PII Definition, Examples, Issue, and Issue Template - hackforla/internship GitHub Wiki

PII Definition, Examples, Epic Issue, and Issue Template

Definition of personal identifiable information (PII)

Examples of PII

  • School names, country names, company and organization names (other than Hack for LA because the research is about Hack for LA in this case), locations, zip codes, person's names, genders, racial identities, GPAs, photos, videos, voice recordings, or anything that can potentially identify anyone, including our own team members.
    • Here is an example: One survey response contained the name.

Issues for auditing and tracking all PII in Internship's Research folder

Issue template to identify and document PII in a research plan folder

  • Please copy and paste the following text box to create a new issue to identify and document PII content in a research plan folder when needed.
  • Customize the template when needed.
  • Apply the following labels to the new issue.
    • Participant Type: missing, Research 000: missing, size: 0.25 pt, good first issue, feature: research, role: UI/UX research, milestone: missing
  • Choose Security for the milestone and remove the milestone: missing label
  • Assign another team member to the issue to identify and document PII once the issue gets created.
### Overview
We need to identify any content in the Research folder with personal identifiable information (PII) so we can consolidate all PII content in Internship's Research folder to redact them or move them to a restricted location in the future.

### Action Items
#### Customize the issue
- [ ] 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. 
<img width="200" alt="Screenshot 2024-05-08 at 7 54 56 PM" src="https://github.com/hackforla/internship/assets/57029070/10085120-d390-4308-b903-ce52c408c9fd">

- [ ] 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 "Save" in the issue 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 in the Labels section of this issue.
  - For example, RP001 is associated with Interns, then choose `Participant Type: Intern`.
<img width="256" height="118" alt="Screenshot 2025-11-18 at 7 55 54 PM" src="https://github.com/user-attachments/assets/28a6317c-c1ff-4919-9a06-650cd4a8c969" />

- [ ] Choose the corresponding research plan label in the Labels section of this issue
- [ ] After assigning the correct participant type and research plan labels, remove the `Participant Type: missing` label and `Research 000: 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 "Save" in the issue comment in Github and make sure all the checkboxes above have been checked.

#### Understand and get familiar with PII
- [ ] Definition of PII
  - We are in part using the following criterion for PII:
    - [Department of Labor](https://www.dol.gov/general/ppii#:~:text=Further%2C%20PII%20is%20defined%20as,with%20other%20data%20elements%2C%20i.e.%2C)
    - [Department of Education](https://studentprivacy.ed.gov/content/personally-identifiable-information-pii)
    - [National Institute of Standards and Technology](https://csrc.nist.gov/glossary/term/PII)
    - "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."
- [ ] Examples of PII: 
  - School names, country names, company and organization names (other than Hack for LA because the research is about Hack for LA in this case), locations, zip codes, person's names, genders, racial identities, GPAs, photos, videos, voice recordings, or anything that can potentially identify anyone, including our own team members.  
  - Here is an example:  One survey response contained the name. <img width="500" alt="Screenshot 2024-05-28 at 8 04 28 PM" src="https://github.com/hackforla/internship/assets/57029070/f52a5b02-1ae4-4543-9264-a9f072385a29">

#### Identify and document PII content found in a research plan folder
- [ ] Go through each item in the research plan folder.
  - When searching for personal identifiable information (PII) in a research plan folder, please make sure to check any links in any document or issue because it could link to another document that contains PII.
    - For example, go to the file [TWI: RP1: Copy of IS21: Internship Program Research Presentation (WIP) - Appendix](https://docs.google.com/presentation/d/1BbSJckVD6eADkm4t1w551u4kqKp1ZBWnXDgecGaY4JE/edit?usp=sharing) in RP001's folder, which contains multiple links that directs to other sources.
      - Please click through each of links and check if any of the linked document contains PII.
        - One of the links (the last one) doesn't work, then make a note by highlighting the link and commenting that link doesn't work.
        - The rest links in the Appendix slide (from the one sheet to the Figma file) all contain PII. Highlight and comment on each of the six links that it directs to content that contains PII.       
- [ ] Make a comment and/or highlight in the document where you've found the PII to inform the team where and what PII you are referring to.
- [ ] Include all the links and names of the documents in the PII content spreadsheet (Resources 1.03).
  - [ ] Open the PII content 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 (You will need to scroll to the right, past links to folders).
    - Leave a comment in the issue below to notify the team you have identified the PII and include the spreadsheet URL so other people can easily refer to your work.
  - [ ] If there is no PII, 
    - Leave a comment in the issue below to notify the team there is no PII and why.
  - [ ] If there is anything you are not sure about,
    - Leave a comment in the issue below to explain your roadblock, and discuss any questions or concerns at the next Research Meeting.
- [ ] Once finished with the issue, make a comment to notify research lead(s), put this issue into the Questions/Review column, and add 'Ready for Research Lead' label 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](https://drive.google.com/drive/folders/1f5Qgq-ikT_UwcgRBuoBamqY0Wacsg9f5?usp=sharing) 
1.02 [Research by plan # and name folder](https://drive.google.com/drive/folders/1ZQnTEFbIQjxSDBmPTO0zuLroZVqd-nuZ?usp=share_link)
1.03 [PII content spreadsheet](https://docs.google.com/spreadsheets/d/17t_3m5UtFZGKLDnH-LUE2c-Hk2_WwIB4Wb9Kni_obnA/edit?usp=sharing)

#### Resources gathered during the completion of this issue
2.01 [RP### folder on Google drive]

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