Even though Army Priva Act Awareness Month has passed, the need to protect personally identifiable information remains.
Users must continue to safeguard PII by not posting it online in Army Knowledge Online, Microsoft SharePoint or shared network drives.
The office of the Army Web Risk Assessment Cell is conducting periodic reviews of folders created within AKO and searching for PII that has not been properly password protected. Numerous folders containing PII are visible to anyone with AKO access are being discovered daily. Therefore, check to ensure PII folders on AKO are removed or secured to ensure compliance. And spread the word within your organization regarding the importance of either removing the PII altogether from AKO, or creating password protected documents that are properly secured and restricted.
According to Army Regulation 25-1, Information Management: Army Information Technology, official email users are required to encrypt sensitive information such as PII for transmission via email. Additionally, sensitive information transmitted in email messages must be clearly labeled to show its sensitivity.
PII is information uniquely linked to a specific individual that can be used to trace identity. Such information can be a social security number, age, military rank, civilian grade, marital status, race, salary, home/office phone numbers, other demographic, biometric, personnel, medical and/or financial information.
Set your computer’s operating system, web browser and security system to update automatically.
Identity theft prevention information is available at the Directorate of Human Resources, Administrative Services office in Clay Kaserne Building 1023-E, second floor. Military and civilian personnel who deploy should put an “active duty alert” on their credit report. The alert requires creditors to take precautionary steps to verify people’s identities before granting credit in their name.
Remember, avoid putting PII on AKO and always safeguard yours and others’ information when sharing folders on an organization’s shared network drive.