§ 1017.20 - Discussion of confidential business information in meetings.

(a) In any meeting, symposium, panel discussion, or seminar in which CBI will be discussed by Commission employees, the meeting chairman shall:

(1) Be a person authorized to have access to CBI;

(2) Ensure that only persons authorized to have access to CBI are present when such information is to be discussed;

(3) Provide a sign-in sheet, including the date, time, place, subject of the meeting, and type CBI discussed and require all attendees to sign it. The meeting chairperson shall give the sign-in sheet to the DCO who will retain it for at least one year.

(4) Review with the attendees their responsibility for safeguarding CBI.

(5) Ensure that no electronic recording is made of the meeting unless the AEDHS has authorized it. If authorized, the recording must be treated as all other CBI and the DCO must enter it into the document control system;

(6) Ensure that the meeting room is secured after the meeting. This shall include erasing all blackboards, destroying all tear sheets and other notes, and ensuring that nothing is left in the room which would lead to an unauthorized disclosure of CBI.