What Must You Do When Emailing Personally Identifiable Information?

What must you do when emailing PII or PHI?

When emailing Sensitive PII outside of DHS, save it in a separate document and password-protect or encrypt it.

Send the encrypted document as an email attachment and provide the password to the recipient in a separate email or by phone.

[See the instructions in the Handbook for Safeguarding Sensitive PII.].

What is required for an individual to access classified?

What is required for an individual to access classified data? Appropriate clearance; signed and approved non-disclosure agreement; and need-to-know. … Insiders are given a level of trust and have authorized access to Government information systems.

How do you protect personally identifiable information?

10 steps to help your organization secure personally identifiable information against loss or compromiseIdentify the PII your company stores.Find all the places PII is stored.Classify PII in terms of sensitivity.Delete old PII you no longer need.Establish an acceptable usage policy.Encrypt PII.More items…•

Which is a rule for removable media?

What is a rule for removable media, other portable electronic devices (PEDs), and mobile computing devices to protect Government systems? Do not use any personally owned/non-organizational removable media on your organization’s systems.

What information should not be sent via email?

What Sensitive Personal Information do these guidelines apply to?Social Security numbers.Other government-issued identification numbers.Financial account numbers that are not credit or debit card numbers.

What is the best protection method for sharing personally identifiable information?

What is the best protection method for sharing Personally Identifiable Information (PII)? Digitally sign and encrypt the email.

What are three examples of personal information?

Examples of personal information are: a person’s name, address, phone number or email address. a photograph of a person. a video recording of a person, whether CCTV or otherwise, for example, a recording of events in a classroom, at a train station, or at a family barbecue.

What is a PII violation?

PII violations can carry stiff penalties. … One of the most familiar PII violations is identity theft, said Sparks, adding that when people are careless with information, such as Social Security numbers and people’s date of birth, they can easily become the victim of the crime.

How long do you retain personally identifiable information PII data?

Data Retention and Recovery. Developers will retain PII only for the purpose of, and as long as is necessary to fulfill orders (no longer than 30 days after order shipment), or to calculate/remit taxes.

Are email addresses confidential information?

Personal email addresses (including all student and alumni email addresses) are considered to be personal information and are therefore confidential. Personal email addresses must not be shared with others without the owner’s written consent.

What must users do when using removable media?

Apply password protection. To safeguard sensitive information and restrict access, all removable media should be protected with strong passwords. Encrypt information held on removable media. If the use of removable media is required, the information on all devices should be encrypted.

What is a best practice while traveling with mobile computing devices?

On-Travel Guidance Maintain positive physical control of devices at all times (Do not leave in hotel safe). Turn off unused wireless communications (e.g., Bluetooth, NFC, Wi-Fi). Disable GPS and location services (unless required). Do not connect to open Wi-Fi networks.

What is not PII?

Non (Personally Identifiable Information) PII Data Non-PII data, is simply data that is anonymous. This data can not be used to distinguish or trace an individual’s identity such as their name, social security number, date and place of birth, bio-metric records etc.

What is the best example of PII?

Personally identifiable information, or PII, is any data that could potentially be used to identify a particular person. Examples include a full name, Social Security number, driver’s license number, bank account number, passport number, and email address.

Is an email address PII?

Personally identifiable information (PII) is any data that can be used to identify a specific individual. Social Security numbers, mailing or email address, and phone numbers have most commonly been considered PII, but technology has expanded the scope of PII considerably.

Does GDPR apply to emails?

GDPR will apply to how personal data, including email addresses, is processed, while PECR gives further guidance on how that data can be used for electronic and telephone marketing purposes. … This rule means you may be able to email your own customers, even after GDPR comes into force.

What is protected personal information?

More Definitions of Protected personal information Protected personal information or “PPI” means any personal information or characteristics that may be used to distinguish or trace an individual’s identity, such as their name, Social Security Number (SSN), or biometric records.

Is name and address PII?

Further, PII is defined as information: (i) that directly identifies an individual (e.g., name, address, social security number or other identifying number or code, telephone number, email address, etc.) or (ii) by which an agency intends to identify specific individuals in conjunction with other data elements, i.e., …