SSN Web Conversion Utility Step-by-Step Converting your Social Security Number (SSN) files is a 3-step process once you have saved the file of unformatted SSNs as a text file. All files prepared for conversion must be in a text format (either “.txt” or “.csv” file extensions). They must contain only numbers representing the SSN and can be formatted with or without dashes (999-99-9999 or 999999999). Please DOUBLECHECK!! The files you are uploading must meet each of these requirements: SSN files should be in a text format SSN filenames must contain only letters & numbers -- no blanks or special characters. [Special characters are converted to underscores (_).] SSN numbers should be formatted as 999-99-9999 or 999999999.  File extension should be ".txt" or ".csv" format ONLY -- no Excel formatted files (".XLS") Three Step Process Step 1.  Upload File(s) for Processing: After the file(s) have been prepared in the appropriate format, use your web browser to launch the SSN Conversion Utility at https://psucidr.ais.psu.edu/ Log in using your Access Account user id and password. Select “Upload File for Processing.” Choose files to upload: Select “Browse” to locate each file on your machine. Choose the file and select “Upload File”. Repeat the Browse and Upload steps until you have uploaded all of the files that you wish to convert. When you have completed the Upload process for all files, select “Back to Application” which will return you to the SSN Conversion Application menu. Step 2.  Submit File(s) for Processing: Select “Go” and the bottom of the window will reflect the status of the submittal process. If the submittal is successful, a message like the one below will appear: The following files were submitted for conversion and an e-mail message will be sent when they are ready for retrieval:  Filename  SSNTest1-2112004-1.txt If the submittal process WAS NOT successful: "Your file  . . . . . . . Please correct and re-submit."  After completing Steps 1 and 2, wait for an e-mail notification that the file has been processed successfully. See sample message below. Sample e-mail message that you will receive indicating that the file(s) are ready to be retrieved:   Your file containing 1349 SSNs has been processed.  You may pick up your processed file by using the following link: https://psucidr.ais.psu.edu/ and selecting "Retrieve Files".  If you have any further questions, please check the Central ID Repository (CIDR) information at the SSN Conversion Web site: http://ais.its.psu.edu/ssn Step 3.  Retrieving Your File(s): After you have received the e-mail message stating that the file(s) are ready to be retrieved, use your web browser to launch the SSN Conversion Utility at https://psucidr.ais.psu.edu/ Select “Retrieve File(s)”. The converted files will be listed in a table of “Available Processed Files” with the following fields: File Type [Comma Separated Value for Excel (.csv) or Text (.txt)] Filename (original filename combined with the date of upload) How file will open: Files with “.csv” extension will open in your Browser in an Excel format Files with “.txt” extension will open in your Browser in a text editor format Opening Excel Format Files (".csv" extension) To open a file in Excel format (“.csv” extension) and then save it: Select the file name with a single mouse click.  The file will be presented in a Browser window in Excel format.  The SSN column will be missing the leading zeros so there is one additional step. To fix the leading zeros: Select (highlight) the column of SSNs Select “Format” from the menu Choose “Cells” From the “Format Cells” window: Select the “Custom” category at the bottom of the Category list and in the "Type" box, enter nine zeros (Example: 000000000) or Select the "Special" category and choose "Social Security number" from the "Type" box. Select “O.K” and leading zeros will be fixed. When you close the browser window, a prompt will appear: “This file has been modified.  Do you wish to save changes?” Select “Yes” In the “Save As” window: Select the location in which to save the file by using the "Save In" box.  Type a “File Name:” to specify the file name. Use the “Save As Type:” to select “Microsoft Excel 97-2000... ” or whatever version you are using. Click “Save.” Opening Text Format Files (“.txt” extension) To open a file in Text format (“.txt” extension) and then save it: Select the file name with a single mouse click.  The file will be presented in a Browser window in text editor format.  There is no problem with leading zeros. DO NOT close the browser window until you complete the following: Select “File” from the menu Choose “Save As” In the “Save Web Page” window: Select the location in which to save the file by using the “Save In” box. Type a “File Name:” to specify a new file name (or do nothing to keep the name as shown Ignore encoding box. Click “Save”. Saving Your File without Opening it First in the Browser To save either a “.csv” or “.txt” file to your PC without opening the file: Point at the file and click the right mouse button In the menu, select “Save Target As” In the “Save As” window: Use the “Save In” to select the location in which to save the file Type a new file name (or do nothing to keep the name as it is shown) Click “Save” and the “File Download” process will begin Select “Open” once it’s complete to open the file on your machine Last Step:  Remember to delete any SSN text files that you created for conversion.

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