CM-2021-181 - 6/25/2021TWC Data Exchange Request and Safeguard Plan
1.
Legal name of requesting
Round Rock Police Department/City of Round Rock, TX
governmental entity/Responsible
Financial Party
74-6017485
2.
Entity Tax lD#
3.
Street Address —Line 1
2701 N Mays St
4.
Street Address — Line 2
5.
1 City, State, Zip
Round Rock, TX 78628
6.
New request or renewal of an
❑ New request
existing contract?
® Renewal of existing agreement
Previous/Current Contract #:
❑ There are other contracts between TWC and the party not
Type of entity and authority to
affected by this agreement, which are as follows:
7.
® Texas Local Government Code, Interlocal Cooperation Act
contract
(e.g., cities, counties)
❑ Texas Government Code, Interagency Cooperation Act (e.g.,
state agency)
❑ Federal Agency Authority
Purpose for requesting information
❑ if state agency, please specify authority
8.
® to assist in criminal investigations
(Check all that apply)
® to assist in locating defendants, witnesses and fugitives in
criminal cases
® to assist in locating persons with outstanding warrants
® to assist in locating probation absconders
❑ to assist in determining eligibility for public
assistance/services
® other: please specify: Perform applicant background checks
(language will be inserted into contract)
9
Requested length of contract
❑ 1 year ❑ 2 years ® 3 years ❑ 4 years ❑ 5 years
❑ For federal entities only: to correspond with start of fiscal
10.
Requested start date
year starting:
11.
Information requested
®Wage Records (WR):
(Check the data being requested)
Wage Detail inquiry: View wage information of ran individual.
Coworker Search: View wages reported by an employer.
®UI Benefits and Claimant Info (UI):
Personal Information: View demographic information of r an
individual.
Claims: View unemployment insurance claim information.
Payments: View unemployment insurance payment info.
Empl yer Search: Search employers by name or address.
® Employer Records (ER)
Employer Master File: Search Employer Master File and view
state unemployment tax information.
— Texas Workforce Commission 106 2020
Method of receiving data
® Online access: Contractor access for lookup by SSN through
password -protected log -in account. Number of individuals
needing access accounts:
®1-10 (The subscription rate is $1,500 per year.)
❑11-25 (The subscription rate is $2,000 per year.)
❑26-50 (The subscription rate is $3,500 per year.)
❑Specify other quantity
* Please send a detailed justification on organizational
letterhead if more than 25 accounts are requested.
Volume/quantity of ONLINE users of Personal Identifiable
Information (PII) information per year. Estimated number of
individual records requested:
❑ Off line access: Computer match done by TWC staff.
Scheduled computer matching against file of SSNs or tax
account numbers submitted by Requestor periodically.
Frequency of requests:
❑Nightly ❑Weekly
❑Quarterly ❑Annually
❑ Bi-Weekly ❑ Monthly
❑ Other — specify:
❑ Ad hoc request for non-scheduled requests. Attach
specifications (see pg. 5 for details) including data field names.
❑ One-time request for large quantity of records. Attach
specifications (see pg. 5 for details) including data field names.
❑ One-time request for one or a few records.
(Submit request to open. record sgptwc.state.tx.us or fax request
to 512 463 2990.) T
Volume/quantity of off line records requested per submission:
Estimated number of individual's in which sensitive personally
identifiable information requested at any one time:
❑ 1.999: $250
❑ 1,000— 14,999:$300
❑ 15,000 — 19,999: $375
❑ 20,000 — 24,999: $500
❑ 25,000 -Above: $1,000
Hourly rate for programming of a new request or
modification of an existing job: $48.81.
De -identification: If submitting SSNs to TWC, also include a
unique identifier. For enhanced security, the return file will not
include SSNs but instead will include only the unique identifier
where feasible_
Texas Workforce Commission 106 2020
13.
How will data be viewed?
1) ® We will ONLY view screen information.
Select one of the three options.
(Respond to #14-19, check "N/A" to #20 and #21.)
2) ❑ We will use electronic copies of screen prints (PDF),
or
❑ We will transfer data into an electronic record.
(Respond to #14-20, check "N/A" to #21.)
3) ❑ We will use paper copies of screen prints, or
❑ We will transfer information into paper records
format.
(Respond to #14-19 and #21, check "N/A" to #20)
14.
Will non -employees be provided
® Only direct employees will be provided access.
access to the data?
❑ Persons who are not employees may/will be provided
Express written contract language
access. Please specify those that apply:
authorizing data sharing with non-
❑ Data Center Operators
employees is required for re-
❑ Other Governmental Contractors: Please specify:
distribution of information accessed.
15.
Will the data you are requesting be
❑ Yes - Specify:
disclosed to any other entity?
Express written contract language
® No
authorizing data sharing with non -
employees is required for re-
distribution of information accessed.
16.
What access control methods will
® Texas State Requirements under Title 1, Part 10, TAC Sec.
you use for access to the TWC
202, or comparable standards
information?
❑ National Institute of Secure Technology (NIST) or
comparable standards
❑ IRS Publication 1075 or comparable standards
17.
How will your organization assess
® Vulnerability testing
your security posture?
❑ Penetration testing
® Audits
® Other— Please specify: KnowBe4 Security Awareness Tools
Specify frequency for each that was checked: Vulnerability
testing is weekly via CISA; GAS audit occurs every 3 years.
KnowBe4 tests annually
18.
Are background checks performed
❑ No, background checks are not performed
on employees who will access
® Yes, background checks are performed.
information?
If yes, state when background checks are performed:
® Pre -employment
❑ Periodic checks during employment
19.
How will you have an auditable trail?
® I will keep a worksheet that includes at a minimum, the
person making the inquiry, the reason for the inquiry,
identifying information regarding the case or claim for which
the inquiry was made, and the date the inquiry was made.
❑ Other, If Other specify:
20.
How will you encrypt the data at
❑ Please specify:
rest?
® N/A— We do not keep data at rest.
Texas Workforce Commission 106 20201=
21_ When will data destruction occur? ❑ Consistent with Texas State Libraries and Archives
Commission (state records retention laws)
❑ Consistent with other standards: Please specify:
® N/A - We do not retain data.
Texas Workforce Commission 106 2020]=
22.
Point of Contact Name
(for daily matters)
Rick White
23.
Point of Contact Title
Manager, Crime Analysis and Statistics
24.
Point of Contact Phone
512-218-5524
25.
Point of Contact E-mail
rwhite@roundrocktexas.gov
26.
Point of Contact Address
2701 N Mays St, Round Rock TX 78665
27.
Alternate Point of Contact Name and
Title
Jessica Turner
28.
Alternate Point of Contact Phone
512-218-2708
29.
Alternate Point of Contact E-mail
iturner@roundrocktexas.gov
30.
Alternate Point of Contact Address
If different from Point of Contact
31.
Signatory Name
Laurie Hadley
32.
Signatory Title
City Manager
33.
Signatory Phone Number
512-218-5400
34.
Signatory E-mail
Ihadlev@roundrocktexas.gov
35.
Signatory Address
If different from Point of Contact
221 E Main St., Round Rock TX 78664
36,
Data Technology Contact Name
Megan Tschoerner
37.
Data Technology Contact Phone
512-218-5451
38.
Data Technology Contact E-mail
mtschoerner@roundrocktexasgov
39.
Invoice Recipient Name
Rick White
40.
Invoice Recipient Phone Number
512-218-5524
41.
Invoice Recipient Title
Manager, Crime Analysis and Statistics
42.
Invoice Recipient E-mail
rwhite@roundrocktexas.gov
43.
Invoice Recipient Address
If different from Point of Contact
All statements and information on this form are true and correct to the best of my knowledge.
The person signing is authorized to legally bind their organization to the terms of the contract.
at
Signature Authority v
Printed Name
Date &-e 6 V
For questions on how to complete this request form, contact DEContracts@twc.state.tx.us.
STOP HERE if you are only seeking online access.
If Sending Batch Files or Computer Matching — Offline Charge Details are on the next page.
Texas Workforce Commission 106 2020
OFFLINE INFORMATION REQUEST_ SPECIFICATIONS
(Describe in detail and be as specific as possible.)
1. Provide a reason for the request (e.g., statutory citation or rule number):
2. Is this a one-time or an ongoing request? ❑ One -Time ❑ On -going
If ongoing, specify time duration and frequency of data exchange (e.g., Annual for the next three calendar years,
Quarterly, Monthly):
3. Description of the request (if you require a particular data run, clearly specify the data needed, such as wage
records, employer records, Ul benefits information, etc.):
4. If other specific data elements are requested, provide a data format.
Texas Workforce Commission 106 2020
City of Round Rock
ROUND RACK
ryas Agenda Item Summary
Agenda Number:
Title: Consider executing a Texas Workforce Commission Data Exchange Request and
Safeguard Plan Form.
Type: City Manager Item
Governing Body: City Manager Approval
Agenda Date: 6/25/2021
Dept Director: Allen J. Banks, Chief of Police
Cost: $1,500.00
Indexes: General Fund
Attachments: TWC - Mod Request and Safeguard Plan - June 2020.docx
Department: Police Department
Text of Legislative File CM-2021-281
This is the first of a two-step process to renew the Police Department's access to unemployment and wage
records from the Texas Workforce Commission (TWC). The data are used to confirm employment for
applicants and to conduct subject searches for law enforcement purposes. The form in question provides
TWC with information regarding the Department's use of that information for what would be a three-year
contract. The formal contract will come to Ms. Hadley in a separate action. Ms. Hadley's signature does not
bind the City - it only confirms that she gives approval to the contract parameters and acknowledges that it
will cost $1,500 for the coming year. This process is required by TWC.
Cost: $1,500 annually.
Source of Funds: General Fund
City of Round Rock Pagel of 1