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Commentary: Security Awareness Month highlights safeguarding of personally identifiable information
Posted 10/26/2012 Updated 10/18/2012
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by LaKisha Deon
100th Communications Squadron Knowledge Operations
10/26/2012 - RAF MILDENHALL, England -- In order to safeguard personally identifiable information, we must have a clear understanding of exactly what it is.
PII is unique information that links, relates to or identifies a specific individual, such as a social security number, place and date of birth, home phone number or medical information. This information can be used to trace an individual's identity or is traceable to other personal information. High-value PII, such as social security numbers, must be given the utmost protection as its misuse can have severe adverse effects if accessed, used or disclosed improperly.
For victims who suffer identity theft because of improper safeguarding measures, the resulting negative consequences can take years to overcome.
Our identity becomes vulnerable when social security numbers are utilized by unauthorized individuals. Fortunately, measures such as the Department of Defense Social Security Number Reduction Plan were put in place to protect us. This plan aims to reduce and eliminate the use of social security numbers on most military and federal documents. Each of us has a responsibility to safeguard our personal information as well as any customer related information in our possession while performing our day-to-day operations.
As part of the responsibility to safeguard PII, the 100th Communications Squadron Knowledge Operations office offers the following suggestions of ways to initiate PII protection plans at work, social and home environments:
Collect the minimal amount of information necessary
Look through forms that your customers are required to fill out and ask yourself, "Is it necessary to have PII information here if the same information is accessible in other secured areas?"
Secure storage devices in a safe environment
Data storage involving large sums of personal information should be limited to personnel who have a need to know. These people should use a limited number of external devices to complete the mission.
Do not store PII on websites
As convenient as the Internet may be, it is not secure nor is it a recommended place to store PII. Websites and social media outlets are vulnerable to criminals and their activities. Low-impacting PII such as home addresses, telephone numbers and other demographic information can be connected to high-impacting PII such as financial, personnel and medical information.
Use smart measures when emailing
For emails containing PII material, email securely by encrypting and marking emails "For Official Use Only."
It is everyone's duty and obligation to ensure PII is properly collected, accessed, used, shared and disposed of within the Air Force workplace and at home. Protecting PII is the responsibility of every Air Force member, civilian and contactor. Loss of PII poses a risk to personnel as well as the security of our installation and systems. Privacy incidents also wear down the public trust in our record keeping capabilities.
For more information, call the knowledge operations office at DSN 238-7900.
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