(A) All current employees and officials of the county shall be trained to protect the confidentiality of social security numbers. Training shall include the proper handling of information that contains social security numbers from the time of collection through the destruction of the information. Any new employees or officials shall receive training before accessing data containing social security numbers.
(B) Only employees who are required to use or handle information or documents that contain social security numbers shall have access to such information or documents.
(C) Social security numbers requested from an individual shall be provided in a manner that makes the social security number easily redacted if required to be released as part of a public records request.
(D) When collecting a social security number or upon request by the individual, a statement of the purpose or purposes for which the agency is collecting and using the social security number must be provided.
(E) All county offices must advise its employees of the existence of the policy and make a copy of the policy available to each of its employees, and must also make its privacy policy available to any member of the public, upon request. If a local government agency amends its privacy policy, then that agency must file a written copy of the amended policy with the appropriate entity and must also advise its employees of the existence of the amended policy and make a copy of the amended policy available to each of its employees.
(Res. 2017-14A, passed 12-21-2017)