Barnard College, in conjunction with similar efforts at Columbia University, seeks to ensure the security and confidentiality of personal and sensitive information kept in College records.  In particular, we want to eliminate the unnecessary use of Social Security numbers (SSNs) as an identifier.

Toward that end, the College has made every effort to discontinue the collection and use of SSNs except where necessary for employment records, financial aid records, health records and other business or governmental transactions as required by law or necessitated by a business requirement.  Wherever possible we are using the Datatel Colleague ID number in records where a unique person identifier is needed.  The University Network ID (UNI) or Unique Person Number (UPN) are other possible alternatives to an SSN.

We are enlisting your attention and assistance in ensuring that no departmental records or staff-created files continue to include SSN numbers.  Files created some time ago are particularly likely to have used SSNs and, in a majority of cases, that number is not really needed or can easily be replaced with one of the alternatives mentioned above.

Please review any records that you are keeping - print and electronic - for the existence of SSNs.  Please ask all of your staff who maintain files to do the same.   If you or your staff identify files that include SSNs, remove that field entirely if it is not necessary, or find a substitute.  Information Services staff are available to assist you if you have questions, need alternate information or want assistance with specific files.  Please contact the Help Desk (x47172 or help@barnard.edu).

Please note that files kept on a local C:/ drive of a personal computer are actually the most vulnerable to unauthorized access, malicious or accidental.  Therefore, please pay special attention to any local files.  Files that require an SSN for business reasons should be stored on the College's file server, Artemis. Since Artemis sits behind a firewall, it is much more secure.

Columbia has developed and published a policy governing the use of SSNs.  While some of the particulars are specific to Columbia,  Barnard endorses its overall intent.  An SSN breach, i.e. any incident in which SSNs have been exposed inappropriately and unauthorized individuals may have viewed the information, has significant and costly consequences both to the individuals involved and to the College.

We are relying on your help and cooperation in eliminating or securing any potential exposure. Thank you for your assistance.

last update 10/27/08