Employee Manual 2023 - Flipbook - Page 91
APPENDIX I:
PRIVACY OF SOCIAL SECURITY NUMBERS
The City will maintain strict compliance with the Michigan Social Security Privacy Act and will
ensure to the extent possible the confidentiality of social security numbers. The City will also
monitor vendors and service providers to ensure that they also comply with the requirements of
the Act.
Access to information containing social security numbers will be limited to business purposes only
and, as such, will be shared only as required and with those who have a need to have access to
such information. All hard copy records containing social security numbers will be maintained in
locked, secured areas with access limited to those who have a need for such access.
Documents containing social security numbers will be destroyed unless needed for business and/or
employment purposes. Also, the City will not send documents containing more than four
sequential digits of any employee’s social security number through the mail except as permitted or
required by law (for example, the annual W-2 tax form).
Violations of this policy shall not be tolerated. Any employee violating this policy shall be subject to
disciplinary action, up to and including discharge. In addition, under Michigan law, violations may
result in criminal prosecution.
City of Plymouth Employee manual - Page 91 – March 2023
