Plan for Minimizing Unwarranted Use of Social Security Identifiers
The Environmental Protection Agency (EPA) is taking steps to reduce the collection and use of Social Security Numbers (SSNs) in its systems, programs, websites, and forms. This ongoing process, spearheaded by the EPA's National Privacy Program, includes a data call to identify the collection and uses of SSNs.
Twice a year, the EPA reviews forms, systems, and websites that collect SSNs, with the results being reported annually. In FY 2016, the EPA reported that 16 federal information systems collected a total of 1,516,450 records.
Since then, the EPA has taken action to reduce the use of SSNs. This includes truncating one SSN, stopping the display of one SSN, and replacing one SSN with an alternative number. The EPA is also reviewing Agency Websites to remove forms that collect SSNs but have been replaced or discontinued.
The EPA is not only focusing on eliminating SSNs but also ensuring the adequate protection of those that are deemed necessary. The agency is determining if current safeguards are adequate to protect SSN collections. If superfluous uses of SSNs are identified, a system-appropriate plan will be developed to remove or supplement the SSN with another identifier.
The EPA is also developing system-appropriate plans of actions to eliminate, truncate, or mask SSN display in systems and reports. The agency is reviewing forms to determine if SSNs are superfluous and revising them accordingly.
In FY 2017, forms (paper/electronic) that collect SSNs will be reviewed to determine if the collection is unnecessary and can be replaced with another identifier or removed. The EPA is also identifying Agency systems that collect SSNs for potential elimination and forms that collect Social Security Numbers for potential revision.
The US Government Accountability Office (GAO) conducted a government survey on the reduction of Social Security Numbers in August of 2016. The EPA's review of Privacy Act Statement or Privacy Notice (PN) includes ensuring it is present, adequate, and includes the appropriate provisions at the point of collection.
This SSN reduction plan is an ongoing process, with any reduction of SSN uses being reviewed twice a year and reported annually. For the current status and progress of the EPA's FY-16 plan to reduce or eliminate unnecessary use of Social Security Numbers, it would be necessary to look at official EPA reports or updates from the U.S. Office of Management and Budget (OMB) on the elimination of unnecessary use of Social Security Numbers across federal agencies. These sources might provide detailed information on the progress and implementation of such plans.
- As the EPA continues to enhance its privacy program, it is also exploring ways to minimize the use of SSNs in the realm of finance and business, aiming to improve technology systems for better data protection.
- In line with the EPA's ongoing efforts to improve data security, it is assessing the adequacy of current safeguards in its business and technology systems, with a view to ensuring the protection of SSNs deemed necessary, and eliminating or supplementing superfluous uses of these numbers with alternative identifiers.
