Best Practices

Using and Maintaining Social Security Numbers and ID numbers at North Georgia College & State University.

NGCSU recognizes that it must establish strict information protection and disclosure policies to protect the privacy of students. However, it is equally important that the institution have access to reliable student data.

As an institution, it is important the we follow the USG recommended standard practices defined by the Office of Strategic Research and Analysis for reporting Social Security numbers and unique identification numbers. NGCSU should implement practices that will ensure that student confidential information is appropriately assigned to the correct student and that the information is linked together for tracking purposes.

Suggested Internal Regulations

•  Systems purchased or developed by NGCSU will not use SSNs as identifiers unless required by law or business necessity.

•  All NGCSU employees, students, and other individuals that require an identifying number will be assigned a unique identification number that is not the same as, or derived from, the individual's SSN.

•  Systems purchased or developed by NGCSU will use SSNs as data elements only, not as keys to databases.

•  Systems purchased or developed by NGCSU will not display SSNs visually, either on computer monitors, printed forms, or other system output, unless required by law or business necessity.

•  Name and directory systems purchased or developed by NGCSU will be tied to an individual's unique identification number, not the SSN.

•  When databases require the SSNs, the database will automatically cross-reference the SSN and other information through the use of conversion tables with systems or other mechanical mechanisms.

•  No system or technology will be developed or purchased by NGCSU unless it is compatible.