. Different types of West Virginia Information and Document Control Policies may include specific policies for departments such as: — West Virginia Department of Health and Human Resources Information and Document Control Policy — West Virginia Department of Education Information and Document Control Policy — West Virginia Department of Transportation Information and Document Control Policy These department-specific policies align with the overall West Virginia Information and Document Control Policy but may include additional guidelines tailored to meet the unique requirements of each sector.
