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OhioBWC - Common:  Security Notification Statement

Ensuring online security
Protecting sensitive data

Security notification statement
This Web site is intended for official state use only. Access to this Web site may be logged and monitored.
Anyone using this Web site shall have no expectation of personal privacy unless explicitly stated in writing on this site. Please see Your Privacy regarding how BWC secures your personal information online. Illegal or unauthorized attempts to access any system or information could lead to criminal and civil liability.

Protecting sensitive data
Access to this Web site means access to sensitive data. Below you will find guidelines for how to handle sensitive data.

  • Store sensitive data, such as paper records, CDs, DVDs and diskettes, in a secure area that you control.
  • Never maintain sensitive data longer than required. When you've finished using the data, delete it from any portable storage device, and shred any paper documents.
  • Do not transmit sensitive data via e-mail.
  • Follow the guidelines below when disposing sensitive data.

Disposing of sensitive data
No matter what the format, never leave sensitive data in an unsecured area, and never throw in the trash.

  • Paper - Use a cross-cut shredder (if available) to shred sensitive documents. Do not use straight-cut shredders.
  • CDs and DVDs
    • If possible, shred CDs or DVDs.
    • If a shredder is not available, bend the CD or DVD back and forth until it cannot be used.
  • Diskettes
    • Remove the outer silver tab so the diskette cannot be used.
    • After removing the tab, open the diskette, remove the floppy and cut it up.

Exchanging sensitive data with BWC
Effective November 2013, we are using an email encryption program called ZixMail to transmit sensitive information to external customers/partners. When you begin to receive encrypted email messages from BWC, you will need to establish a free account with ZixMail by creating a login and password.
Note: Before you receive your first encrypted email, you'll receive an email announcement from BWC notifying you about the new process.
You can find additional information about ZixMail here.

If for some reason you're not able to access or use ZixMail, we ask you to password protect a Microsoft Word/Excel document. Once you password protect the data, send the password to BWC in a separate email. Here are the steps to password protect a Microsoft Word or Excel document.

  1. Create or open the document you want to password protect.
  2. From top menu bar click Tool, Options.
  3. From the Options window, click the Security tab.
  4. Enter your password in the Password to open field, and then hit enter.
To verify if your document is password protected, simply close and reopen the document. You should see a window pop up asking for the password. Enter the password and click OK. The document should open.


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