The Ohio State University

Remove SSN from Files

To help prevent the misuse or exposure of sensitive personal information, you want to locate potential sources of this data, identify where you have stored the data, and remove SSN where possible.

Step 1: Think About What You Have

This creates an inventory of all the places where you may have accessed and stored sensitive information, such as SSN. Possible locations to consider:

• Files stored on your computer or laptop (e.g. downloaded rosters, advising files, research, travel forms)
• Files stored on your LAN network
• Paper reports, rosters, grants, research, or other documents in filing cabinets, your desk, shelves, etc.
• Contact your department's IT professional for aid in using SSN locator software.

Step 2: Determine Where You Can Remove Sensitive Information

One of the easiest ways to protect the individual's sensitive information and yourself is to consider how you can limit access to SSN.

• Delete any old or unnecessary files containing sensitive information. Be sure to empty your Recycle Bin or Trash!
• Holding Shift and Delete on a Windows systems will delete the file and prevent it from going into the system's pre-trash. This is the recommended way to delete a file containing Restricted Data, such as SSN.
• Remove SSN from files (spreadsheets, query reports, class rosters, etc.) that you need to keep and then protect them with encryption.
• Protect, protect, and protect! Use encryption, store in a secured location, and shred any documents you are disposing of.
• Securely delete data from Excel Spreadsheets

Contact your department's IT professional for aid in encrypting and/or protecting the sensitive information.

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