The security of the physical information is protected according to the following protocol:
• All project team members with offices will have doors that lock, and at times when these individuals are not in their offices, the offices will remain locked (e.g. at night, during out-of-office meetings, etc.) unless the office is in a secure area;
• A secure location will be available for team meetings and a secure common work area (project office) will be provided with telephones and computers;
• All RFQ and RFP documents will be stored in lockable cabinets. No information is to be removed from the common work area. All RFQ and RFP documents are to be locked in the cabinets overnight;
• Any staff with keys to the project office will sign a key registry or will be provided with a programmable key card;
• Copies of office and filing cabinet keys will be tracked and restricted to team members and other designated individuals who have permission to access the offices or cabinets;
• All paper documents related to the project will be stored in a locked cabinet or office;
• An appropriate records management protocol regarding shredding will be established and adhered to;
• A "clean desk" policy will be adhered to where possible;
• All final materials integral to the transaction process will be appropriately retained and filed in accordance with GOA records retention policies; and
• All other documents that are not integral to the official transaction process record may not need to be retained (such as duplicate copies, rough notes and preliminary drafts used to develop the official record); these documents must be disposed of in accordance with GOA records management policies.