Personally Identifiable Information PII

1
Personally Identifiable Information (PII)

• An overview
• January 16, 2008

2
Objective

• Protect personal identity
• Combat theft

3
What is PII?

• USDA considers PII to be information that can be
  used to distinguish or trace an individual's
  identity, such as your social security number or
  medical records, or information that when
  combined or used with other identifying
  information is linked or linkable to a specific
  individual.

4
Steps to Safeguard

• Examples include
• Encrypt electronic PII
• Remove PII
• Restrict access
• Confidentiality statement

5
Steps to Safeguard (cont)

• Alternate unique identifier
• Secure areas only
• Transporting/Shipping PII (AS-2137)
• Secure destruction (AS-2087)
• Terminate system access

6
Encrypting Sensitive/Privacy Data

• WinZip
• Page 4 Encrypting handout
• IT Help desk 690-1000
• IRM-378

7
Shipment of PII

• Encrypt before shipping
• Prevent inadvertent opening
• Signs of tampering apparent
• Approved methods
• FedEX and USPS
• Exception single envelope
• AD-2137

8
Terminating Info System Access

• Terminate access
• Reassigned, separated, deceased
• Modify access
• Reassigned within HRD
• FSA-13A
• IRM-400

9
Breach Policy

• One (1) hour
• OCIO, Office of Cyber Security
• (DM) 3505-000 

10
Personally Identifiable Information (PII)

• Q A