PRAIRIE CREEK PUBLIC LIBRARY DISTRICT
IDENTITY PROTECTION POLICY
The purpose of this policy is to protect social security numbers from unauthorized disclosure. The Prairie Creek Public Library District complies with the provisions of the Identity Protection Act (5ILCS 179/1 et seq.) concerning the collection, maintenance, and use of social security numbers or other personal identifiable information.
Prohibited Activities – Library Employees and Officers
No employee or officer of the Prairie Creek Public Library District shall perform or be a party to the performance of any of the following:
1.Publicly posting or displaying an individual’s social security number in any manner.
2.“Publicly posting” or “publicly displaying” means to intentionally communicate or make available an individual’s social security number.
3.Printing an individual’s social security number on any card required for the
4.individual to access Library products or services.
5.Encoding or embedding a social security number in or on a card or document, including but not limited to, using a bar code, chip, magnetic strip, RFID technology or other technology in place of removing the social security number as required by this policy.
6.Requiring an individual to transmit his or her social security number over the internet to access an Internet website.
7.Printing 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 other method of delivery unless State or federal law requires the social security number on the mailed document.
8.Collecting, using, or disclosing an individual’s social security number unless:
1.Required to do so under State or federal law, rules or regulations;
2.It is necessary for the performance of that Library officer’s or employee’s performance of duties and responsibilities;
3.The need and purpose for an individual’s social security number is documented before its collection;
4.The social security number collected is relevant to the documented need and purpose.
1.Using an individual’s social security number for any purpose other than that for which it was collected.Exceptions
2.The prohibitions listed in Section above do not apply under the following circumstances:
•Any material mailed in connection with the administration of the Unemployment Insurance Act, any tax administered by the Department of Revenue, and documents sent as part of an application or enrollment process to establish, amend, or terminate an account, contract, or policy or to confirm the accuracy of an individual’s social security number. A social security number that may be permissibly mailed under this Section may not be printed, in whole or in part, on a postcard or other mailer that does not require an envelope or that may be visible through an envelope without having been opened.
•The disclosure of an individual’s social security number to agents, employees, contractors, or subcontractors of the Library, or disclosure to another governmental entity or its agents, employees, contractors, or subcontractor. If disclosure is necessary in order for the Library to perform its duties and responsibilities; and, if disclosing to a contractor or subcontractor, prior to such disclosure, the officer or employee of the Library must first receive a copy of the contractor’s or subcontractor’s policy that sets forth how the requirements Imposed under this Policy of the Library, to protect an individual’s social security number, will be achieved.
•The disclosure of an individual’s social security number pursuant to a court order, warrant or subpoena.
•The collection, use, or disclosure of an individual’s social security number in order to ensure the safety of Library 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 using the Library facility.
•The collection, use or disclosure of an individual’s social security number for internal verification or administration purposes.
•The collection, use, or disclosure of an individual’s social security number to investigate or prevent fraud, conduct background checks, collect a debt, or obtain a credit report from a consumer reporting agency under the Fair Credit Reporting Act, undertake any permissible purpose enumerated under the federal Gramm Leach Bliley Act, or locate a missing person who is due a benefit, such as a pension or unclaimed property benefit.Public Inspection and Copying of Documents:
•All officers and employees
•All officers and employees of the Library must comply with the provisions of and other State law with respect to allowing public inspection and copying of information or documents containing all or any portion of an individual’s social security number.