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PY26 WHEAP Manual
151 Revised: August 2025 5. Contracted agencies shall not: a. Scan, photocopy, or retain photo identification of program applicants or household members. b. Scan, photocopy, or retain Social Security cards of program applicants or household members. c. Send or request materials to be sent containing SSNs by public or private mail, text, social media, or instant messaging service.
Definitions contracted agency – An agency that has entered an agreement for program delivery on behalf of the HE+ Program or Wisconsin DOA, DEHCR.
cyber breach – A cyber breach is any security incident in which unauthorized parties access sensitive or confidential information.
degaussing – A method of eliminating data on a storage device, where the drive is subjected to sufficient levels of magnetism to result in destruction of all data on the drive.
desktop – A computer that is intended as a non-portable workstation.
email – An electronic system which is used to exchange messages between individuals through the internet. Agencies emailing customers must place customers’ email addresses in the BCC line.
File Transfer Protocol (FTP) site – An internet site intended to transfer files or folders.
instant messaging – A type of online chat that offers real-time text transmission over the internet.
hard copies – A hard copy is any information printed, written, or displayed on a surface such as paper.
overwrite procedure – A method of eliminating data on a storage device, where the drive is repeatedly written over electronically to eliminate all data.
metadata – Any related information about the file or data.
Personally Identifiable Information (PII) – Any information by itself or combined with additional information that can be used to directly identify a specific individual.
portable computing devices – Any device that is designed as a portable workstation for an individual.
portable media – A drive, disk, or storage device that can be removed from one electronic device and used on another electronic device.
scanning – Making an electronic copy of a physical document.