Sierra Pacific Network (VISN 21)

Report ID: SPE000000063473, U.S. Department of Veterans Affairs

Reported Entity: VISN 21 Martinez, CA

Issue:

A Security/Privacy incident was discovered on 06/08/11 at approximately 3:20 PM. The incident was reported to Information Security Officer (ISO) by a VA employee located at the VA NCHCS, Fairfield OPC. The incident occurred when a small trashcan containing several documents that also contained sensitive patient information was inadvertently emptied into a recycle container by a contracted housekeeping employee on 06/07/11 at approximately 5:00 PM. The documents contained names, full and partial SSNs, medical history, progress notes, etc. The recycle container was left outside over-night and was not retrieved until about 3:20 PM today when the incident was reported by a contracted housekeeping employee to a VA employee. The recyclables had not yet been picked up by the trash vendor so othe Privacy Officer (PO) was able to recover all of the documents in the recycle container. The PO retained all of the documents containing sensitive information. Update: 06/14/11:The storage bin was not secured shut or sealed and was found in an unsecure are on an Air Force base where regular trash is kept. There was 135 names with full SSN and 45 with full name and last 4 of SSAN. All of them contained PHI. There are no functional cameras covering the area were the container was stored. Therefore 135 Veterans will receive a letter offering credit protection services and 45 Veterans will receive notification letters.08/09/11:An appeal was filed. The DBCT reviewed and denied this appeal. The appeal was based on the fact that the facility is located on a military base and has a security force protection patrolling. Credit protection services and notification are still required.

Outcome:

Contract housekeeping staff were educated on the what containers are trash and which ones are shred it containers by the supervisor of the contract.