Although Chancellor Kristensen instructed all departments to be in compliance by January 1, 2008, with the UNK Social Security Number Policy, we realize that many departments have a significant task ahead of them to be completely compliant. We do expect departments to have the following completed by January, 2008:
- Identify documents and processes within the department that use social security numbers and make plans to replace the social security number with NU-ID. These documents can be paper or electronic.
- Identify forms used by the department that request social security number and remove the social security number field or replace it with NU-ID. If the social security number is required, request an exemption from the policy from Information Technology Services
- Do not send social security numbers via email unless the email message is encrypted. Encryption may not be possible if email messages are destined for off-campus addresses.
- Paper documents with social security numbers should be stored in locked cabinets in a locked room.
- Paper documents that have been retained beyond the date specified in the NU records retention schedule should be destroyed, preferably by cross-cut shredding. If the volume of documents to be destroyed is large, the department should develop a plan and timeline for destruction of the documents. There are vendors that provide document destruction/disposal service for a fee. Contact John Lakey for additional information. Until the documents are destroyed, they should be protected as described above.
- Identify removable media, such as flash or jump drives, floppy disks, CDs, zip disks, etc. that store social security numbers. Keep such media in a locked cabinet in a locked room, similar to paper documents. If the removable media is no longer needed, physically shred or destroy the media to dispose of it.
- Apply for an exemption from the Social Security Number Policy if you must retain documents, either paper or electronic, with social security numbers.
- An exemption request is NOT required for direct access to SAP/HR and SIS application data. However, if you have social security numbers from these systems stored on your workstation or removable media, an exemption must be requested.
- An exemption request is NOT required for paper documents for SAP/HR and SIS that are stored in locked filing cabinets and locked rooms and shredded when no longer needed. However, if you have social security numbers from these forms stored on your workstation or removable media, an exemption must be requested.
- Exemptions that are granted will be reviewed annually.
Office of Information Technology Services, 114 Otto Olsen Bldg, (308) 865-8950
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