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Re: privacy question
Many thanks to the several people who responded to my question about
privacy of records. Here is a general tally of the issues discussed. Note
that these responses come from the U.S. Canadian records are mentioned
below.
- Privacy ends at death: 4 responses. It
appears that the Social Security Administration releases information on a
regular basis after death. These records are reported to include SS
number and date and place of birth and death. Some repositories have
required a death certificate before the records are opened.
- When death date is unknown, set a date after which it can be
assumed the individual is dead: 3 responses. The
recommended age for the records being released varied between 70 and 75 years
from the date the record was created. 72 years was recommended based on
the Census records release dates, and the other dates seemed to refer to
that.
- Concern about theft of Social Security numbers or
"identity": 2 responses. One suggested that certain
states might never release Social Security numbers.
- Check the state or a lawyer for regulations: 2
responses.
Apparently Canadian regulations are much broader than those in the
U.S. Those regulations restrict records with personal
information until 30 years after death, ca. 90-100 years after creation.
The records can be used before this to generate statistics or anonymous case
studies after the researcher signs a research agreement promising the records
will be kept anonymous.
It appears we will be relatively safe if we do not give out employment
records until the person is dead, or 70-some years after the record was last
updated. To be really safe, we should delete the SS number. I plan
to check with the state of Wisconsin to see if I should be aware of other
restrictions.
Again, many thanks for your collective wisdom.
Erin Foley
Archivist
Circus World Museum
550 Water
Street
Baraboo, WI 53913