R2010-143 RECEIVING AND FILING ADMINISTRATIVE POLICY

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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, or policy or to confirm the accuracy of the Social Security number. A Social Security number that is permissibly 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. 3.0 In addition, the City shall not: 1. Collect, use, or disclose a Social Security number from an individual, unless: i. required to do so under 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 City's duties and responsibilities; ii. 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. 3.1 These prohibitions do not apply to the following circumstances: 1. The disclosure of Social Security numbers to agents, employees, contractors, or subcontractors of a governmental entity or disclosure by a governmental entity to another governmental entity or its agents, employees, contractors or subcontractors if disclosure is necessary, in 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 first 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 numbers pursuant to a court order, warrant or subpoena. 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.