What is PII?
PII is information that can be used to uniquely identify an individual. It can be used to distinguish or trace an individuals identity. The following data combined with an individuals name constitutes PII:
- SSN (or last four)
- Place of birth
- Date of birth
- Mother's maiden name
- Medical history
- Criminal history
- Employment information
- Financial information
- Credit card numbers
- Bank account numbers
- Security clearance history (not including clearances held)
How to Handle PII
- In Email:
- Encrypt all PII information before transmitting either internally or externally
- CALL the recipient in person to give them the password
- Do not convey passwords through voicemail
- DO NOT SEND the password in an email
- In Fax:
- Ensure the recipient will be present to pick up the fax immediately
- Contact the recipient directly to confirm receipt
- Always use a cover sheet
- In Regular Mail:
- Depends on carrier
- Must be sufficiently sealed to prevent accidental opening
- Must be sealed in a manner so that signs of tampering will be easily available