What should we do about our office databases, files and paper documents that contain personally identifiable information such as the SSN?
Local databases and computer documents that are actively used and contain the SSN as the College ID Number will require conversion to the new College ID number. This task will need to wait until new College ID numbers are assigned. Until then, the files should continue to be properly secured. Active paper documents with SSN College IDs should also be secured until converted. If any files must be kept for historical purposes but will not be converted, a means to cross-reference the old and new ID numbers should be considered and documented. Individuals should also consider keeping the file off-line in a secured area (e.g. CD, scanned document, locked cabinet) in order to protect the SSN information.
