May 16-19, 2004 Moving Away from Social Security Numbers Becky King Baylor University Copyright...
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May 16-19, 2004 Moving Away from Social Security Numbers Becky King Baylor University Copyright Becky King 2004. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the author. To disseminate otherwise or to republish requires written permission from the author.
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Transcript of May 16-19, 2004 Moving Away from Social Security Numbers Becky King Baylor University Copyright...
May 16-19, 2004
Moving Away from Social Security Numbers
Becky KingBaylor University
Copyright Becky King 2004. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the author. To disseminate otherwise or to republish requires written permission from the author.
May 16-19, 2004
What it says:
If a Web surfer has elected to provide Personally-Identifiable Data, that data may be used to assist with targeting ads to that person’s preferences & behaviors & for other sales & marketing efforts.
What it really means:
If a Web surfer can’t afford a lawyer to translate our 3700 word privacy policy &, consequently, has provided Personally-Identifiable Data, that data may be used any way we want including, but not limited to, an appearance on a Times Square billboard next New Year’s Eve.
From Madeleine Begun Kane’s “Hapless Surfer’s Guide to Privacy Policies”
May 16-19, 2004
What it says:
We have a strict internal security policy with respect to the confidentiality of customer data, limiting access to only those employees who have a need to know for the purposes of effectively delivering our products & services.
What it really means:
We have a strict internal security policy with respect to the confidentiality of customer data, limiting access to only those employees who have a need to know for the purposes of effectively delivering our products & services. However, due to a high-tech labor shortage, employees with a need to know will probably include ex-cons.
May 16-19, 2004
What it says:
We make every effort to maintain the security of our network & the data we collect. However, no data transmission over the Internet can be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot ensure or warrant the security of any information you transmit to us, & you do so at your own risk.
What it really means:
We make every effort to maintain the security of our network & the data we collect. But if anything goes wrong, we’ll blame Bill Gates.
May 16-19, 2004
Baylor University…
• Located up the road in Waco, Texas (suburb of Crawford)
• Baptist• Has @13,000 students & @2000
employees• Has 7 schools/colleges + Law
School & Seminary• Big 12 Athletic Conference
May 16-19, 2004
We are the Bears!
May 16-19, 2004
Baylor’s Mission Statement…
To educate men and women for worldwide leadership and service by integrating academic excellence and Christian commitment with a caring community.
May 16-19, 2004
Baylor’s Technology Organization…
Chief Information Officer and Dean of Libraries
Knowledge Resources
and Services“Connecting People with Ideas”
University Libraries Resources and Services Resources/Collection Mgt. Client Services Special CollectionsElectronic Libraries Resources and Services Resources/Collection Mgt. Client Services Academic Tech. Centers
Information Resources
and Services“Connecting People with
Information”
Information Systems and Services
Information Management and Testing Services
Information Access and
Storage“Connecting People”
Internet Systems and Services
Distributed Systems and Services
Servers and Networks
May 16-19, 2004
Information Systems & Services…
D a ta & D a tab a seA d m in is tra tion
P ro du c tion S erv ices& O pe ra tio ns
In fo rm a tion S yste m sC o n su lta n ts
A lu m n i/D eve lo pm e ntS ys te m s
F in a n c ia l S ys te m s H u m an R e so u rcesS ys te m s
L ib ra ry & Im a g ingS ys te m s
S tu de n t S yste m s
B e cky K ingD ire c to r
May 16-19, 2004
What we’ll cover…
• Background of the project (Why in the world are we doing this?)
• The project itself (What did we think we were doing?)
• Some issues that arose (I told you there’d be problems.)
• Where we are now (Is this ever going to be over?)
May 16-19, 2004
The background…• Student & HR systems have always used SSN• Concerted effort in 80’s & 90’s to get alumni
SSNs• Resisted initial rumblings• Then the INTERNET!• Leap to Banner SIS & upgrade to Gold ID
system• Recent hacking incidents in higher ed• Increasing requests for random ID• …OK we’ll change
May 16-19, 2004
Yes, in my lifetime, we’re moving away from SSN Lane!
May 16-19, 2004
Now, let’s talk about the project
It was BIG!
May 16-19, 2004
We needed a team…
• Nine staff members from Information Systems & Services
• One student rep (never showed)• Representatives from:
• IT Security• Institutional Research• Risk Management• Internet Systems• General Counsel (ex-officio)
May 16-19, 2004
We needed leadership…
Senior Analyst/Programmer from Information Systems
Yours Truly
May 16-19, 2004
And, so we began…• From agenda for 1st meeting 9/24/2003:
• I. Introduction – Why are we here and other philosophical discussion points
• II. List all constituent groups (break down big groups into classifications – i.e. Students break down into “Dumb Students” and “Smart Students” etc…)
• III. List IT Systems and known Departmental Systems affected by ID change (anyone wishing to discuss details will be bound and gagged and forced to watch Mork and Mindy reruns for 48 hours straight)
• And, so on…
May 16-19, 2004
Seriously, we began by…
• Listing constituent groups that would be affected
• Listing systems & interfaces affected & assigning to team member
• Designating issue response team (IRT)
• Starting to discuss training & communication issue
May 16-19, 2004
But, we needed a project name:
• First assigned to IRT• But during team meeting, kept
referring to the “switch” and when the “switcharoo” would happen
• Project Switcharoo!
May 16-19, 2004
Project Switcharoo needed a mascot…Maybe this: Or this:
We chose this:
May 16-19, 2004
Project Switcharoo critical systems
SCTBanner SIS,HRS, & ADS
PersonDatabase
DieboldGold IDSystem
May 16-19, 2004
Banner issues:• Structure of new ID
• Nine digit• Starts with 889• Assigned randomly w/in range for current
constituents• Then sequentially after that
• Where to store new ID until “Switcharoo”
May 16-19, 2004
buidgen table: • BUIDGEN_PIDM NUMBER(8)• BUIDGEN_SPRIDEN_ID_NEW VARCHAR2(9)• BUIDGEN_SPRIDEN_ID_OLD VARCHAR2(9)• BUIDGEN_MAIN_CONSTITUENT_GROUP
VARCHAR2(3)• BUIDGEN_ID_CARD_DIST_GROUP
VARCHAR2(6)• BUIDGEN_ASSIGNMENT_DATE DATE
May 16-19, 2004
Banner issues:• Structure of new ID
• Nine digit• Starts with 889• Assigned randomly first• Then sequentially
• Where to store new ID until “Switcharoo”• Cleanup of true SSN field• Timing of “Switcharoo” of various groups –
prospects, applicants, admittees, current students, employees, alumni/friends
May 16-19, 2004
Person Database issues:
• New field needed in database for ID number
• Interfaces – send both SSN & ID# or just ID#?
• Interfaces – ability to handle large volume of record changes
• Interfaces – timing of changes
May 16-19, 2004
ID System issues:• Print new cards in house or outsource?• RFID or not?• Print ID# on card?• Employees with no picture on file• Storing new ID# until “Switcharoo” &
printing cards using this temporary field• Timing of ordering supplies, taking
pictures, printing cards
May 16-19, 2004
Communication plan:• Project Website created, 9/2003 - http://
its.baylor.edu/idchange
May 16-19, 2004
May 16-19, 2004
Communication plan:• Project Website created, 9/2003 -
http://its.baylor.edu/idchange
• Email address created, 9/2003 - [email protected]
• Initial short InfoBits article, 10/2003
May 16-19, 2004
ID Number Conversion Project Begins
ITS staff members have begun a project to change the primary personal identifier for students, employees, and alumni in University information systems from social security number to an assigned nine digit number. Over the coming months, much work will be required to complete this conversion by the start of the fall, 2004, semester. Check the project Web page, http://its.baylor.edu/idchange, for news and updates about this major undertaking that will affect all Baylor Bears.
May 16-19, 2004
Communication plan:• Project Website created, 9/2003 -
http://its.baylor.edu/idchange
• Email address created, 9/2003 - [email protected]
• Initial short InfoBits article, 10/2003• Initial email to employees, 12/2003
May 16-19, 2004
To all faculty/staff:
In an effort to protect privacy and guard against identity theft, Baylor University has begun a project (codename Switcharoo) to change the primary personal identifier for students, employees, and alumni from social security number to a randomly assigned nine digit number. New ID cards will be created and distributed to all employees and students with the new assigned number printed on the ID card.
Faculty and staff can expect this transition to occur in May, 2004 when new ID cards will be distributed. Over the coming months, more information about this important project will be sent via email and conventional mail.
A project Web page is available at http://its.baylor.edu/idchange for news and updates. A “Frequently Asked Questions” (FAQ) page at this website will provide additional information regarding questions you may have. If you have additional concerns or questions, please contact Pete Able at [email protected].
May 16-19, 2004
Communication plan:• Project Website created, 9/2003 -
http://its.baylor.edu/idchange
• Email address created, 9/2003 - [email protected]
• Initial short InfoBits article, 10/2003• Initial email to employees, 12/2003• Paper flyer to employees, 1/2004
May 16-19, 2004
Project Switcharoo has begun! In an effort to protect privacy and guard against identity theft, Baylor University has begun a project to convert the primary identifiers for employees, students, and alumni in all information systems from social security number to a randomly assigned nine digit number.
Some questions you may have…
1. Why are we doing this? Baylor is making this change to address privacy and security concerns related to social security numbers and due to the increasing threat of identity theft. Also, pending and potential state and federal legislation may, at some point, require the change anyway. 2. When will this happen? The current plan is for all students and employees to be switched to new ID numbers by the end of May, 2004.
3. Will I have to get a new ID
card? Yes, because the ID number is encoded on the magnetic strip on the back of the ID card. Also, all new ID cards will be picture ID’s. 4. What if my current ID does not
have a picture?
Employees who have not had a picture ID made will need to come by the ID card production office on the first floor of Robinson Tower and have a picture made between the hours of 9:00 am and 3:00 pm, Monday through Friday, January 19 through February 13.
Where can I find out more about Project Switcharoo? Additional information is available on the project website at… http://its.baylor.edu/idchange or you can email questions to… [email protected] The Switcharoo project team looks forward to working with faculty, staff, and students to ensure the success of this important project. Look for more updates about project Switcharoo via email and your campus mailbox in the coming months.
The Switch is coming!
May 16-19, 2004
Communication plan:• Project Website created, 9/2003 -
http://its.baylor.edu/idchange
• Email address created, 9/2003 - [email protected]
• Initial short InfoBits article, 10/2003• Initial email to employees, 12/2003• Paper flyer to employees, 1/2004• Emails to employees needing pictures, 1/2004-
2/2004• 2nd InfoBits article, 2/2004
May 16-19, 2004
Communication plan (continued):• Initial email to students, 3/2004
May 16-19, 2004
Baylor students:
In an effort to protect privacy and guard against identity theft, Baylor University has a project (codename Switcharoo) in progress to change the primary personal identifier for students, employees, and alumni from social security number to a randomly assigned nine digit number. New ID cards will be created and distributed to all employees and students with the new assigned number printed on the ID card. This transition will occur in May, 2004 after graduation. New ID cards will be distributed in late April. After the transition, current ID cards will no longer be active and they will not be accepted for transactions that require the ID card. More information about this important project including the method, location, and exact date of the ID card distribution will be sent via email as the transition time nears.A project Web page is available at http://its.baylor.edu/idchange for news and updates. A “Frequently Asked Questions” (FAQ) page at this website will provide additional information regarding questions you may have. If you have additional concerns or questions, please contact Pete Able at [email protected].
May 16-19, 2004
Communication plan (continued):
• Initial email to students, 3/2004• Email to employees & students about ID
card distribution, 4/2004• Reminder email to employees & students
about ID card distribution, 4/2004• Reminder Powerpoint initial screen on
student lab computers
YOUR NEW ID IS COMING!
Say Goodbye to that old ID CARD!!!!
Distribution dates:April 26-28 in Bill Daniel Student Center
April 29-30 Cafeteria lobbies
Activation info:The activation date is currently set for May 24th
More info on http://newid.baylor.edu
Bye
May 16-19, 2004
Communication plan (continued):
• Student newspaper articles about ID card distribution, 4/2004
• Information flyer distributed with new cards• Email to Banner users about how to lookup
people by SSN after the change• Final email to employees & students about official “Switcharoo,” 5/2004
Then…
May 16-19, 2004
Project timeline:
• Sept., 2003 – project team formed and begins meeting
• Dec., 2003 – review of affected systems & interfaces completed
• Jan., 2004 – supplies ordered for printing 20,000 ID cards
• Jan.-Feb., 2004 – employees with no pictures on file get pictures taken
May 16-19, 2004
Project timeline (continued):• Feb., 2004 – new ID numbers
generated and stored in Banner• Feb., 2004 – printing of new
student ID cards begins• Feb.-Mar., 2004 – critical
programming changes made• Late Mar., 2004 – printing of new
employee ID cards
May 16-19, 2004
Project timeline (continued):• Early Apr., 2004 – pilot group
“Switcharoo’d”• Apr., 2004 – final planning for new ID
card distribution• Late Apr., 2004 – give ‘em the new
cards• May 23-24, 2004 – Switcharoo!• Later May, 2004 – notify incoming
students how to get Bear ID & ID number
May 16-19, 2004
Other project items:• New Web app to tell ID number from
Bear ID & password
May 16-19, 2004
Other project items:• New Web app to inactivate lost or stolen
ID card
May 16-19, 2004
Our project leader…
• Story time
May 16-19, 2004
Our project leader…• 3-headed monster
May 16-19, 2004
Our project leader…• Email to staff working ID card distribution:
Just a quick reminder to show up for card distribution next week. Also, I've included a list of potential problems/questions you might face and what to do in each situation.
Possible Questions:
1. Why the heck are you making us do this?We're moving away from using social security numbers to identify individuals, and the new ID cards based on this random number are one step in that direction....5. What makes Pete such a great person?His natural charm and charisma.
May 16-19, 2004
Our project leader…• More from the email:
Problems you might encounter:
1. Oh crap! No ID card!Send them to the Fentress Room where we will verify the true problem and take down their information.
2. Sonnuva...ID card is screwed up! (bad number, classification, picture, etc...) See answer to 1.
3. Holy...their name isn't on the list but I have an ID for them! Have them add their name to the list and give them their card. Send them to the Fentress Room where we can review....
5. Oh dear...I just realized I do not know the alphabet.Good luck.
- Pete
May 16-19, 2004
Our project leader…• Interview with campus newspaper:
Do you foresee anymore technological changes like switcheroo in the future?Well, in the technology world, change is a constant, but I do not believe an ID change of this magnitude will occur again in the foreseeable future at Baylor. The range of random numbers we've selected for the new Baylor ID number should last about 50 years, and by then we will all have computer chips embedded in our skulls and wear matching V-neck silver suits.
…blah, blah, blah…
Now, I'm not saying you need to put all that garbage into the story. If you want to or have space to fill, that's great. Otherwise just file it away in Melissa's "things I know that no-one else knows" place in your brain.
- Pete
May 16-19, 2004
Issues, problems, situations, stuff…
May 16-19, 2004
Issues, problems, situations, stuff…• SSN cleanup & storage• Change in schedule for
prospect/applicant switch• New ID cards – print or outsource?• IDs with no pictures• Oddball employees & students• Logistics of card distribution• Finding all affected applications• Can student have new number if they
want?
May 16-19, 2004
What’s left?• The official Switcharoo for employees,
students, prospects, applicants – May 23-24• Alumni this summer• Policy statement approval• Continue addressing departmental system
conversion issues• Continue “training” of employees in
terminology usage• Change cafeteria sign-in practice
May 16-19, 2004
And so, the job no one wanted to do will be done:
May 16-19, 2004
Moving Away from Social Security Numbers
Becky KingBaylor University
