Re: Soc. Sec. # on Official Records

[rmcfar81@cybertrails.com (Dan McFarlane)]

We have had a few workers who have objected to the use of their SSNs for
identification purposes.  Our Training and Security groups have obliged
them by using a site ID number, but I continue to require a SSN for
radiation exposure records due to the NRC requirement for the use of a
unique id number (e.g. SSN, passport, etc.).  I have had this policy
reviewed by our legal department, and they have concurred.  

In order to alleviate some of the workers' concerns, I try to explain the
controls that we have in place to protect their privacy:  Their files are
treated as "confidential"; reports that we generate and distribute do not
include their SSNs; any documents that contain their SSN and which require
disposal are shredded by Dosimetry personnel.  We have also reduced the
number of forms which have a SSN field.  Once we have the workers' SSNs on
file, there are very few occasions when we should need to ask for the
information again.  Most workers are satisfied with this explanation.  For
the one or two holdouts, I just tell them that they are required to provide
their SSN as a condition for receiving a TLD.  So far, no one has pushed it
past this point.  

Hope this helps.  If you would like any additional detail, please contact
me directly via e-mail.

----------
> From: Quang Le <qmle@icnpharm.com>
> To: Multiple recipients of list <radsafe@romulus.ehs.uiuc.edu>
> Subject: Soc. Sec. # on Official Records
> Date: Friday, June 27, 1997 10:56 AM
> 
> RadSafers:
> 
> It has been our normal practice to include workers' social security
numbers
> on each of their official records such as training records...
> 
> Lately, more and more people are questioning the need for such inclusion,
I
> guess, by fear of misuse (read fraudulent use).  Some people asked why
> can't we use some other  ID number, such as Driver's License #...
> 
> If any of you have run into the same situation, I would be grateful if
you
> could share your experience and how you handled it.  Do you include SS#
on
> every piece of record or just once for each personnel file?
> 
> Is there a regulatory requirement to include SS# on training records? I
> remember seeing it but could not locate any. Any reference help here
would
> also be appreciated.
> 
> Quang Le
> "qmle@icnpharm.com"
>