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(A) No county employee or official shall publicly post or display in any manner an individual's social security number.
(B) No county employee or official shall print an individual's social security number on any card or device, including but not limited to devices that use RFID, magnetic strips, or bar codes.
(C) No individual shall be required to transmit his or her social security number over the internet, unless the connection is secure or the social security number is encrypted.
(D) No county employee or official shall print an individual's social security number on any materials that are mailed to the individual, through the U.S. Postal Service, any private mail service, electronic mail, or any similar method of delivery, unless state or federal law requires the social security number to be on the document to be mailed. Notwithstanding any provision in this section to the contrary, social security numbers may be included in applications and forms sent by mail, including, but not limited to, any material mailed in connection with the administration of the Unemployment Insurance Act, any material mailed in connection with any tax administered by the Department of Revenue, and documents sent as part of an application or enrollment process or to establish, amend, or terminate an account, contract, or policy or to confirm the accuracy of the social security number. A social security number that may permissibly be mailed under this section may not be printed, in whole or in part, on a postcard or other mailer that does not require an envelope or be visible on an envelope without the envelope having been opened.
(E) No county employee or official shall collect, use, or disclose a social security number from an individual, unless: (i) required to do so under state or federal law, rules, or regulations, or the collection, use, or disclosure of the social security number is otherwise necessary for the performance of that agency's duties and responsibilities; (ii) the need and purpose for the social security number is documented before collection of the social security number; and (iii) the social security number collected is relevant to the documented need and purpose.
(F) No county employee or official shall require an individual to use his or her social security number to access an internet website.
(G) No county employee or official shall use a social security number for any purpose other than the purpose for which it was collected.
(Res. 2017-14A, passed 12-21-2017)
(A) The disclosure of social security numbers to agents, employees, contractors, or subcontractors of a governmental entity or disclosure by a governmental entity to another governmental entity or its agents, employees, contractors, or subcontractors if disclosure is necessary in order for the entity to perform its duties and responsibilities; and, if disclosing to a contractor or subcontractor, prior to such disclosure, the governmental entity must first receive from the contractor or subcontractor a copy of the contractor's or subcontractor's policy that sets forth how the requirements imposed under the Identity Protection Act on a governmental entity to protect an individual's social security number will be achieved.
(B) The disclosure of social security numbers pursuant to a court order, warrant, or subpoena.
(C) The collection, use, or disclosure of social security numbers in order to ensure the safety of: state and local government employees; persons committed to correctional facilities, local jails, and other law-enforcement facilities or retention centers; wards of the state; youth in care as defined in § 4d of the Children and Family Services Act, and all persons working in or visiting a state or local government agency facility.
(D) The collection, use, or disclosure of social security numbers for internal verification or administrative purposes.
(E) The collection or use of social security numbers to investigate or prevent fraud, to conduct background checks, to collect a debt, to obtain a credit report from a consumer reporting agency under the federal Fair Credit Reporting Act, to undertake any permissible purpose that is enumerated under the federal Gramm-Leach-Bliley Act, or to locate a missing person, a lost relative, or a person who is due a benefit, such as a pension benefit or an unclaimed property benefit.
(F) This policy does not apply to the collection, use, or disclosure of a social security number as required by state or federal law, rule, or regulation.
(G) This policy does not apply to documents that are recorded with a county recorder or required to be open to the public under any state or federal law, rule, or regulation, applicable case law, Supreme Court Rule, or the Constitution of the State of Illinois. Notwithstanding this section, county recorders must comply with § 35 of the Identity Protection Act.
(H) This policy does not apply to the judiciary or the Circuit Clerk pursuant to ILCS Ch. 5, Act 179, § 40.
(Res. 2017-14A, passed 12-21-2017)
Notwithstanding any other provision of this Act to the contrary, employees and office holders must comply with the provisions of any other state law with respect to allowing the public inspection and copying of information or documents containing all or any portion of an individual's social security number. A person or state or local government agency must redact social security numbers from the information or documents before allowing the public inspection or copying of the information or documents.
(Res. 2017-14A, passed 12-21-2017)
(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)
NURSING MOTHER POLICY
(A) The County of DeWitt shall make reasonable efforts to provide a private room or other location, in close proximity to the work area, other than a toilet stall, for employees, who are nursing mothers, to express milk in privacy.
(B) The County of DeWitt shall provide to employees, who are nursing mothers, reasonable break time to express milk for their nursing infant child each time the employee has the need to express milk for one year after the child's birth. The break time may run concurrently with any break time already provided to the employee. The County of DeWitt may not reduce an employee's compensation for time used for the purpose of expressing milk or nursing a baby, The County of DeWitt shall provide reasonable break time as needed by the employee unless to do so would create an undue hardship as defined by item (j) of Section 2-102 of the Illinois Human Rights Act.
(Res. 2019-03, passed 3-21-2019)
NURSING MOTHER POLICY
§ 38.380 NURSING MOTHER POLICY.
(A) The County of DeWitt shall make reasonable efforts to provide a private room or other location, in close proximity to the work area, other than a toilet stall, for employees, who are nursing mothers, to express milk in privacy.
(B) The County of DeWitt shall provide to employees, who are nursing mothers, reasonable break time to express milk for their nursing infant child each time the employee has the need to express milk for one year after the child's birth. The break time may run concurrently with any break time already provided to the employee. The County of DeWitt may not reduce an employee's compensation for time used for the purpose of expressing milk or nursing a baby, The County of DeWitt shall provide reasonable break time as needed by the employee unless to do so would create an undue hardship as defined by item (j) of Section 2-102 of the Illinois Human Rights Act.
(Res. 2019-03, passed 3-21-2019)
MULTI-FACTOR AUTHENTICATION
POLICY AND PROCEDURES
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