1. 1 Personally Identifiable Information (PII) An overview January 16, 2008

2. 2 Objective:  Protect personal identity  Combat theft

3. 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. 4 Steps to Safeguard Examples include:  Encrypt electronic PII  Remove PII  Restrict access  Confidentiality statement

5. 5 Steps to Safeguard (cont)  Alternate unique identifier  Secure areas only  Transporting/Shipping PII  Transporting/Shipping PII (AS-2137)  Secure destruction (  Secure destruction (AS-2087)  Terminate system access

6. 6 Encrypting Sensitive/Privacy Data  WinZip  Page 4 “Encrypting” handout  IT Help desk # 690-1000  IRM-378

7. 7 Shipment of PII Encrypt before shipping Encrypt before shipping Prevent inadvertent opening Prevent inadvertent opening Signs of tampering apparent Signs of tampering apparent Approved methods: Approved methods: FedEX and USPSFedEX and USPS Exception: single envelopeException: single envelope  AD-2137

8. 8 Terminating Info System Access  Terminate access: Reassigned, separated, deceased Reassigned, separated, deceased  Modify access: Reassigned within HRD Reassigned within HRD  FSA-13A  IRM-400

9. 9 Breach Policy  One (1) hour  OCIO, Office of Cyber Security  (DM) 3505-000  (DM) 3505-000

10. 10 Personally Identifiable Information (PII) Q & A