Security Policy: SSN and "Personal Information"
In accordance with University Policies and Guidelines, it is the Department of Electrical & Computer Engineering's policy that...
- No faculty member shall posses (electronic or printed) the Social Security Numbers or other data deemed "personal information" by Ohio House Bill Number 104, of any students or other University affiliates.
- No staff member (or Faculty Member acting in an administrative capacity) shall posses (electronic or printed) the Social Security Numbers of any students or other University affiliates except where it is specifically required for the function of their job.
- No student, non-employee, shall posses (electronic or printed) the Social Security Numbers or other data deemed "personal information" by Ohio House Bill Number 104, of any students or other University affiliates.
It is recognized that some University entities, most notably the Registrar, still makes use of SSN information. Wherever possible, that information should be removed from all documents before they are printed, stored to disk, or given to any third party (via email or other distribution) including Graders and TAs.
It is required that any data storage that includes SSN or other information identified as "personal information" by Ohio House Bill Number 104 be appropriately secured. Electronic storage must be encrypted on a secure disk (note: mobile storage or storage on personally owned media is forbidden... in the latter case by State Law). Printed storage must be redacted where possible to remove the information, or stored in a secured location with access limited to those authorized to have access to the information.
REFERENCES
Ohio House Bill Number 104: http://www.legislature.state.oh.us/bills.cfm?ID=126_HB_104
OSU Social Security Number Privacy and Safeguarding Policy Draft 11: https://xpedio.oit.ohio-state.edu/xpedio/groups/public/documents/policy/ssn_priv_policy_public.pdf
OSU Buckeye Secure, SSN Privacy and Safeguarding: http://buckeyesecure.osu.edu/
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