November 24, 1997

MEMORANDUM NO. 980011

TO:            NCAS Security Administrators
                  NCAS Agencies

FROM:      Chuck Cooper, Assistant State Controller
                  Office of the State Controller
 
SUBJECT: Original NCAS Security Request Forms

In the past, the Office of the State Controller has accepted faxed copies of NCAS Security Request Forms from state agencies.  State agencies were then required to send the original to our office immediately to meet audit requirements to have an original signature on each form filed with OSC.  This process has caused problems for our office because some state agencies have not sent the original forms to our office in a timely manner.  In some cases, our staff has had to repeatedly call agencies to remind them to send the originals.  In order for our office to operate more efficiently and effectively, the OSC is changing the manner in which we accept all Security Request Forms.

Effective January 1, 1998, the OSC will no longer accept faxed NCAS Security Request Forms and will ONLY accept ORIGINALS.  Original forms can be sent to our office through Interoffice mail, US mail, or hand-delivered to 3512 Bush Street in Raleigh.  All forms must be received in our office by 12 p.m. on Thursday.  The OSC is not responsible for delays in Interoffice or US mail deliveries.

While we regret any inconvenience that this may cause our agencies, we believe this will be a better use of the State’s resources.  We will continue to work with the Office of the State Auditor to streamline this process and utilize the benefits that electronic commerce will provide for the State of North Carolina.  In the case of an emergency, (i.e., an employee needs to be revoked from the system immediately), or if you have any questions regarding this change in procedure, please call the NCAS Support Services Help Desk at (919) 875-HELP.

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