Personally Identifying Information (PII) Disposal

DCSS-POL-08-14 v.2

 

  1. OVERVIEW
  1. The purpose of this policy is to provide staff and members of the public a working knowledge of personally identifying information (PII) and the authorized disposal of the PII information.
  1. APPLICABILITY
  1. This policy applies to all Arizona IV-D program staff performing Title IV-D services.
  1. POLICY
  1. To ensure the proper safeguarding of information all printed PII must be shredded or placed in a shredding barrel for proper disposal immediately after the use it was printed for is completed.
  1. CRITERIA
  1. PII material that requires proper disposal will include but is not limited to the following:
  1. Client names
  2. Child Support Case numbers if combined with another piece of PII
  3. Social Security number
  4. Date of birth
  5. Residential and mailing address
  6. Home and cell phone number
  7. Driver’s license number
  8. Medical information
  9. Employment information
  10. Federal Tax Information (FTI) including includes but is not limited to the following:
  1. returns
  2. return information
  3. federal tax offset program information
  1. Consumer credit reports.
  2. Assets held in financial institutions.
  1. PROCEDURE
  1. This policy is supported by staff procedures, which identify how action related to this policy will be conducted, including responsibilities, time frames, and required actions.
  1. AUTHORITY
Federal Authority

5 U.S.C. § 552a

Records maintained on individuals

45 C.F.R. § 303.21

Safeguarding and disclosure of confidential information

45 C.F.R. § 307.13

Security and confidentiality for computerized support enforcement systems in operation after October 1, 1997
45 C.F.R. § 164.530(c) Administrative requirements. Standard: Safeguards (Medical Information)
O.C.S.E. AT-10-12 Final Rule: Safeguarding Child Support Information
U.S.C. Public Law 104-193 (PRWORA), Title III - Child Support Personal Responsibility and Work Opportunity Reconciliation Act of 1996 (PRWORA) - Title III - Child Support, SEC. 303. Privacy Safeguards
State Authority

A.R.S. § 41-1959

Confidential information; permissible disclosure; rules; violation; classification

A.R.S. § 44-1373

 

PII definition and requirements
A.R.S. § 44-7601 Discarding and disposing of record containing personal identifying information; civil penalty; enforcement; definition

Return to beginning of the Personally Identifying Information Disposal Policy

Policy Revision Date: 02/14/2023
Policy Review Date: 12/06/2022

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