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Understanding The Concept of Protecting Personal Information (PPI)
IFSM 201 6381 Concepts and Applications of Information Technology (2158)
University of Maryland University College

Understanding The Concept of Protecting Personal Information (PPI). Personally Identifiable Information or PII is information that can be used to distinctively identify, contact, or locate an individual. PPI is sensitive information that is associated with a person. These information should be accessed only on a strict need-to-know basis and handled and stored with great care. Personally identifiable information is information that can be used to distinguish or trace an individual's identity, such as their name, social security number, biometric records, etc., alone, or when combined with secondary personal or secondary identifying information that is linked or linkable to a specific individual, such as date and place of birth, mother's maiden name, etc. Most companies keep sensitive personal information in their hard copy files such as names, addresses, gender, social security numbers, credit card, or other account data that uniquely identifies customers or employees (Heller, 2001, p. 1). This information is often necessary to complete customers’ orders, meet payroll, or perform other important business functions. However, if sensitive information gets into the wrong people, there is every tendency that it can lead to fraud, or identity theft. The cost of defending a security breach is alarming. Gaining the trust of customers and prospective customer may be a very difficult task. Some companies may have a division in the organization that takes care of protecting PII. Others businesses hire an outside contractor in safeguarding their sensitive information. A comprehensive data security plan consists of five major principles which are:
Stock Taking: This is getting all PII that companies have, both hard copy files and soft copy files. Record of all devices like computers, laptops, copiers, etc to find out where the company stores sensitive data. Companies must keep inventory of the information they have by type and location. Paying great attention to details in regards to every location that sensitive data may have been stored is very important. Narrow Down: This has to do with storing only the PII information that the company needs. The use of social security number in case of employee’s identification or customer identification number all the time should be discouraged. Social Security numbers should only be used for lawful purposes, for example like reporting employee taxes. The usage of Social Security numbers unnecessarily must be discouraged. The publication of certain types of personally identifying information can be innocuous. For example, a person may voluntarily publish personally identifying information in a social network page. Examples of this include a person's full name, age, gender, city and state of residence, etc (Wilbanks, 2013, p. 1). Many people may not find this offensive. However, the publication of other types of personally identifying information may be harmful. For example, the publication of a person's name, Social Security number, bank account number and a password to electronically access the bank account exposes the person to the risk of identity theft and monetary theft. Typically, people do not voluntarily publish this latter type of personally identifying information (Wilbanks, 2013, p. 2)
Padlock it: This is safeguarding and protecting the information that was kept. Storing of paper documents, external hard drives, flash drives, etc should be kept in a very secured location. Companies should limit access only to employees with a legitimate business need. Controlling who has the key to the safe, and the number of keys should be put into consideration. Encryption of data should be encouraged. One must not store sensitive information on the computer that has internet, unless it is necessary for transaction purposes.
Securing the network is equally important. Any port on the network that is not being used should be blocked, so that bad guys will not exploit that vulnerability to cause havoc into the company’s data. Building of firewall will prevent intruders from having access into the network.
Applying periodic recommended patch and updates from the software company to fix bug and other issues in the operating system. Discard it: This is wisely and carefully disposing the data that is longer needed. A working shredder should be available at work, so that one can safely discard unwanted data and information. When a company is getting rid of unwanted or old computers, laptops, external storage devices, they should implement the usage of the software that is used in erasing data permanently called wipe utility programs. Projection: There should be a plan in place in case there are security breaches. In a situation that a computer is found to be compromised, it should be quickly taking away from the network. Companies should have a department in the office that is responsible for breaches, or have a contract with another contractor that will be responsible for intrusions or breaches that will do an excellent work in the area of public relation PR. Training should be provided for employees on dangers of exposing PII and ways and methods of safeguarding it. Companies should provide trainings for employees periodically, and employees should be advice to sign an undertaking that they understand the ethics of protecting PII, and facing the consequences of not complying with the rules and regulations in regards to safeguarding PII.

References
Wilbanks, Linda (2007). The Impact of Personally Identifiable Information. New York: IEEE Computer Society

Journal of engineering (2013). Patent Issued for Personally Identifiable Information Detection. Alexandria, Virginia: VerticalNews journalists

Heller, Jason; Cantos, Lisa; Selby, Sharon; Spencer, Leslie (2001). New Senate privacy bill addresses personally identifiable information. Clifton: Aspen Publishers, Inc. https://www.ftc.gov/system/files/documents/plain-language/bus69-protecting-personal-information-guide-business_0.pdf

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