Patron Privacy: Elimination of SSNs from display in Client

Description: To ensure that we're properly protecting, and managing the risks associated with the information we collect, State and Federal regulations have been put into effect to safeguard sensitive information such as the SSN. To meet these requirements, USMAI will phase out the use of the SSN in patron records and for any reporting processes. The following steps will be taken to remove the SSN from the patron database and all reports:

1. Enable the ExLibris change that hides SSNs in display in the Aleph test database.
   • SSN is no longer displayed in the client (under additional ids)
   • SSN can not be used to look up a patron
   • Notices and reports in general will not contain SSN information
   • Bursar and fine reports/notices should not be affected (for now).
   • Patron loaders should not be affected (for now).
     
     
   Test until May 19. Move to live: TBD
   
   
2. RSTG will work with USMAI campuses to develop policy decisions and practices for managing patron identity and billing. Specifically:
   • Procedures for registering patrons manually, both special borrowers and the campus user community;
   • For each campus, identify a uniform ID number that will substitute as a match point for that campus, (e.g.UID);
   • Develop procedures to cope with an increase of duplicate records
   • Each campus will need policy decisions on billing to be in place. These policies, if they exist already need to be reviewed and each campus must work with the appropriate office or department on campus to develop procedures for billing
   • Determine the ID each campus will need to have printed on reports. Inform ITD the location of that number in the patron record. If the data is being loaded from the campus automatically, ITD needs to be informed of where the preferred ID number is stored.
   • Each campus should determine whether there is an impact on other user services
   • Testing strategies/scenarios
     
     
   Decisions on the above are needed in ITD by April 30. Test until May 17.
   
   
3. Rewrite patron loader to remove dependence of the SSN for matching patron records.
   Test May.
   
   
4. Rework fine notices to remove the SSN and replace with a substitute number.
   Test May.
   
   
5. Rework Bursar reports to phase out the SSN number.
   May.
   
   

Information Technology Division College Park, MD 20742-7011
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Content questions should be directed to Carlen Ruschoff.