G.O. 34
LONGWOOD POLICE DEPARTMENT
GENERAL ORDER
NUMBER: GO - 34
SUBJECT: SOCIAL SECURITY NUMBER COLLECTION
EFFECTIVE: DECEMBER 31, 2007
REVISED: NOVEMBER 15, 2022
GENERAL ORDER
SOCIAL SECURITY NUMBER COLLECTION
GO – 34 PAGE 1 OF 3
I. PURPOSE
The purpose of this general order is to provide members guidance in complying with
Florida State Statute 119.071(5), which addresses requesting and collecting social security
numbers from persons they come in contact with while performing their duties.
II. SCOPE
Social security numbers were originally intended solely for the administration of the
Social Security System, but have become widely used for a variety of other purposes,
including identity verification, and other legitimate consensual purposes.
Longwood Police Department personnel collect social security numbers for various
purposes. All social security numbers collected by police department personnel are
confidential and exempt from Florida’s Public Records Act. Pursuant to Florida State
Statute 119.071, a public agency in Florida may request a social security number from an
individual only when it is specifically authorized by law to do so, or when the collection is
imperative for the performance of that agency’s duties and responsibilities as prescribed
by law. These numbers may be disclosed to another agency or governmental entity if
disclosure is necessary for the receiving agency or entity to perform its duties and
responsibilities.
III. GUIDELINES
Social security numbers can be collected under the following circumstances:
A. On an employment application: to verify the individual’s identity and to conduct
the necessary background checks for the hiring process. Once the individual has
become an employee in a sworn position, the number is used for identification
with the Criminal Justice and Training Commission and will be shared with the
Florida Department of Law Enforcement for the same purpose.
GENERAL ORDER
SOCIAL SECURITY NUMBER COLLECTION
GO – 34 PAGE 2 OF 3
B. From an arrested / searched individual: to verify their identity as related
to a warrant, criminal investigation, driver’s license or motor vehicle
registration laws, investigation of missing persons, investigation / return
of firearms, or finger printing request.
C. Any police purpose where knowledge of a social security number would
be imperative to accomplishing a police purpose.
IV. COLLECTION PROCESS
When requesting social security numbers, all department employees must provide the
person with the following written notice, (attachment A).
“Longwood Police Department personnel have requested that you provide your social
security number. The decision to provide your social security number is your option. If
you provide your social security number, Longwood Police Department personnel will
use it for purposes of identification and may share the information with other agencies
for the same purpose. The request for your social security number is authorized by
state law, because use of it is imperative for Longwood Police Department personnel to
fulfill their lawful duties and responsibilities.”
If the situation is such that a written statement cannot be provided at the time of the
contact, the employee should make every effort to inform the person verbally of their
option to provide their social security number. A written statement may be distributed
when circumstances allow.
If the information is collected pursuant to a criminal investigation, it is recommended that
the investigating officer document the action in the report.
This notice is available in the report writing area. Employees should have them available
at all times.
GENERAL ORDER
SOCIAL SECURITY NUMBER COLLECTION
GO – 34 PAGE 3 OF 3
ATTACHMENT A
NOTICE
In Accordance with Florida State Statute 119.071
Longwood Police Department personnel have requested that you provide your social security
number. The decision to provide your social security number is your option. If you provide your
social security number Longwood Police Department personnel will use it for purposes of
identification and may share the information with other agencies for the same purpose. The
request for your social security number is authorized by state law, because use of it is imperative
for Longwood Police Department personnel to fulfill their lawful duties and responsibilities.