Social Security Number (SSN) scanning protects the privacy of the Texas A&M community. All Texas A&M information systems and departmental computers should be examined to reduce the risk of SSN exposure. In order to comply with University System and State policy all Staff and Faculty computers connected to the TAMUG network (either via LAN or Wireless) need to be scanned to ensure they do not contain any Social Security Numbers (SSN).
These requirements are being developed into a Standard Administrative Procedure (SAP).
SSN Scanning Resources:
SAP 29.01.03.M1.29 Draft - Data Classification and Protection - Read the SSN scanning policy
Note: you are allowed to have your own and immediate family members SSN's on your computer (but you run the risk of this information potentially being accessed)
Go to T:Bara\Common\IdentityFinder4_7
1. Right Click the application (IdentityFinderSetup) and copy it to your Desktop
2. Right Click the license file (identityfinder.lic) and copy it to your Desktop
Installing Identity Finder
Double Click on the Identity Finder Setup Icon on your Desktop
If a User Access Control box appears click "OK" to continue
Click "Accept the terms in the License Agreement" then click Next
Make sure "anyone who uses this computer" is selected and click "Typical"
Uncheck the "Launch Identity Finder" and click "Finish"
Now from your Desktop right click on the "identityfinder.lic" file and select copy
Next navigate to your C: drive (My Computer or Computer) and open the Program Files Folder. Note: If you also see “ Program Files(x86)” folder, open this folder instead.
Then open the program folder " Identity Finder 4"
Right click and Paste the license file into the "Identity Finder 4" folder. You can now run the application.
Identity Finder is now installed.
Running Identity Finder
1. Open Identity Finder from the icon on your desktop
If you are asked to enter registration information select "Skip"
If you are asked to participate in the customer experience program uncheck the box and select "Skip"
If you are asked to enter a password, enter "ssn" (without the quotes) and then "OK".
Select "Open Advanced Interface" and in the "Advanced Interface" pop up box select "No"
If asked to do an Identity Finder Update select "Yes". Follow the prompts until you see the screen below.
When the below dialog box appears select the option" Do not close applications. A reboot will be required". (You shouldn't need to reboot)
2. You Are Now Ready To Select the Types of Identity Information you want to look for and start the scan.
Click on the "Identities" tab and select the items you want to search for. At a minimum select "Social Security" but you are welcome to search for Credit Cards and Passwords.
Then from the "Main" tab click on the start button. Your scan will start and depending on how many files you have it can take an hour or two to complete.
3. When the Scan Completes
Click on "Advanced" and click on one of the results. On the right side of the screen is a Preview Pane that will show you where the SSN, Credit Card number or other information is in the file.
*If you hover your mouse over the item it will show you the location of the item on your PC should you want to go to that area and take a look.
*If you click on the number it found it will show you where it is in the document or email.
You may get many results and often they are "False Positives" because the item matches the format of a SSN or credit card number, so carefully go through them and use the options below.
You can then make a decision to:
keep it (ignore it)
Secure it (password protected) - make sure you remember the password you assign
Shred It (delete)
To do any of the above check the box next to the item and clicking on the relevant button as shown below (the options may change depending on the file type):
What To Do If Social Security Numbers Or Other Sensitive Information Is Found
If you find a positive SSN or other match you have the following options:
1. If it is your or your immediate family members SSN you can choose to "Ignore" it (but it would be safer not to have it stored).
2. If it isn't yours or immediate family members SSN you should "Shred" it.
3. If you decide you need to keep it for business reasons you must report this to your Department Head and have them notify IS along with a business reason for needing to retain it.
REPORT RETAINED SSN OR SENSITIVE INFORMATON TO INFORMATION SERVICES firstname.lastname@example.org ALONG WITH THE BUSINESS REASON.
Often keeping the SSN's will mean utilizing an encryption program to secure the files containing SSN's. If possible you can
archive the files to a CD / DVD and keep it in a secure location.
Please contact IS if you have any questions.