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HomeMy WebLinkAboutRESOLUTIONS-2011-02T-R-115/24/11 2T-R-11 A RESOLUTION Establishing the Township's Identity Protection Policy NOW BE IT RESOLVED BY THE TOWNSHIP BOARD OF THE TOWN OF EVANSTON, COOK COUNTY, ILLINOIS: WHEREAS, the Identity Protection Act, 5 ILCS 179/1 et seq. (the "Act") requires each local and state government agency to adopt an Identity Protection Policy; WHEREAS, the Township Board is required to comply with the terms of the Act; and WHEREAS, the Township Board has determined that the following policy is in the best interest of the township and its citizens. NOW THEREFORE, BE IT RESOLVED BY THE TOWNSHIP BOARD OF THE EVANSTON TOWNSHIP, COOK COUNTY, ILLINOIS, as follows: SECTION 1: The Evanston Township Identity -Protection Policy, attached as Exhibit "A", is hereby adopted and approved. SECTION 2: That this Resolution 2T-R-11 shall be in full force and effect from and after its passage and approval in the manner provided by law. 2T-R-11 Rodney Gre ne, Township Clerk Adopted: _ aoC�lnl.�. , 2011 l�ue0 Patricia Vance, Township Supervisor lI I -2- 2T-R-11 I. EXHIBIT A EVANSTON TOWNSHIP IDENTITY -PROTECTION POLICY Me r Evanston Township Identity -Protection Policy The EVANSTON TOWNSHIP adopts this Identity -Protection Policy pursuant to the Identity Protection Act. 5 ILCS 179/1 of seq. The Identity Protection Act requires each local and State government agency to draft, approve, and implement an Identity -Protection Policy to ensure the confidentiality and integrity of Social Security numbers agencies collect, maintain, and use. It is important to safeguard Social Security numbers (SSNs) against unauthorized access because SSNs can be used to facilitate identity theft. One way to better protect SSNs is to limit the widespread dissemination of those numbers. The Identity Protection Act was passed in part to require local and State government agencies to assess their personal information collection practices, and make necessary cbanges to those practices to ensure confidentiality. Social Securitv Number Protections Pursuant to Law Whenever an individual is asked to provide this Office with a SSN, EVANSTON TOWNSHIP shall provide that individual with a statement of the purpose or purposes for which the EVANSTON TOWNSHIP is collecting and using the Social Security number. The EVANSTON TOWNSHIPshall also provide the statement of purpose upon request. The Statement of Purpose is attached to this Policy. The EVANSTON TOWNSHIP shall not: 1) Publicly post or publicly display in any manner an individual's Social Security "Publicly post" or publicly display" means to intentionally communicate or otherwise intentionally make available to the general public. 2) Print an individual's social Security number on any card required for the individual to access products or services provided by the person or entity. 3) Require an individual to transmit a Social Security number over the Internet, unless the connection is secure or the Social Security number is encrypted. 4) Print an individual's Social Security number on any materials that are mailed to the individual, through the U.S. Postal Service, any private mail service, electronic mail, or any similar method of delivery, unless State and federal law requires the Social Security number to be on the document to me mailed. SSNs may be included in application and forms sent by mail, including, but not limited to, any material mailed in connection with the administration of the Unemployment Insurance Act, any material mailed in connection with any tax administered by the Department of Revenue, and documents sent as part of an application or enrollment process or to establish, amend, or terminate an account, contract, policy, or to confirm the accuracy of the Social Security number. A Social Security number that is permissible mailed will not be printed, in whole or in part, on a postcard or other mailer that does not require an envelope or be visible on an envelope without the envelope having been opened. In addition, the EVANSTON TOWNSHIP shall not': 1) Collect, use, or disclose a Social Security number from an individual, unless: i. required to do so under the State or federal law, rules, or regulations, or the collection, use, or disclosure of the Social Security number is otherwise necessary for the performance of the TOWNSHIP's duties and responsibilities; I the need and purpose for the Social Security number is documented before collection of the Social Security number; and iii. the Social Security number collected is relevant to the documented need and purpose. 2) Require an individual to use his or her Social Security number to access an Internet website. 3) Use the Social Security number for any purpose other than the purpose for which it was collected. Requirement to Redact Social Security Numbers The EVANSTON TOWNSH]P shall comply with the provisions of any other State law which respect to allowing the public inspection and copying of information or documents containing all or any portion of an individual's Social Security number. The EVANSTON TOWNSHIP shall redact social security numbers from the information or documents before allowing the public inspection or copying of the information or documents. When collecting Social Security numbers, the EVANSTON TOWNSHIP shall request each SSN in a manner that makes the SSN easily redacted if required to be released as part of a public records request. "Redact" means to alter or truncate data so that no more than five sequential digits of a Social Security number are accessible as part of personal information. Employee Access to Social Security Numbers Only employees who are required to use or handle information or documents that contain SSNs will have access. All employees who have access to SSNs are trained to protect the confidentiality of SSNs. Approved this 3. day of / eown of CiTownship Supervisor osure of Social Security numbers to agents, employees, contractors, or subcontractors of a gove ental entity or disclosure by a governmental entity to another governmental entity or its agents, employees, contractors, or subcontractors if disclosure is necessary on order for the entity to perform its duties and responsibilities; and, if disclosing to a contractor or subcontractor prior to such disclosure, the governmental entity must fast receive from the contractor or subcontractor a copy of the contractor's or subcontractor's policy that sets forth how the requirements imposed under this Act on a governmental entity to Protect an individual's Social Security number will be achieved. (2) The disclosure of Social Security number pursuant to a court order, warrant, or subpoena. continue (3) The collection, use, or disclosure of Social Security numbers in order to ensure the safety of State and local government employees; persons committed to correctional facilities, local jails, and other law -enforcement facilities or retention centers; wards of the State; and all persons working in or visiting a State or local government agency facility, (4) The collection, use, or disclosure or Social Security numbers for internal verification or administrative purposes. (5) The disclosure of Social Security numbers by a State agency to any entity for the collection of delinquent child support or any State debt or to a governmental agency to assist with an investigation or the prevention of fraud. (6) The collection or use of Social Security numbers to investigate or prevent fraud, to conduct background checks, to collect a debt, to obtain a credit report from a consumer reporting agency under the federal Fair Credit Reporting Act, to undertake any permissible purpose that is enumerated under the federal Gramm Leach Bliley Act, or to locate a missing person, it lost relative, or a person who is due a benefit, such as a pension benefit or an unclaimed property benefit. �r I What does the TOWNSHIP OF EVANSTON do with your Social Security Number? Statement of Purpose for Collection of Social Security Numbers Identity -Protection Policy The Identity Protection Act, S ILCS 179/1 et seq., requires each local and State government agency to draft, approve, and implement an Identity -Protection Policy that includes a statement of the purpose or purposes for which the agency is collecting and using an individual's Social Security number (SSN). This statement of purpose is being provided to you because you have been asked by the Township of Evanston to provide your SSN or because yourequested a copy of this statement. Only employees who are required to use or handle information or documents that contain SSNs will have access. All employees who have access to SSNs are trained to protect the confidentiality of SSNs. Why do we collect you Social Security number? You are being asked for your SSN for one or more of the following reasons: • Identification • Internal verification or administrative purposes (i.e., issuance of benefits, medical verification, background checks, etc.) • 'verification of State and Federal benefits • Investigation and/or prevention of fraud What do we do with your Social Security number? We will only use your SSN for the purpose for which it was collected. • We will not: o Sell, lease, loan, or rent you SSN to a third party for any purpose; o Publicly post or publicly display your SSN; a Print you SSN on any card required for you to access our services; o Require you to transmit you SSN over the Internet, unless the connection is secure or your SSN is encrypted; or o Print you SSN on any materials that are mailed to you, unless State or Federal law requires that number to be on documents mailed to you, or unless we are confirming the accuracy of your SSN. Ouestions or Comulaints about this Statement of PurDese Write to the: Patricia A. Vance Township Supervisor Township of Evanston 1910 Main Street Evanston, Illinois 60202 I