As administrators of various affordable housing programs, we all have access to sensitive information about the residents that we serve. Not only do we have a moral obligation to protect this information, but we have a legal obligation, as well. To that end, New Hampshire Housing implemented an Information Security Program several years ago, the purpose of which was to provide an integrated and comprehensive approach to securing the Authority's business data and information.
As a reminder, we are asking for your cooperation with this program to ensure that the Personally Identifiable Information (PII) of your residents is not inadvertently disclosed to the wrong parties. New Hampshire Housing defines Personally Identifiable Information as:
First Name or Initial and Last Name
, plus one or more of the following elements such that the linking together of these elements within the context that they are presented distinguishes the person's individual identity in a potentially compromising way:
-Personal Home Address (home, email and/or phone)
-Social Security no.
-Taxpayer ID no.
-Drivers license no.
-Passport no.
-Alien identification no.
-Date of birth
-Financial account no. (bank, credit/debit card, investment account)
-Medical information
-Personnel employment information
-Background check information (Criminal, DMV)
-Client financial information
-User accounts and passwords (which could lead to compromising any of the above)
-Facility security access cards and pins (which could lead to compromise of any of the above)
Please keep this definition in mind when forwarding information to New Hampshire Housing. Unless specifically requested to do so by a member of the Asset Management staff, please do not forward copies of HUD form 50059, the Tenant Income Certification (TIC), or any other information containing PII such as Wait Lists or EIV Reports.
Please also be cognizant not to send
any other file backup information as to corrective actions made if not requested to do so. We have tried to streamline the management review process to be as paperless as possible and in doing so, we have instituted required corrective actions that eliminate the need to send additional documents with the review response. For example, your confirmation that a correction to a Certification has been done along with, if applicable, the anticipated voucher date in which the correction will appear and the TTP/HAP is the appropriate and acceptable response to having to make a correction and there is no need to send a copy of the correction with the response. There is no need to send a copy of the memo to the file that not having the proper document in the file was an oversight noted during the MOR, your confirmation that a corrective action has been done is all that is required to show action was taken.
If it is requested that you send information which has PII, please send it via encrypted email or via fax directly to the staff member's individual fax number. Unencrypted email is not secure and may compromise the information being transmitted. (There is no change to transmission through secured systems such as TRACS and WCMS.)
Please also keep this in mind when forwarding any information that may be considered business confidential for the owner and/or management agent.
Individual Asset Management staff member fax numbers (603) are listed below.
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Staff Member
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Fax number
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Andrea Sarvai
|
488-0934
|
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Andy Boyle
|
488-0933
|
|
Barbara Niland
|
488-0935
|
|
Darryl Courtenay
|
488-0939
|
|
Faith Bumford
|
488-0866
|
|
Ginny Larkin
|
488-0941
|
|
Heather Leary
|
488-0947
|
|
Jim Magoon
|
488-0954
|
|
Laurel Treamer
|
488-0946
|
|
Marie Poole
|
488-0938
|
|
Melanie Toscano
|
488-0949
|
|
Mindy Danis
|
488-0898
|
Thank you for your cooperation. Please share this information with all members of your staff that may do business with New Hampshire Housing.
If you have any questions, please contact your Asset Manager and when in doubt about what documentation to send, please also contact your Asset Manager.
