Data Security Reminders

As an HMIS user, you have access to a lot of information that needs to remain secure. The HMIS user agreement you signed includes many different responsibilities related to data security. Following these guidelines will keep you in compliance with the user agreement and - more importantly - protects client information!

PII (Personally Identifiable Information) or PPI (Personal Protected Information) can be any number of things that identifies a client including Name, Date of Birth, or Social Security Number. This information should only be accessed or shared when necessary to do your job and can only be shared with the client it relates to and other HMIS users. 

Emails and Help Desk Tickets

Screenshots

Reports

Paper PII

Emails and Help Desk Tickets

Emails and tickets submitted to the help desk should NEVER include client names, DOB, or SSN! Remember to always use the Client ID number (not the Household ID) to refer to a client. If you are sending two clients that need to be merged, we may ask you which client has the correct name spelling or has the correct DOB. Please respond with the ID or less specific information (ex: the older DOB is the correct one, or the ID number that starts with 2 has the correct name).

Screenshots

Screenshots that are sent through email or tickets must have all PII removed. You can use a free software program like Microsoft Paint or Greenshot to blur the information that needs to be hidden. Make sure there are no names, SSN, or DOB visible in a screenshot before you send it to anyone.

Reports

Nearly all reports in HMIS do not include any PII, but there are a handful that include client names. If you need to email a report, be sure to delete all columns with PII first. If you need to download the report to your computer, it should be deleted once you are finished using it.

Paper PII

Hard copies of HMIS information must be kept in a secure file. When hard copies of HMIS information are no longer needed, they must be properly destroyed to maintain confidentiality.