R-09-07-23-10E3 - 7/23/2009RESOLUTION NO. R -09-07-23-10E3
WHEREAS, in accordance with HB 1130, effective September 1,
2005, the City Council desires to adopt a written Privacy Policy
Related to the Confidentiality of Social Security Numbers, and
WHEREAS, the City Council has reviewed the attached Social
Security Number Privacy Policy and has determined same to be in
compliance with HB 1130, Now Therefore
BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK,
TEXAS,
That the Social Security Number Privacy Policy, attached hereto
as Exhibit "A" and incorporated herein, is hereby approved and
adopted.
The City Council hereby finds and declares that written notice
of the date, hour, place and subject of the meeting at which this
Resolution was adopted was posted and that such meeting was open to
the public as required by law at all times during which this
Resolution and the subject matter hereof were discussed, considered
and formally acted upon, all as required by the Open Meetings Act,
Chapter 551, Texas Government Code, as amended.
RESOLVED this 23rd day of July, 2009.
ALAN MCGRAW, Mayor
City of Round Rock, Texas
ATTEST:
SARA Z. WHITE, City Secretary
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SOCIAL SECURITY NUMBER PRIVACY POLICY
In accordance with HB 1130, effective September 1, 2005, the City of Round Rock (City) adopts
the following Privacy Policy Related to the Confidentiality of a Social Security Numbers (SSN).
It is the policy of City to protect the confidential nature of SSN disclosed to the City in connection
with the provision of City utility services.
Disclosure of a SSN is requested from an individual in connection with providing City utility
services. The SSN may be provided to a City customer service representative over the phone or
by mail with a City confidentiality form completed by the individual. Although a SSN is not
required in order to establish or obtain City services, if an individual fails to provide a SSN, the
City will require a deposit in lieu of disclosure. Further disclosure of an individual's SSN is
governed by the Public Information Act (Chapter 552 of the Texas Government Code) and other
applicable law.
A SSN is used only as necessary in connection with providing City utility services, including, but
not limited to:
(1) As a means of identifying an individual;
(2) for internal verification or administrative purposes;
(3) to perform a credit check, and
(4) for debt collection purposes.
An individual's SSN is protected by the City's Finance Department Security Guidelines, a copy of
which is attached hereto as Exhibit A.
The City restricts access to a SSN to those City employees who need access in order to perform
a specific job.
City records are disposed of in accordance with the state and federal law, the provisions of the
Local Government Code, and the administrative rules adopted under its authority.
163601/1
EXHIBIT
"An
Security Guidelines
Finance Department Security Guidelines
Clarification/Guidelines
Verbal Communication
• Be aware of your surroundings when discussing personnel or customer
issues.
• Conversations of a confidential nature should not be discussed in any
general reception areas.
• A closed door policy should be enacted when employees are speaking
with Finance staff about personal/confidential matters.
• Persons meeting with Finance staff for scheduled/unscheduled
appointments should be asked to wait in general reception area until
announced to the person they are meeting. There should be very few
exceptions to this rule.
Electronics
• Finance employees will be required to lock their computer screens when
they will be away from the office for extended periods.
• Do not leave copy area when making copies of a confidential document
without checking the copy area to make sure no documents are left behind.
• The above applies to faxes as well. Be sure to send a coversheet on all
faxes. All fax machines should be checked and cleared at the end of each
day.
• When using both land line and mobile communication devices, be
conscious of the nature of the call and your surroundings to ensure
confidentiality of your conversation.
• No banking transactions will be carried out on any wireless
communication devices at any time.
EXHIBIT A
Confidential Correspondence
• Confidential documents should be given to the intended employee instead
of being left in Finance staff offices by other City employees.
• Financial and Purchasing Records as well as personnel action forms,
applications, drug test results, criminal background checks and all other
sensitive information should be kept in a secure location.
• Filing cabinets with financial records and any sensitive employee or
customer information should be kept closed during the day and all
paperwork with sensitive information should be filed and locked at the end
of each day.
• When sharing confidential documents with other Finance staff, place
documents in folder or envelope labeled CONFIDENTIAL.
• Confidential and discarded documents that contain information such as
Social Security numbers, home/cell phone numbers and mailing addresses
should be shredded that day. They should not under any circumstances be
placed in the recycle bins in your office or the copier room.
Security
• All keys to locked file cabinets will be the responsibility of the personnel
responsible for that filing cabinet.
• All locking filing cabinets should have working locks with spare keys
placed in a secure location.
• All office doors should be locked at the end of each business day.
Enforcement Violation of the Finance Department Adopted Security Guidelines
or any other City of Round Rock Human Resources Policies and
Procedures may result in disciplinary action up to and including
termination of employment.
DATE: July 16, 2009
SUBJECT: City Council Meeting—July 23, 2009
ITEM: 10E3. Consider a resolution adopting the City's Privacy Policy regarding social security
numbers for utility billing.
Department:
Staff Person:
Justification:
Finance
Cheryl Delaney, Finance Director
The implementation of the City's Privacy Policy regarding Social Security Numbers in accordance with HB
1130 effective September 1, 2005. This policy will protect the confidential nature of Social Security
Numbers disclosed to the City in connection with the provision of City utility billing services.
Funding:
Cost: No funds allocation is required
Source of funds: N/A
Outside Resources: N/A
Background Information:
Disclosure of a Social Security Number is requested from an individual in connection with providing City
utility services. Although a Social Security Number is not required in order to establish or obtain City
services, if an individual fails to provide a Social Security Number the City will require a deposit in lieu of
disclosure. Further disclosure of individuals Social Security Numbers is governed by the Public
Information Act (Chapter 552 of the Texas Government Code) and other applicable laws.
Public Comment: N/A