HomeMy WebLinkAboutAgenda - 11-03-1999 - 8bORANGE COUNTY
BOARD OF COMMISSIONERS
Action Agenda
Item No ~~
ACTION AGENDA ITEM ABSTRACT
Meeting Date: November 3, 1999
SUBJECT: Census 2000 -New Construction Program Liaison
-------------------------------------------------------- -----------------------------------------------
DEPARTMENT Board of Commissioners
PUBLIC HEARING YES NO X
ATTACHMENT(S):
INFORMATION CONTACT
Clerk's Office,. ext. 2130
TELEPHONE NUMBER
Hillsborough 732-8181
Chapel Hill. 968-4501
Mebane 227-2031
Durham 688-7331
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PURPOSE: To appoint a New Construction Liaison to participate in the final review
opportunity being offered by the Census Bureau.
BACKGROUND:
1
The Census- Bureau is offering a final review opportunity, called the New Construction program,
to update the Census 2000 address list. The New Construction program allows officials of local
governments to identify housing units for which basic construction will be completed (closing
the structure from the elements) by Census Day, April 1, 2000. Every new address identified
during this review will receive a visit from a Census 2000 enumerator during the summer of
2000, to enumerate the occupants of the address and include them in the count.
FINANCIAL IMPACT: None
RECOMMENDATION: Appoint Craig Benedict as the New Construction Program Liaison and
authorize the Chair to sign the Participation Registration.
H:\agn new constr program.doc
1561 28-00092
2
00371350000
FORM D-~ SS3 U.S. DEPARTMENT OF COMMERCE
p-21-99- BUREAU OFTHE CENSUS
CONFIDENTIALITY AGREEMENT
NEW CONSTRUCTION PROGRAM
United States Census 2000 ~ ~'
1. Name of your Organization
2. Address (Number and Street RR HC, or Post Office Box Number)
P:O. Box 8181
3. City, State, ZIP Code
4. Governmental Units Represented by your Organization
5. Name of your New Construction Program Liaison
6. Responsibilities of liaisons participating in New Construction program activities
New Construction program liaisons must agree to keep confidential the Census 2000 address information
they review or to which they have access. They may use this information solely for suggesting
improvements to the Census 2000 address list. All individuals from your organization who will be
reviewing Census 2000 addresses need to sign below to indicate they read and understand the Census
Bureau's rules on confidential information. These rules are provided in the New Construction Program
Confidentiality and Security Guidelines. In addition, liaisons who sign below indicate they have read and
understand the penalty for disclosing information obtained by the Census Bureau about addresses or
individuals is a fine of not more than 55,000, or imprisonment for not more than five years, or both.
Date Liaison's Signature and Printed Name
Telephone Number
11.1J26~;lQT- ~~ ~~~~-
(Primary New Construction Program Liaisonl
'CRAIG BENEDICT,PLANNING DIRECTOR
?sll~K~y9 gt ~n~~~-2,50.]
ROSCOE REEVE, Director. of Land Records Department
You may duplicate this form if you require more signature blocks
This form (Confidentiality Agreement, Participation Registration. and
Program Materials Request) must be returned by November 1,1999,
X1561 28-00092 cn~~i~~nnnn
FORM D-1553
(9-21-99)
CONFIDENTIALITY AGREEMENT
NEW CONSTRUCTION PROGRAM
United States Census 2000
U.S. DEPARTMENT OF COMMERCE
BUREAU OF THE CENSUS
1. Name of your Organization
2. Address (Number and Street RR HC, or Post Office Box Number)
PO. Box 31$1
3. City, State, ZIP Code
4. Governmental Units Represented by your Organization
5. Name of your New Construction Program Liaison
6. Responsibilities of liaisons participating in New Construction program activities
New Construction program liaisons must agree to keep confidential the Census 2000 address information
they review or to which they have access. They may use this information solely for suggesting
improvements to the Census 2000 address list. All individuals from your organization who will be
reviewing Census 2000 addresses need to sign below to indicate they read and understand the Census
Bureau's rules on confidential information. These rules are provided in the New Construction Program
Confidentialityand Security Guidelines. In addition, liaisons who sign below indicate they have read and
understand the penaky for disclosing information obtained by the Census Bureau about addresses or
individuals is a fine of not more than 55,000, or imprisonment for not more than five years, or both.
Date Liaison's Signature and Printed Name Telephone Number
10~2E,~~g -TT2.4~~z-
(Pri ary New truction Program Liaison)
CR~I G -BE~NED I CT, PLANN I N DIRECTOR
ROSCOE REEilE, Director of Land Records Department
You may duplicate this form if you require more signature blocks
This. form (Confidentiality Agreement, Participation Registration and
Program Materials Request) must be returned by November 1, 1999.
FoRnn D-7 5G4A U.S. DEPARTMENT OF COMMERCI
(9-21-99) BUREAU OF THE CENSU,
PARTICIPATION REGISTRATION
New Construction Program
United States Census 2000
®(YES! Our community would like to participate in the New Construction program.
^ N0, we are not able to participate.
If you would like more information. to help decide, please call this toll free
telephone number: (888)688-6948.
Jurisdiction name (For example: Chesterfield County, SC; or city of Sacramento, CA; or Menominee
American Indian Reservation)
ORANGE COUNTY, NC
Signature Date/ ~~
~
~
~ `-'
6
Printed name (First, Middle, Last)
-_._ALiCE M. GORDON
Title of highest elected official making this commitment
CHAIR. OF THE BOARD OF COMMISSIONERS
The following person is designated as our official liaison (work contact) for
the New Construction program.
Name
CRAIG BENEDICT
Title (If any)
DIRECTOR, PLANNING DEPARTMENT
Department or Organization
ORANGE COUNTY, NC
Mailiing address (IfApp/icab/e, FedEX/UPS/package delivery address)
(Number and street or post office box)
P. 0. BOX 8181
City
State ZIP Code
HILLSBOROUGH
27278
Area Number Extension Area Number Extension
Telephone Code I I FAX No. Code
Number I I
919 I .245-2592 I (if any) I I
919 I 644-3004 I
Electronic Mail Address (If any)
cbenedict@co.orange.nc.us
FORM D-1564B
Is-2i-ss~
U.S. DEPARTMENT OF COMMERCE
BUREAU OF THE CENSUS
NEW CONSTRUCTION PROGRAM MATERIALS REQUEST
United States Census 2000
The Census Bureau asks that you indicate your preference of how you want to receive your New
Construction program materials. Return this form to your regional census center within two weeks
after receipt. Note: If you are requesting the listings in computer-readable format, you must
specify whether you want CD-ROM or diskette.
The paper address list will contain 15 addresses per page and therefore will be a very large and
heavy listing for those communities with large numbers of housing units. If you have personal
computer capabilities or a data processing organization, we encourage your community to work
with acomputer-readable version of the address list instead of paper. Please check your selection
below.
Materials Requested
Place an "x" .next to your selections.
1. Address List and Census Block Summary Listing (Please choose either paper or
computer-readable format)
Pa er
Com uter-readable format
Paper address list sort
(Select one)
Census 2000 block number
AI hanumeric
Computer-readable medium
(Select one)
CD-ROM
Diskette (3.5" PC Formatted)
If you select the computer-readable format, the Census Bureau will provide a flat ASCII,
comma-delimited, computer-readable file. It will be sorted by Census 2000 block number.
If you are unsure about the choice of CD-ROM or diskette and do not check either
computer-readable medium box, the choice of computer-readable medium will be determined by
your jurisdictions file size. Jurisdictions with fewer than 15,000 addresses will receive a diskette.
Jurisdictions with more than 15,000 addresses will receive a CD-ROM. The determining factor is
the maximum storage capacity of a diskette.
Please, carefully consider your choices above. The timing of this program will not allow us to
honor changes i.e., paper list to computer-readable medium or CD-ROM to diskette. We are not
able to provide Macintosh formatted diskettes.
2. Maps
All new Construction program participants will receive a complete set of paper maps.
D-1554 Department of Commerce
(9~21'99~ Bureau of the Census
CONFIDENTIALITY AND SECURITY GUIDELINES
New Construction Program ~~~`~ 17
United States Census 2000
When the Census Bureau collects information from or about an individual, it is required by law to ~ ~
maintain the confidentiality of that information. The Census Bureau takes this responsi#ai~ity-very--
seriously to successfully protect the privacy of the data it collects. Respondents place their trust in
the Census Bureau each time a survey is completed or an interview is conducted. This trust is critical
to the success of the Census Bureau's mission. For this reason, the Census Bureau requires that each
local and tribal official who participates in the New Construction program understand and agree to
abide by the confidentiality and security guidelines outlined below and in the New Construction
Program Technical Guide.
Why Address Information Is Protected
It's the law. Title 13, United States Code provides for the confidential treatment of census related
information. Chapter 1, Section 9 of the code states:
"Neither the Secretary, nor any other officer or employee of the Department of Commerce or
bureau or agency thereof, or local government census liaison, may, except as provided in section
8 or 16 or chapter 10 of this title -
1. use the information furnished under the provisions of this title for any purpose other than the
statistical purposes for which it is supplied; or
2. make any publication whereby the data furnished by any particular establishment or individual
under this title can be identified; or
3. permit anyone other than the sworn officers and employees of the Department or bureau or
agency thereof to .examine the individual reports."
Section 214 of the code further explains that the penalty for the wrongful disclosure or release of
information protected by Title 13 is a fine of not more that 55,000 or imprisonment for not more
that 5 years, or both.
To implement this law, all employees of the Census Bureau (both temporary and permanent) take
an oath to maintain the confidentiality of the census information .they encounter in their work.
Census information includes everything on a completed or partially completed questionnaire, or
obtained in a personal or telephone interview. In addition, it includes individual addresses, such
as those the Census Bureau maintains in its Census 2000 address list that the New Construction
program liaisons will be examining as part of the New Construction program. It also includes
maps that show individual housing unit locations. Generalized address information, such as the
address range data available in the Census Bureau's TIGER/Line products, is not considered
protected by Title 13, United States Code.
In 1994, the Congress amended Chapter 1 of Title 13, United States Code, to allow locally and
tribally appointed liaisons to review the Census Bureau's address list for their area. This
amendment recognizes the important role that local knowledge and participation can play in
building the Census 2000 address list. The amendment also provides for the continued
confidentiality protection of individual address information and therefore limits the use of the
Census 2000 address list by liaisons to the improvement of the Census 2000 address list.
Significance of the Address Review Confidentiality Agreement
Each participating agency should designate a primary liaison for the New Construction program
review opportunity. This individual will be the primary contact for New Construction activities. We
consider all other individuals who will have access to the Census 2000 address information as
liaisons and they must sign the Confidentiality Agreement as well. Signatures on this form
constitute an agreement by each individual to abide by the security guidelines outlined below.
The Census Bureau will not transmit the Census 2000 address list materials for your
area until we have received a completed Confidentiality Agreement.
Although you may have prior confidentiality agreements on file at the Census Bureau,
these will not fulfill the requirement of the New Construction program.
Security Guidelines
We are providing the security requirements used by the Census Bureau in all its work facilities,
and on all its computers. The Census Bureau accepts that the implementation of these guidelines
may vary slightly from one New Construction program participant to another, but the end results
must be the same for each participant-non-disclosure of Title 13, United States Code information.
Protecting Census 2000 Address Information On Paper
• Keep all Census 2000 address information in a locked room during non-work hours. If
possible, store the Census 2000 address materials in locked desks or cabinets.
• During work hours, do not leave a room unattended where Census 2000 address information
is stored; lock the room whenever you leave it.
• Do not leave Census 2000 address information unattended at your desk.
• .Only make copies of the information if required to complete your task; while
making copies, do not leave the copying machine unattended.
• To FAX a document containing Census 2000 address information to a Census Bureau
location, make sure the document is properly labeled, verify the FAX number before sending,
and arrange for a Census Bureau employee to be at the FAX machine to receive it.
• Do not discuss the Census 2000 address information or locations of addresses with
anyone who is not a New Construction program liaison or a Census Bureau employee..
• Do not disclose precise, or even anecdotal information, about Census 2000 addresses or
locations.
Protecting Electronic Census 2000 Address Information
• Operating systems, programs, applications, and data related to the review of Census
2000 addresses must be accessible only to New Construction program liaisons. The
automated data processing (ADP) system should restrict the read., write, delete, and
execute functions applicable to the Census 2000 addresses.
+ The ADP system must use log-on routines that require aUser-ID and password that conform to
the following guidelines:
1. Assign a unique User-ID and password for each New Construction program liaison.
2. Disable passwords after three bad attempts.
3. Reject passwords that are the same as the User-ID or that have been
used within the last 6 months.
4. Passwords must be at least six characters.
5. Do not display passwords on terminals or printers.
6. Encrypt passwords.
7. Assign a 30-day expiration date to passwords.
8. On new accounts, use expired passwords to force users to set new passwords.
• The ADP system must display a warning log-on feature.
• Computer screens must display a warning that states: 'This computer contains U.S. Census
Bureau address information protected by Title 13 United States Code; unauthorized release of
this information is punishable by fines or imprisonment."
Form D-1b54 X321-991 'Z
• If Census 2000 address information is placed on a shared computer system, construct electronic
security profiles to allow only New Construction program liaisons access to the Census 2000
address information.
• If Census 2000 address information is to be transmitted over external networks, use dedicated
lines or encrypt the data.
• Lock all rooms containing computers and all associated media during non-work hours.
• During work hours, do not leave computers with Census 2000 address information unattended;
lock the room whenever you leave.
• Label any diskettes containing Census 2000 address information. If backup is necessary, do not
send the tapes, cartridges or disks off-site and store them in a secured area.
• Magnetic media (tapes, disks, hard drives) containing Census 2000 address information must be
cleared prior to reuse. To clear, overwrite all sensitive data a minimum of three times using a
commercial disk utility program or degauss using a commercial degausser.
• Program any software you develop for displaying Census 2000 addresses to label each affected
page of a printout containing Census 2000 address information with the fpllowing:
"THIS (list, reports CONTAINS INFORMATION, THE RELEASE OF WHICH IS
PROHIBITED BY TITLE 13 UNITED STATES CODE AND IS FOR BUREAU OF THE
CENSUS OFFICIAL USE ONLY."
Return or Destruction of Census Bureau Materials
The Census Bureau has specific guidelines for destroying and mailing Census confidential
material. Once your organization has completed the New Construction program, we require that
the primary liaison verify that you have destroyed any remaining Census 2000 address
information using the guidelines provided in this section. A sample of the destruction form is
included on page 4 of this document. If your organization cannot comply with the guidelines for
the destruction of the Census 2000 address information, then you may return them by mail to the
Census Bureau's Regional Census Center using a mailing label provided with the New
Construction materials and the mailing guidelines outlined below.
Destruction of Census Confidential Materials
• Never deposit Census confidential materials in a trash or recycle container.
• Store the materials in a secure area in a container labeled: "document destruction container"
until they are destroyed.
• The destruction. process must prevent recognition or reconstruction of the information. Use one
of the methods below to destroy Census confidential materials:
1. Shredding.
2. Chemical decomposition.
3. Pulverizing (for example, hammer mills, choppers, and so forth).
4. Burning (only in a facility approved by the Environmental Protection Agency).
• Once you have selected a method of destruction, the Census Bureau's Regional Census Center
staff will provide you with the precise specifications for the destruction method you have
selected.
Form D-15541927-99) 3
Return of Census Confidential Materials (if necessary)
• Seal and reinforce all packages.
• Enclose a letter to the Census Bureau's Regional Census Center notifying them of the
shipment and listing its contents.
Shipping
• Use shipping contractors that provide tracing services, such as certified or registered mail,
Federal Express, United Parcel Service, and so forth.
• Ship Census confidential material in two opaque, sealed envelopes, wrappings, or containers,
durable enough to protect the material exposure or tampering. Label both sides of the inner
envelope or wrapping with "DISCLOSURE PROHIBITED--13 U.S.C." Address the inner envelope
to the Director, Census Bureau Regional Census Center. For the specific address information,
please refer to your New Construction program invitation letter that was enclosed with this
document. The outer envelope or wrapping should be appropriately addressed but should
NOT display the security classification designation.
• Explain to carriers that multiple packages containing Census confidential material must travel
and be delivered as a unit.
NEW CONSTRUCTION PROGRAM
United States Census 2000
Destruction of Title 13, U.S.C. Materials
ORANGE. COUNTY GOVERNMENT
(Fill in the name of your organization)
has properly destroyed the original New Construction program address materials and any
copies, using the security requirements provided to our organization by the Census Bureau.
Date Signature
~~/~2/99 'c~
nmary w onstr ion rogram is on
Form D-15541921-99) 4