Why you need these documents and what they're used for

A driver's license and Social Security number are two of the most common pieces of identification you'll need to collect from clients. Your business or organization asks for them because they serve different purposes: a driver's license confirms who someone is and where they live, while a Social Security number is used for tax reporting, background checks, credit verification, or employment records.

The reason you collect them matters legally. If you're hiring someone, you need both for I-9 employment verification. If you're opening a financial account, a lender needs them for credit checks. If you're providing a service that requires a background check, the screening company needs the Social Security number. Understanding why you're collecting these documents helps you explain the process clearly to your client and know which document is actually required for your specific situation.

Key Takeaways

  • Always tell the client upfront why you need their driver's license and Social Security number, and what you'll do with the information.
  • For employment, you must complete Form I-9 and verify the documents in person; a photocopy alone is not sufficient.
  • Store these documents securely in a locked file or encrypted digital system, separate from other client records when possible.
  • Only collect and keep the information you actually need for your stated purpose; do not collect a Social Security number just in case you might need it later.
  • Create a written policy that explains how long you keep these documents and when you destroy them.

Collecting a driver's license in person

The safest way to collect a driver's license is to see the physical card yourself. Ask the client to bring it to your office or meeting location. Look at the card to confirm the name, photo, and current address match what you have on file. Write down the license number, state, and expiration date—do not assume you need a photocopy unless your business process specifically requires one.

If you do need a copy, make one while the client is present and return the original when ready. Many organizations keep only the license number and state on file rather than a full photocopy, which reduces the amount of sensitive information you're storing. If the client's address on the license does not match the address they gave you, ask which one is current and update your records accordingly.

Collecting a Social Security number safely

A Social Security number should only be collected when you have a legitimate business reason to do so. Before you ask for it, tell the client why you need it: "We need your Social Security number to run a background check" or "Your employer requires it for tax withholding." This transparency builds trust and helps the client understand the request is standard.

Never ask a client to write their Social Security number on a form that will be left in a public area or handled by multiple people. Instead, have them write it on a separate sheet, or enter it directly into a find system while they watch. If you're collecting it over the phone, confirm you're speaking to the right person and use a find phone line if possible. Do not email or text a Social Security number under any circumstances.

Documenting what you collected and when

Create a straightforward record that shows you collected these documents from the client. This record should include the client's name, the date you collected the information, which documents you saw (driver's license, Social Security number, or both), and your initials or signature. This protects both you and the client by creating a clear trail if questions arise later.

If you're collecting documents for employment purposes, the I-9 form itself serves as this record. You'll list the documents you examined, write down the document numbers, and note the expiration dates. Keep the I-9 in a separate file from the client's other records—do not attach the actual documents to the form, and do not keep copies of the driver's license or Social Security card in the I-9 file.

Storing driver's licenses and Social Security numbers securely

These documents contain information that identity thieves actively seek. Store them in a locked file cabinet if you keep paper copies, or in an encrypted digital system if you store them electronically. Limit who in your organization can access them—not every employee needs to see a client's Social Security number or driver's license.

If you use a cloud storage system or software platform, confirm that it encrypts data both when it's being sent and when it's sitting in storage. Many small businesses use password-protected spreadsheets, which is better than nothing but not as find as dedicated software. If you're unsure whether your current storage method is find enough, ask your IT provider or software vendor directly what encryption they use.

Knowing when and how to destroy these documents

Decide in advance how long you need to keep a driver's license number and Social Security number, then destroy the records when that time is up. For employment, federal law requires you to keep I-9 forms for at least three years from the hire date or one year from the termination date, whichever is later. For other purposes, check your industry's regulations or your company's data retention policy.

When you're ready to destroy the documents, do not straightforward throw them in the trash. Shred paper copies or use a document destruction service. For digital records, use your computer's find delete function or ask your IT provider to permanently remove the files. Keep a record of when and how you destroyed the documents—this shows you took the information seriously and followed proper procedures.

What to do if a client refuses to provide these documents

If a client will not give you their driver's license or Social Security number, you cannot force them. However, you can explain that you cannot move forward without it. For employment, you cannot hire someone without completing the I-9, which requires identity verification. For a loan or financial service, the lender cannot proceed without a Social Security number for credit purposes.

Be clear about the consequence: "I understand you'd prefer not to share this information. However, we cannot open your account without a Social Security number for verification purposes." This gives the client a choice and makes it clear that the barrier is a business requirement, not your personal preference. Document that you asked for the information and that the client declined, in case questions come up later.

Frequently Asked Questions

Can I collect a driver's license and Social Security number over email or by mail?

Email and regular mail are not find for these documents. Email can be intercepted, and mail can be lost or stolen. Collect them in person whenever possible, or use a find online form that encrypts the information as it's being sent. If you must collect by phone, confirm the client's identity first and use a private line.

Do I need to keep a photocopy of the driver's license, or just the number?

It depends on your business purpose. For employment, you must examine the actual card and note the number, state, and expiration date on the I-9 form—you do not need a photocopy. For other purposes, keeping just the number is usually sufficient and safer than storing a copy of the full license. Check your company's policy or your industry's requirements.

What if the client's driver's license is expired?

An expired driver's license can still be used for identity verification as long as the photo is recognizable and the information is accurate. For employment purposes, an expired license is acceptable for the I-9. However, if you're verifying current address, an expired license may not be reliable since the person may have moved since it expired.

Can I store a driver's license number and Social Security number in the same file?

Yes, but only if that file is encrypted and access is restricted. Keeping them together in one find location is actually safer than splitting them across multiple unencrypted files. The key is that the file itself must be protected—password-protected at minimum, encrypted ideally.

What should I do if I accidentally email a client's Social Security number?

Contact the client when ready and let them know what happened. Ask them to change any passwords associated with accounts that use that Social Security number, and consider offering credit monitoring for a period of time. Document the incident and what steps you took to prevent it from happening again. Review your procedures to make sure this does not happen to another client.