Laura:
We use the definitions (note the plural) of PII in the various state privacy laws we must comply with. Based on those definitions, we identify the records/data sets in all formats and media that contain any of the information described in the definitions. We then designate these records/data as "confidential" or "private" for access, dissemination, and retention destruction/deletion/purge purposes. We have at least 8 separate policies dealing with PII thanks to Virginia Commonwealth law, plus our FOIA policy lists the information that is considered exempt for disclosure.
Ginny Jones
(Virginia A. Jones, CRM, FAI)
Records Manager
Information Technology Division
Newport News Dept. of Public Utilities
Newport News, VA
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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Boldt, Laura A.
Sent: Tuesday, January 12, 2010 1:25 PM
To: [log in to unmask]
Subject: [RM] PII
Good Afternoon,
We are looking at identifying PII and how is the best way to go about it. I would like to glean as much information from the "experts" that I can before we get started.
* In general, what are the pros and cons of identifying it?
* Are any of you identifying PII and if you are, how are you doing it? Are you identifying hard copy records or electronic or both? What have you learned along the way that you are willing to share?
Thanks,
Laura
___________
Laura Boldt, CRM | Georgia Power Company | Records Analyst, Business Information Services
214 Ralph McGill Boulevard NE, BIN 10044 | Atlanta, GA 30308-3374 | PHONE: 404-506-4130 | FAX: 404-506-6652 | E: LABOLDT@ southernco.com
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