Safeguarding personally identifying information – It is your duty!

  • Published
  • By Tech. Sgt. Jackie Lee
  • Base Records Management
MacDill AFB, Fla. --  A large number of Air Force offices on base handle personal information; therefore, it is imperative that all personnel understand what constitutes Personally Identifying Information and the proper handling of this sensitive information.

What is PII?
PII is defined as any information about an individual that identifies links, relates, is unique to or describes him or her. Examples include names, addresses, social security numbers, telephone numbers or email addresses.

It is vital to protect this information, because it can easily result in identity theft. Identity theft is a situation in which an individual's personal information is used without authorization in an attempt to commit fraud or other crimes.

How should you protect PII information?
First, do not leave items such as performance reports, recall rosters or alpha rosters in an area that could result in their lost or theft. Always keep in mind, "If you are not watching what you throw away, someone else probably is."

Additionally, once you are done with this type of information and you need to dispose of it, do not just throw it in the trash. Destroy the material by any method that prevents compromise, such as tearing, burning or shredding, so long as the personal data is not recognizable and beyond reconstruction. Finally, the Air Force has mandated that all FOUO and PII information sent over email must be encrypted.

If you discover any unauthorized disclosures of PII data, report it immediately via U.S. CERT (http://www.us-cert.gov/ ) within one hour of discovery. If you have any questions on how to fill out the report, your Functional Area Records Manager, who is also your designated Privacy Act Monitor, is trained and equipped to assist you. Additionally, lost, stolen or possible compromised PII must be reported through the Base Privacy Act Officer, Mr. Bud Pritchard at 828-2659, within 24 hours of the discovered incident. An investigation will be initiated and those who are found guilty of causing the breach could be charged with criminal and civil penalties.

Everyone has a chance of becoming a victim. The monetary and emotional cost of repairing an individual's identity can be extensive, requiring years to recover. Everyone must be diligent in protecting and properly destroying PII information.

"Privacy information...if you collect it, you must protect it"