Library IT Help Desk ›› SSN Removal Instructions for G drive
SSN Removal Instructions for G drive
- As recently announced the Urbana campus has embarked on a major initiative to remove electronic files containing Social Security numbers from all faculty and staff workstations.
- All G drive folders have already been scanned by Library IT. The scan results appear in each G drive folder as "Firefly SSN FinderReport.htm"
- If you are a Unit Head OR the chair of a Library committee, you are responsible for analyzing the scan results for your unit or committee folder on the G drive.
- Many G drive folders don't belong to specific units or committees, but still need to be reviewed. If you are responsible for maintaining any G drive folder(s), you are also responsible for analyzing the SSN scan for the folder(s).
- The following instructions explain how to:
- 1) analyze the results of your scan;
- 2) remediate any files that need attention;
- 3) notify the Office of Library IT that you have completed this task.
- Note: all these steps must be completed by no later than January 7, 2008.
Analyzing the results of your scan:
- Locate the scan results in "Firefly SSN FinderReport.htm" on your G drive.
- In the results file you may find several files that have been falsely flagged by the scan program--due to the fact that the program flags all 9 digit numbers as "Possible SSN".
- If the file is flagged "Formatted SSN", it should be examined further.
Remediating files that need attention
- If you find files containing Social Security numbers and you no longer need access to the SSNs, you have three choices:
- 1) edit the file to remove the SSNs;
- 2) delete the file entirely--unless the file contains University records. If the file does contain University records, you may delete it only if the official records are maintained by an office of record elsewhere in the Library or on campus.
- 3) contact Joanne Kaczmarek, Archivist for Electronic Records, to arrange for archiving of official records.
- If you find files containing Social Security numbers and you need continued access to this data for work-related purposes, please note this fact when turning in your report to the Office of Library IT (see the next step.)
- Note: The Office of Library IT is investigating appropriate procedures for faculty/staff whose work requires access to SSN data stored locally on their workstations.
Notifying the Office of Library IT that your have completed the above tasks
- 1) Print the results files for your G drive. Annotate the printout to indicate the files that were corrected. No annotation is needed for files that were incorrectly flagged by the scan program.
- 2) Write the following information on the first page of each results file: your NET ID and the G drive location name.
- 3) Turn in the printed and annotated results files to Kim Matherly (230 Library, MC-522) by no later than January 7, 2008.