RP020: List of PII

[pandanista]

Overview

We need to identify any content in the Research folder with personal identifiable information (PII) so we can move them to a restricted location.

Action Items

• Read the title of the issue and identify the research plan number
  • For example, if it says RP001, it refers to Research Plan 1.
• Click on the three dots, and choose Edit

• Update the ### in the name of Resources 2.01 with the research plan number.
  • If the title says RP001, then update RP### with RP001.
• Choose "Update comment" in Github and make sure all the checkboxes above have been checked
• Go to the Research by Participant Type folder in Resources 1.01
• Identify the participant type associated with this research plan
• Choose the gear to update the participant type on the Labels.
  • For example, RP001 is associated with Interns, then choose Participant Type: Intern
  • 
• After assigning the correct participant type, remove the Participant Type: missing label
• Go to the research by plan number in Resources 1.02
• Locate the research plan folder indicated in the title of this issue.
  • For example, if it says RP001, it refers to Research Plan 1, then locate the folder for RP001 in the Google Drive.
• Copy the link of the Research Plan folder
• Update Resource # 2.01 with the link you just copied. Place it into parentheses at the end of the line so it becomes a hyperlink.
• Choose "Update comment" in Github and make sure all the checkboxes above have been checked
• Go though each item in the research plan folder
• Locate any files with PII
  • We are in part using the following criterion for PII: https://www.dol.gov/general/ppii#:~:text=Further%2C%20PII%20is%20defined%20as,with%20other%20data%20elements%2C%20i.e.%2C
    "Any representation of information that permits the identity of an individual to whom the information applies to be reasonably inferred by either direct or indirect means. Further, PII is defined as information: (i) that directly identifies an individual (e.g., name, address, social security number or other identifying number or code, telephone number, email address, etc.) or (ii) by which an agency intends to identify specific individuals in conjunction with other data elements, i.e., indirect identification. (These data elements may include a combination of gender, race, birth date, geographic indicator, and other descriptors). Additionally, information permitting the physical or online contacting of a specific individual is the same as personally identifiable information. This information can be maintained in either paper, electronic or other media."
  • We will also be considering photos, videos, or voice recordings to be PII
• Open the PII list spreadsheet in Resources 1.03
• Fill out the content of the spreadsheet by adding the filename, Research plan #, link to document, and cohort #
  • If there is PII, specify which files and what type in tab 1 (will need to scroll to the right, past links to folders).
• If there is no PII content, please leave a comment below
• Put this issue into the Questions/Review column and add 'Ready for Research Lead' label after you are done so the team can review the deliverables at the next meeting
• Sign off by the leads

Resources/Instructions

Resources for creating this issue

1.01 Research by participant type folder
1.02 Research by plan # and name folder
1.03 PII list

Resources gathered during the completion of this issue

2.01 RP020 folder on Google drive