Laws for Distribution of Social Security Numbers in the Workplace
The confidentiality of Social Security numbers (SSN) is protected by federal and state law. It prohibits unlawful disclosure of and limits access to documents containing the numbers, mandates proper disposal of such documents and establishes penalties for violations.
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No Public Display
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Specifically, the SSN cannot be publicly displayed, used as the primary account number for an individual (except four sequential digits), be printed on identification badges, membership cards, permits or licenses. It must not be visible from the outside of mailed documents or packages.
Transmission
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It can't be used to access a computer system nor transmitted over the Internet except in a secure or encrypted system. Any use of it must be required by law or be part of a process initiated by the individual.
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Accepted Uses
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The SSN may be used: if mailed as part of a public record; if mailed at the request of the individual to a parent or guardian; in a document consistent with other laws such as the Health Portability and Accountability Act; as part of legal investigations and proceedings, driving history, crime prevention and in pursuit of a person's legal rights.
Privacy Policy
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Where one or more SSNs are collected in a workplace, a privacy policy must be published and distributed to all employees and others who may have access to the numbers as part of their work.
State Laws
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State shield laws limiting access to SSNs are similar to the federal statute. A complete listing of state laws controlling SSN use is available in Appendix III of the Government Accounting Office publication on SSNs.
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