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2005-99(b)
CITY OF MUSKEGON
Social Security Number Privacy Policy
Effective Date: January 1, 2006
I. Purpose
Pursuant to the Michigan Social Security Number Privacy Act, it is the policy of the City
of Muskegon to protect the confidentiality of social security numbers. No person shall
knowingly acquire, disclose, transfer, or unlawfully use the social security number of any
employee or other individual unless in accordance with the procedures and rules
established by this policy.
Il. Administrative Procedures/Rules:
A. Public Display
More than 4 sequential digits of a social security number shall not be placed on
identification cards, badges, time cards, employee rosters, bulletin boards, or any other
materials or documents designed for public display. Documents, materials, or computer
screens that display more than 4 sequential digits of a social security number or other
sensitive information shall be kept out of public view at all times,
B. Access to Social Security Numbers
Only authorized persons shall have access to social security numbers.
C. Mailed or Transmitted Documents
City documents containing more than 4 sequential digits of a social security number shal!
only be sent in cases where state or federal law, rule, regulation, or court order or rule
authorizes, permits or requires that a social security number appear in the document.
Documents sent through the mail containing social security numbers shall not reveal the
number through the envelope window or otherwise be visible from outside the envelope
or package. Social security numbers shall not be sent through email unless the connection
is secure or the number is encrypted. No individual shall be required to send more than 4
sequential digits of his or her social security number through email unless the connection
is secure or the number is encrypted.
D. Public Records
Where a social security number is contained within a document subject to FOIA release,
the social security number shall be redacted.
E. Storage and Disposal
All documents or files that contain social security numbers shall be stored in a physically
secure manner. Social security numbers shall not be stored on computers or other
electronic devices that are not secured against unauthorized access. Documents or other
materials containing more than 4 sequential digits of a social security number shall not be
thrown away in the trash; they shall be discarded or destroyed only in a manner that
protects their confidentiality, such as shredding.
F. Information Collected
Social security numbers should only be collected: 1) to verify an individual’s identity, 2)
to investigate an individual’s claim, credit, criminal or driving history, 3) to administer
employee benefits, or 4) where required by federal and state law or as otherwise
permitted under the Michigan Social Security Number Privacy Act. If a unique identifier
is needed, then a substitute for the social security number shall be used where practicable.
Whenever the City collects a social security number, it shall inform the individual of the
purpose for the collection, the intended use, whether the law requires the number to be
provided, and the consequence for not providing the number.
G. Accountability
Any person who fails to comply with this policy shall be subject to discipline up to and
including discharge.
Adopted: October 25, 2005
Bon Q. Ksedanges
Gail A. Kundinger,
City Clerk
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