Information contained in this publication is intended for informational purposes only and does not constitute legal advice or opinion, nor is it a substitute for the professional judgment of an attorney.
Nevada has joined Massachusetts as the only two states currently mandating encryption of sensitive human resources information.* The Nevada law — which, like the Massachusetts regulations, takes effect January 1, 2010 — applies to any organization doing business in Nevada that collects an individual’s first name or initial and last name plus Social Security number, employee identification number, driver’s license number, or credit or debit card number or financial account number with any required security code (collectively “Personal Information”). Every employer collects employees’ SSNs in the ordinary course of business, and many employers assign employee identification numbers and collect driver’s license numbers. Consequently, the new law applies to all employers.
The statute requires encryption in two circumstances. First, electronic transmissions of Personal Information must be encrypted unless the transmission (a) passes within a secure network, or (b) is sent by fax machine. This means that intracorporate e-mail will not need to be encrypted as long as e-mails do not pass over the public Internet (which usually is the case). However, all e-mail to third parties, i.e., e-mails that do pass over the public Internet containing Personal Information, will need to be encrypted.
Second, no “data storage device” which contains Personal Information may be taken off-site unless the Personal Information is encrypted. The new law’s broad definition of “data storage device” includes laptops, iPhones, BlackBerrys, back-up tapes and disk drives, as well as virtually any other electronic device that can store Personal Information.
Employers who fail to comply with the law will be easily discovered. Because Nevada’s security breach notification law provides a safe harbor from notification for Personal Information that is encrypted, any notice of a security breach that discloses the loss or theft of a laptop, portable digital assistant, back-up tape or other electronic storage medium effectively would constitute an admission that the employer failed to comply with Nevada’s encryption requirement. Because that failure would violate a statutory standard, the absence of encryption most likely would be deemed negligent. For this reason, employers with operations in Nevada should begin now to develop plans for complying with the new Nevada encryption standard.
*For comprehensive coverage of the Massachusetts data security regulations, see Littler ASAP "New Massachusetts Regulations Impose Substantial Obligations on Corporate Human Resources Departments to Safeguard Employees' Personal Information" by Philip Gordon.