Laura:
Restrictions regarding the use of SSN varies from state to state.  You can check the laws for each state using Appendix B of the AIEF paper "Requirements for Personal Information Protection Part 2: U.S. State Laws" (USA State Requirements for Personal Information Protection) on the Foundation website at http://www.armaedfoundation.org/report2.html.  There are two columns of specific pertinence - SSN Restricted Use and PII /Personal Information Definition.


Ginny Jones 
(Virginia A. Jones, CRM, FAI) 
Records Manager 
Information Technology Division 
Newport News Dept. of Public Utilities 
Newport News, VA 
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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Laura Boldt
Sent: Thursday, July 07, 2011 4:06 PM
To: [log in to unmask]
Subject: [RM] Using the last 4 digits of an employees SS number

I work for a large utility company and a guy in the IT group asked my opinion 
on HR using the last four digits of employee’s social security number to identify 
their records in Documentum.  HR records are not my area of expertise but my 
gut reaction is that they should use another indentifying number.  

First question, am I off base in my gut reaction?  If I’m not, is there any 
standard, guideline, etc. that I can point them to for reference?

Thanks,

Laura Boldt CRM
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