Employer's Responsibilities for Protecting Social Security Numbers

• Employers have various was to protect employees' Social Security numbers. Kent Knudson/PhotoLink/Photodisc/Getty Images

  Releasing Social Security numbers can lead to identify theft if they it get into the hands of someone nefarious. Because Social Security numbers are used as identification in the workplace, employers need to take steps to protect them. In California and New York, it's the law.

Desktop Work Computer Security

• Hire a computer security expert to determine whether you have a strong enough security system on your workplaces' computers and to install one if you don't. Often employees have to keep their Social Security number in their computers, so they could easily be stolen if someone else uses the computer. Part of the security should include employees' using strong passwords that can't be easily guessed. Avoid storing financial statements or tax information on all the work computers since they frequently contain Social Security numbers.

Laptop Computer Security

• Make sure all laptop computers have security systems in place. The same systems can be set up on laptop and desktop computers. Keep private information about employees off laptops because they can be easily stolen. Don't let laptops lie around to deter theft.

Avoid Showing SSN on a Bulletin Board

• Social Security Online says sometimes paper records have to be posted on a bulletin board in an office to pass on information to staff. These records may have employees' Social Security numbers on it, so make sure those numbers are removed before posting. Use a Sharpie pen to black out the number or just cut off the part with the number and shred it through a confetti paper shredder.

Avoid Sending an SSN Electronically

• If you have employee Social Security numbers on your own work computer, Social Security Online says you shouldn't transfer any of them electronically. Sending an SSN electronically potentially exposes it to hackers who may be hacking into your company's Internet line. Encryption software can be useful but doesn't completely eliminate the risk.

Avoid Using SSNs on ID Cards

• Many companies use ID cards to prevent unauthorized people from roaming around the workplace. If your office uses ID cards, don't put Social Security numbers on them in the event an employee misplaces one.

Educate on Phishing Schemes

• Identityguard.com warns against phishing techniques where online crooks send fake memos or emails to organizations that ask for personal information like SSNs. These fake memos and emails are made to look legitimate to try to fool employees. Hold a meeting to educate your employees on this phishing operation so everybody in the company can be sure to ask a manager whether a memo or email is real.