submitted by Ryan Johnson, technology training coordinator
Personally Identifiable Information (PII) is any Information which can be used to uniquely identify or trace an individual’s identity, such as their name, Social Security number, Driver’s license number, or Financial and Medical information, alone, or when combined with other personal or identifying information which is linked or linkable to a specific individual, such as date and place of birth, mother’s maiden name, etc.
Since its Tax Time, I-Tech would like to remind you that ALL your official tax forms contain Personally Identifiable information (PII). Please DO NOT save a copy of any of these forms to your UL computer or to the network (Roo).
Today’s multifunction copiers contain hard disks that store data about the documents copied, printed, or scanned. This is another place where PII could be stored. It is recommended that you do not use UL copiers/printers/scanners to duplicate your materials. If you do, be sure to remove or blacken out any personal information, such as a social security number prior to duplication.
Copiers/printers/scanners that are part of the Copier Management service have their hard drives removed and secured before the device leaves campus, all other copiers/scanners/printers should be submitted to I-Tech for proper data removal before being salvaged.
Examples of official tax forms:
- W-2 Wage and Tax Statement 3. 1098 Mortgage Interest Statement
- 1099-INT Interest Income 4. 1098-T Tuition Statement
If you do open any of your tax forms on a UL computer, please remember to make sure your UL computer is clear of PII once you are done.
To clear your UL computer, follow these steps:
- DO NOTsave any tax forms to your UL Computer
- Clear your browser cache
- Clear all computer temp files
Start -> Type in the search box (Disk Cleanup) -> In Disk Cleanup check all boxes and press OK
- Manually run Identity Finder scan and Remediate all Matches
If you have any question or need further assistance, please contact the Service Desk.