Task Force Charge: November, 2001

Social security numbers are often used for student/employee identification. When documents containing these numbers are not disposed of properly, a large security risk is created. The council feels it appropriate to form a task force to outline the problem and to a devise a strategy to correct it. In addition, the Council feels strongly that representatives from Facilities Management, the Computer Center, the Registrar’s Office, as well as faculty, staff and students be included on this task force.

The list of possible "talking points" based upon dialog from the November UAC meeting charade a resource for starting discussions.

1. Are there disposal issues such as recycling and shredding concerning documents containing social security information? If issues do exist, what are the recommendations for resolution of such issues?

2. Are more documents being printed containing social security information than is necessary? If over-production is found, what suggestions exist to reduce the number of printed documents containing social security information

3. Determine alternative student, faculty, and staff identification options for Western Carolina University and make recommendations as to what identification measures should be followed.

May, 2002 Report

The Social Security Task Force was formed as a result of security concerns about documents containing social security information which was brought to the University Advisory Council by the Staff Forum. The Staff Forum advised that that currently there is no policy regarding the handling, distribution, and shredding of documents that contain social security numbers of students, faculty or staff members and recognizing that this is a University wide concern, passed the issue to the University Advisory Council for action.

The Social Security Task Force has been asked to look at whether there are disposal issues with documents containing social security information, and to determine whether more documents are being printed containing social security information than is necessary. If the Task Force finds that there are problems, then the Task Force is to make recommendations for the disposal of documents; make suggestions to reduce the number of printed documents containing social security information; and determine alternative student, faculty, and staff identification options for Western Carolina University and make recommendations as to what identification measures should be followed.

In its first meeting the members of the task force discussed various departmental policies regarding the handling of documents, and the security problems that are seen across campus and determined that a good first step would be to work on developing a recommended University –Wide policy and then to proceed with the other charges the University Advisory Council has given the task force.

The task force will be working hard over the next few weeks to bring its suggestions and recommendations forward to the UAC.