Memorandum from the Division of Purchases and Supply

Please read the following memorandum from the Division of Purchases and Supply regarding the requirement to protect personally identifiable information from public access in eVA.

MEMORANDUM

TO:                All State and Local Government eVA Users, Commonwealth of Virginia

FROM:           Ron Bell, Director

DATE:            December 27, 2011

SUBJECT:     Protection of Personally Identifiable Information

This memorandum serves as a reminder of the requirement to protect personally identifiable information from public access, including among others Social Security numbers, Federal Tax ID numbers, Patient Information, and Personal Banking Information, in accordance with Federal and State law.

This information is to be removed from procurement documents or procurement files when made available to the public. eVA purchase orders and other documents are public documents.  Therefore, this information is only to be included if including such information is required by law or essential to the processing of or execution of the purchase order.

If you must include such information do so by utilizing the comment field and file attachment capability at the line level and header level of the purchase order and ensure that the box is checked indicating to mark the comment or attachment Proprietary and Confidential.   If this information must be conveyed to the vendor check the box to indicate Visible to Supplier.

If you have any questions please contact the Division of Purchases and Supply at 804.786.3842.