This Identity Protection Policy is adopted pursuant to the Illinois
Identity Protection Act (5 ILCS 179/1 et seq.). The Identity Protection
Act requires local government entities, including the Village of Bannockburn,
to have in place by June 1, 2011, an Identity Protection Policy to
ensure the confidentiality and integrity of social security numbers
(SSNs) that the Village collects, maintains, and uses. It is important
to safeguard SSNs against unauthorized access because SSNs can be
used to facilitate identity theft. One way to better protect SSNs
is to limit the widespread dissemination of those numbers. The Identity
Protection Act was passed by the Illinois General Assembly in part
to require the Village and other local and state government agencies
to assess their personal information collection practices and make
necessary changes to those practices to ensure confidentiality. All
Village officers, employees, and agents shall comply with the Identity
Protection Act and this policy at all times.
As used in this article, the following terms shall have the
meanings indicated:
ACT
The Illinois Identity Protection Act (5 ILCS 179/1 et seq.).
BOARD
The Board of Trustees of the Village of Bannockburn.
EMPLOYEE
Any individual in the employ of the Village.
POLICY
This Identity Protection Policy.
REDACT
To alter or truncate data so that no more than five sequential
digits of a SSN are accessible as part of personal information.
SSN(S)
Any social security number provided to an individual by the
Social Security Administration.
STATEMENT OF PURPOSE
A document stating the purpose or purposes for which the
Village is collecting and using an individual's SSN. The Village Manager
or his or her designee is authorized to establish or modify one or
more statements of purpose from time to time that comply with this
policy. A Statement of purpose for the Village is attached to this
policy.
VILLAGE
The Village of Bannockburn.
Any time the Village collects an individual's SSN, or at any
other time upon request of the individual, the Village shall provide
the individual with a statement of purpose.
The Village shall comply with the provisions of the Illinois
Freedom of Information Act (5 ILCS 140/1 et seq.) and any other state
law with respect to allowing the public inspection and copying of
information or documents containing all or any portion of an individual's
SSN. However, the Village shall redact SSNs from the information or
documents before allowing the public inspection or copying of the
information or documents. When collecting SSNs, the Village shall
request each SSN in a manner that makes the SSN easy to redact if
required to be released as part of a public records request.
Only employees who are required to use or handle information
or documents that contain SSNs in the course of performing their duties
will have access to such information and documents. All employees
who have access to SSNs shall first be trained to protect the confidentiality
of SSNs. The training will include instructions on the proper handling
of information that contains SSNs from the time of collection through
destruction of the information.
Neither the Village nor any employee shall encode or embed a
SSN 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 SSN as required by the Act and this policy.
All Village employees shall be advised of the existence of this
policy. Village employees who are required to use or handle information
or documents that contain SSNs shall be provided a copy of this policy,
which each shall maintain at all times. The Village shall maintain
on file a written copy of this policy which is available to all employees
and any member of the public by requesting a copy from: Village Manager,
Village of Bannockburn, 2275 Telegraph Road, Bannockburn, IL 60015;
847-945-6080.
This policy may be amended by the Village Board at any time. If the policy is amended, the Village Board shall advise all employees of the existence of the amended policy. A copy of the amended policy will be made available to employees and the public as set forth §
1-34 above.