When collected for legal requirements: Complete the online form Full SSNs Collected for Legal Requirements for each system or process collecting or storing full SSNs and submit it to the University Information Security office. Contact the Information Security Office at email@example.com to request access to the reporting form, as needed. When collected for business purposes and not a legal requirement:
See www.grs.harvard.edu for retention schedules and Archive transfer instructions. After secure transfer of the selected records is complete, securely dispose of remaining records in your control that are no longer required by law. Note: Records transferred to HUA are restricted for 80 years and then may be released for research use. The repository may elect to redact the pertinent HRCI information on a case-by-case basis prior to release.
In certain cases, there may be contracted business partners that require full SSN plus identifying information to complete specific transactions for us, but which do not fulfill a legal requirement for using a full SSN. For example, certain insurance providers may still identify policy holders according to a full SSN, and an alternate identifier or truncated SSN would break their processing service. In such cases, the group with that business need should complete an online
Portable storage media, such as approved USB drives, optical and tape media must be encrypted with strong passwords and proper key management in order to store Level 4 information. If you need an approved USB drive, have questions or need help, send an email to firstname.lastname@example.org to request an information security consultation for Harvard-approved external encrypted portable storage media.