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The City of Portland, Oregon

Office of Management & Finance

Revenue Division

Arts Tax: 503-865-4278

Business Taxes: 503-823-5157

111 SW Columbia St, Suite 600, Portland, OR 97201

More Contact Info

2018 Security Awareness

 Please take the Security Awareness Certification Quiz after completing this training. The questions are based on the videos so you'll want to take the time to watch the brief videos for each subject area.

Security Awareness

Purpose

  • Provide basic security awareness training to protect confidential customer information
  • Provide skills and knowledge to also help employees protect their own information
  • Receive annual security awareness certification needed to comply with IRS regulations

What is confidential information?

Personally Identifiable Information (PII)

Any information about an individual that can be used to distinguish or trace an individual's identity, such as:

  • Name
  • Social security number
  • Date and place of birth
  • Mother's maiden name, or
  • Biometric records; and

Any other information that is linked/linkable to an individual, such as:

  • Medical
  • Educational
  • Financial; and
  • Employment information

Examples of PII: tax accounts, tax returns, water billing system accounts, and other account information.

PII is regulated by the state, City, and Revenue Division.

Training Topics

Security Awareness Training Topics:

  1. Physical Security
  2. Social Engineering
  3. Malware
  4. Spear Phishing
  5. Social Network

Each video takes approximately 5 minutes. You will be provided with City / Revenue-specific information as it applies to each section.

There is a quiz at the end that you need to pass to attain your annual certification. The quiz will include questions from each section. You are expected to complete each section of the training.

 Physical Security

Physical Security Training (5 min.)

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Revenue's Physical Security

  • All programs and program areas work with confidential information
  • An enforced access policy increases employee safety and data security
  • Employees must wear their badges above their waist as a clear identifier
  • All employees are expected to politely challenge any person in the secure work area who is unrecognized and not clearly displaying an access badge. Employees are expected to ensure unauthorized personnel do not tailgate or piggyback into the secure work area
  • All employees are also expected to challenge any unauthorized personnel attempting to enter the Restricted Area, including co-workers, postal workers and police officers

Sign-In Procedures

All visitors must sign in using the iPad at the front counter or back door before entering the Division

  • White City badge with Revenue access – sign in and out, no escort
  • Green badge – sign in and out, no escort
  • Red badge – sign in and out, always escorted
  • Lunch visitors – due to numerous City employees moving to Columbia Square, the break room will become a "common area" (no sign in and out). RB-6, Workplace Access policy is being updated. Access beyond the break room will require visitor sign in and out, badge and escort

Restricted Area Access

  • For designated personnel with card key access only
  • BTS staff are escorted at all times
  • Building maintenance and cleaning staff do not have access - must make an appointment
  • Additional sign-in log
  • Tailgating/piggybacking is prohibited
  • Guests need to talk to IRS Liaison before attempting entry

If you lose your badge, please report it to the Administrative Assistant as soon as possible.

Cash and PII Security (RB-14)

  • Checks must be locked up at the end of the day
  • Sensitive information must be locked up either in a centrally located locked cabinet or locking file drawer
  • Deposit batches may be deposited in the appropriate locking mailbox 
  • Trash cans and recycle bins must be emptied at the end of the day
  • Computer screens must be locked whenever the employee leaves their desk and is not in direct line of sight of their computer 

How to lock your screen: Windows Key + L or CTRL + ALT + DELETE then ENTER

Do not share your account or password with anyone.

Social Engineering

Social Engineering Training (5 min.)

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Reporting

If you receive a suspicious email please forward the email to City Spam Deposit City Spam Deposit: junk@smtp1.portlandoregon.gov.

If you fall victim to social engineering or your computer starts acting strange, e.g., clicking, searching, scanning information, etc., contact BTS HelpDesk 503-823-5199 and your supervisor.

Malware

Malware Training (5 min.)

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Reporting

If you receive a suspicious email please forward the email to City Spam Deposit City Spam Deposit: junk@smtp1.portlandoregon.gov.

If you fall victim to malware (either from email or a website you visited) or your computer starts acting strange, e.g., clicking, searching, scanning information, etc., contact BTS HelpDesk 503-823-5199 and your supervisor.

Spear Phishing

Spear Phishing Training (5 min.)

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Training Video #2: Phishing vs. Spear Phishing 

Reporting

If you receive a suspicious email please forward the email to City Spam Deposit City Spam Deposit: junk@smtp1.portlandoregon.gov.

If you fall victim to phishing, spear phishing, or your computer starts acting strange, e.g., clicking, searching, scanning information, etc., contact BTS HelpDesk 503-823-5199 and your supervisor.

 Social Networking

Social Networking Training (5 min.)

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Additional Information

Posting federal tax information (FTI) and customer information on social media is prohibited.

Take the Security Awareness Certification Quiz