Can SSNs be hidden/redacted?

Jason Black

Our Advancement Services staff has view and edit rights for SSNs in RE. Edit rights are necessary for importing records from our student database. But we don't actually want to view the SSN on the BIO1 tab regularly - we just want to store them so we can get to them when needed. Is there a way to maintain the standard <Edit mode> view of constituent records while hiding/redacting the SSNs?


 

Amy Dana

It looks like under Security you can only restrict access to the complete biographical information. Have you thought about putting the number someplace else? If you put it as a Note, you can set up a Security Option so that people can't view the note.


Is there a specific reason that you need SSNs? We don't even import them into RE from our Registrar. If we are ever really unsure about someone we can always work with the Registrat to find that number.

Nicole S

Depending on how often you actually need to access the field, you could hide it in config and when you need it uncheck the box, do what you need to do, then hide it again when you are done importing. Could be annoying if  you have to do this all the time though.


But to Amy's point, you may want to review whether you even need to store that info. I know that many orgs don't. But it's up to you.

Jen Claudy

Since it's not really supposed to be used anymore (technically it never was) as identification for any purpose other than Social Security, we don't store that data...


I would suggest hiding the field (as Nicole stated) and then if you have staff that need to enter this (and now can't see the field) have them put it in somewhere else (like as an Alias or an Attribute) and then periodically move the data using Global Change from that location to the SSN field.  (Check first that you can move data from a field before you choose it, or you'll have to use an Export/Import process or do it manually.)