Protect your personal Individual information from theft

  • Published
  • By 18th Communications Squadron
  • 18th Communications Squadron
KADENA AIR BASE, Japan --  Each agency on Kadena Air Base handles personal information in some way, shape or form increasing the importance that all personnel understand what Personally Identifiable Information (PII) is and the proper protocol for handling PII.

PII is information which can be used to distinguish or trace an individual's identity, including any other personal information which is linked or traceable to a specific individual. Examples include social security number, age, date and place of birth, names and sexes of dependents, marital status, race, home address, home phone, and cell number. Other PII includes demographic, biometric, personnel, medical, and financial information. It is vital to avoid lost, stolen or compromised information due to criminal activities of PII, which may cause severe impact to affected individual.

"Anyone can become a victim. Financially and emotionally, repairing the cost of mishandled PII can be quite severe," said Staff Sgt. Robert Cabato, 18th Communications Squadron Base Privacy Act manager. "Every Air Force member and civilian employee must be vigilant in protecting and properly safeguarding and destroying PII."

How should you protect PII? Do not leave items such as performance reports, recall rosters, social rosters or alpha rosters in an area that could result in their loss or theft. Do not place PII on public websites or SharePoint. Encrypt all emails that contain PII, put (FOUO) at the beginning of the subject line, and apply the following statement at the beginning of the email:

"The information herein is For Official Use Only (FOUO) which must be protected under the Privacy Act of 1974, as amended. Unauthorized disclosure or misuse of this personal information may result in criminal and/or civil penalties."

Once you are finished working with PII, dispose of the documents (paper or electronic) properly. Disposal methods may include: tearing, erasing, burning, melting chemical decomposition, pulping, pulverizing, shredding and mutilation. Use shredders that produce a crosscut to ensure paper pieces are indecipherable. Permanently delete electronic records.

If you discover any disclosures of PII, report it immediately through your supervisor and chain of command and contact the base Privacy Act manager. Additionally, lost, stolen or possible compromised PII must be reported to U.S. CERT (http://www.us-cert.gov) within one hour of the discovery. An investigation will be initiated and those who are found guilty of causing the breach could be charged with criminal and civil penalties.

DOD Instruction 5400.11-R, DOD Privacy Program and AFI 33-332, Air Force Privacy Program establishes the current DOD and Air Force guidance on PII. For any questions, contact the base Privacy Act managers, Staff Sgt. Robert Cabato or Staff Sgt. Ashley Russell at DSN 634-2244.