Skip Maine state header navigation

Agencies | Online Services | Help

State Logo

Maine State Government

Dept. of Administrative & Financial Services

Office of Information Technology


Payment Card Compliance Policy

I. Statement

In order for State of Maine customers to conduct electronic financial transactions with state departments, customers must be assured information provided to state agencies is handled in a safe and secure manner. The State of Maine Office of the State Treasurer has issued Credit Card Information Security Policy and Guidelines. The responsibility for adhering to the Credit Card Information Security Policy and Guidelines falls to employees, contractors, consultants, temporaries, and other workers.

II. Purpose

The purpose of this policy is to assure that OIT employees, contractors, consultants, and temporaries handling cardholder data adhere to the guidelines and procedures detailed in the Office of the Treasurerís Credit Card Information Security Policy and Guidelines.

III. Guidelines & Procedures

The Office of the Treasurer has outlined the following guidelines to be followed in regard to handling cardholder information.

A. Cardholder Data

1.      The Primary Account Number (PAN) must NOT be stored on any system, personal computer or email account.† (Should your department have a legal or regulatory requirement to store the PAN, permission may be granted only after a written request has been reviewed and approved by the Office of the State Treasurer. Additional restrictions will apply)†

2.      Under no circumstances should the card verification code or value or PIN number or value be stored.

3.      Do not store the full contents of any track from the magnetic stripe.

4.      Mask PAN when displayed (the first six and last four digits are the maximum number of digits to be displayed)

5.      Keep all other cardholder data storage to a minimum.† Develop and document a data retention and disposal policy.† Limit storage amount and retention time to that which is required for business, legal, and or regulatory purposes, as documented in retention policy.†† Cross cut shred, incinerate, purge, degauss, or shred any hardcopy or electronic media when it no longer qualifies for storage under the retention policy.


B. System Requirements

1.      Install and maintain a firewall configuration capable of protecting cardholder data.

2.      Encrypt transmission of cardholder data across open, public networks, including wireless networks.

3.      Use and regularly update anti-virus software or programs. Ensure that all anti-virus mechanisms are current, actively running, and capable of generating audit logs.

4.      Develop and maintain secure systems and applications.† All systems must have the most recently released, appropriate vendor provided security patches.† Establish a process to identify newly discovered security vulnerabilities.

5.      Track and monitor all access to network resources and cardholder data.† Regularly test security systems and processes.


C. Access Control

1.      Limit access to computing resources and cardholder information only to those individuals whose job requires such access.

2.      Identify all users with a unique user name before allowing them to access system components or cardholder data. Authentication must be used in the form on one or more of the following methods: Password, Token Devices (SecureID, Public Key), and Biometrics.

3.      Ensure proper user authentication and password management. This includes: Modifications of user IDs, addition, deletion, removal of inactive accounts, immediate revocation of terminated users, password lockout, inactivity logout, authentication of all access to any database containing cardholder data.

4.      Physically secure all paper and electronic media (including computers, networking and communications hardware, paper receipts, reports, and faxes) that contain cardholder data.

5.      Use appropriate facility entry controls to limit and monitor physical access to systems that store, process or transmit cardholder data.


D. Security Policy

1.      Develop and maintain department specific credit card security procedures.

2.      Develop usage policies for employees and contractors containing acceptable uses of technologies.

3.      Implement formal security awareness training to make all employees aware of the importance of cardholder data security.†

4.      Require employees to acknowledge in writing that they have read and understood the departmentís security policy and procedures.

5.      Create an incident response plan to be implemented in the event of a system compromise.† Ensure the plan addresses, at a minimum, specific incident response procedures, business recovery and continuity† procedures, data backup processes, roles and responsibilities, and communication and contact strategies.


E. Payment Card Industry Data Security Standards

1.      The PCI DSS establishes industry standards concerning the handling of credit card data.† In addition to compliance with the Treasurerís Policy, departments should be thoroughly familiar and in compliance with the PCI DSS where applicable.† The Treasurerís office will provide your Department with the PCI DSS upon setup and before approval.

2.      Departments may consider contracting with a vendor to scan each IP connection and/or website to ensure PCI compliance.

3.      Departments using only a dial terminal may contact the Treasurerís Office for a self-assessment questionnaire.†


F. Responsibility as data handlers

1.      The Office of Information Technology recognizes the unique role OIT technologists occupy when conducting business with and for state agencies. OIT employees are required to make any entity requesting the handling of cardholder data aware of this policy.† Any entity requiring further assistance with this policy should be directed to contact the Office of the Treasurer.

2.      The Office of the State Treasurer must approve all credit card processing activities in the State of Maine prior to entering into any contracts or purchasing equipment.† This requirement applies regardless of the transaction method.† Departments who need to process credit/debit cards should contact the Office of the State Treasurer.

IV. Applicability

This policy applies to data custodian agencies within the Executive Branch and semi-autonomous agencies of Maine State government, and to all their applications and data irrespective of where they are hosted.††


V. Definitions

1.      Semi-autonomous State Agency: An agency created by an act of the Legislature that is not part of the conventional branches of Government, i.e., the Executive Branch, the Legislative Branch, the Judicial Branch, the Office of the Attorney General, the Office of the Secretary of State, the Office of the State Treasurer, and the Audit Department.


2.      PAN: Primary Account Number


3.      PCI DSS: Payment Card Industry Data Security Standards are technical and operational requirements that were created to help organizations that process card payments prevent credit card fraud, hacking and various other security vulnerabilities and threats. The standards apply to all organizations that store, process or transmit cardholder data Ė with guidance for software developers and manufacturers of applications and devices used in those transactions.


4.      PIN: Personal Identification Number


5.      Encrypt: Encryption is the process of transforming information (referred to as plaintext) using an algorithm (called cipher) to make it unreadable to anyone except those possessing special knowledge, usually referred to as a key.


6.      Token devices: Software and/or security tokens guarantee a level of authentication factor required to conduct electronic transactions at an agreed upon security level.


VI. References


VII. Document Information

1.      Document Reference Number: 39


2.      Category: Security


3.      Adoption Date: 05/12/2009


4.      Effective Date: 05/12/2009


5.      Review Date: 05/12/2012


6.      Point of Contact: Security and Privacy Officer, OIT, Kevin Jones 624-8800.


7.      Approved By: Richard B. Thompson, Chief Information Officer, State House Station #138, Augusta, ME 04333, (207) 624-7568.


8.      Position Title(s) or Agency Responsible for Enforcement: Security and Privacy Officer, OIT, Kevin Jones 624-8800.


9.      Legal Citation: 5 MRSA, Chapter 163, Section 1973, paragraphs B and D, read in part: [The Chief Information Officer shall] "Set policies and standards for the implementation and use of information and telecommunications technologies" and "Identify and implement information technology best business practices and project management".


10.  Waiver Process: None.