- Have you reviewed the revised social security number policy? This has been approved
by the Cabinet. See
http://www.policy.ilstu.edu/fiscal/social_security.htm.
- Have you secured paper copies of documents containing social
security numbers in a locked file, and have you instituted procedures
that limit access to these documents? Are the documents managed
according to a records retention policy and the State Records Act? See
http://www.policy.ilstu.edu/fiscal/retention.html
- Have you reviewed departmental forms, eliminating requests for
Social Security Number and substituting University ID (UID) where
prudent?
- Have you identified all on-line spreadsheet or database, document and report files
for conversion, deletion, or archive to off-line media
(CD, floppy, etc) to be stored safely off-line? For conversion, do you
need help creating a process? Contact
Bill Cummins,
University Data Administration.
- Have you reviewed stored e-mails for documents containing SSN and
made plans to remove these references before June 1, 2005?
- Have you discussed any perceived needs to continue to collect SSNs with the Administrative practices coordinating
committee? Contact
Ira
Schoenwald, Associate VP Human Resources.
- Have you reviewed grading practices and read about
best
practices in grading? Contact
Mark Walbert,
Associate VP Technology.
|
