Frequently Asked Questions

What is ID Management?

A systematic process for uniquely identifying all persons affiliated with an enterprise. In the case of the University of Georgia, these affiliates include students, faculty, staff, dependents, alumni, and potentially others.

What is a unique identifier?

A permanent and unique identifier for persons affiliated with UGA, including those persons having a need for logical and/or physical access to services and resources at UGA.

Is a unique identifier the same as the number on the UGA Card?

While the UGA card number is a unique identifier, it is not necessarily the identifier that will be used to replace the SSN at UGA on a permanent basis.

Why do we need to make a change?

To better protect the identity of UGA students, faculty, and staff.

Is the entire university involved in this process?

Yes, in phases.

What if my department has created our own ID for our databases? Can we continue using that number? Do we have to switch?

If you are using SSN as an identifier in your department's database, please take the following steps:

Be certain that only authorized persons have access to that database.
Ask your IT manager to assist you in securing that database against accidental or intentional disclosure of sensitive information.
Consider modifying reports to include no SSN or only the last four digits of the SSN.
Do not distribute reports which contain sensitive information (such as SSN) electronically (via e-mail) or on paper. Keep such paper reports in a secure location and dispose of them properly.
Contact idm@uga.edu for discussion and guidance in converting the SSN to another numbering system that is in wide use at UGA.
Be aware that we anticipate the formulation and enforcement of policies which strongly discourage the use and/or storage of sensitive information such as SSN's on any system other than one especially designed and administered to protect that information from inappropriate access.

If you are not using SSN as an identifier, be certain that you are protecting any other sensitive information on your database against unauthorized access or disclosure. You are not required to convert your identifier at this time, but we anticipate that we will provide you with policies, practices, and tools for using the university-wide id assignment process some time in the future.

What are immediate steps I can take to protect SSNs in my systems?

See Protecting your Identity and Your SSN.

My department has to retain access to SSNs in our system because of governmental reporting requirements. Will we be able to do that?

This requirement will be assessed during the development of the identity management strategy.