Personally Identifiable Information (PII)

Personally Identifiable Information (PII) is a category of sensitive information that is associated with an individual person, such as an employee, student, or donor. PII should be accessed only on a strict need-to-know basis and handled and stored with care.

PII is information that can be used to uniquely identify, contact, or locate a single person. Personal information that is “de-identified” (maintained in a way that does not allow association with a specific person) is not considered sensitive. Note that UMID numbers by themselves are not considered sensitive or private personal information.

University policies, contractual obligations, and federal and state laws and regulations require appropriate protection of PII that is not publicly available.  These regulations apply to PII stored or transmitted via any type of media: electronic, paper, microfiche, and even verbal communication.

PII does not include publicly available information that is lawfully made available to the general public from federal, state, or local government records.

Frequently Used by: 
Faculty
Staff
Students
Researchers
Category: 
Sensitive
Examples: 

For Everyone at U-M:

  • Social Security number (There are additional restrictions on where Social Security numbers can be stored and shared.)
  • National ID number
  • Passport number
  • Visa permit number
  • Driver's license number
  • Bank and credit/debit card numbers
  • Tax information (e.g., W-2, W-4, 1099)
  • Disability information
  • Ethnicity
  • Gender
  • The location of an individual at a particular time
  • Web sites visited 
  • Materials downloaded
  • Any other information reflecting preferences and behaviors of an individual 
  • Internet Protocol (IP) address (source and destination) in conjunction with other PII. IP address may identify an individual originating a transaction as well as the recipient.

For Employees:

  • Biographic/demographic data
    • Date and location of birth
    • Country of citizenship
    • Citizenship status
    • Marital status
    • Military status
  • Criminal record
  • Home address
  • Grievance information
  • Discipline information
  • Leave-of-absence reason
  • Payroll and benefits information
  • Health information (There are additional restrictions on where Protected Health Information can be stored and shared.

For Students:

For Donors:

  • Biographic/demographic data
  • Contact information
  • Prospect data
  • Gift and gift-planning data
Andrew File System (AFS): 
Not Permitted
BlueJeans Video Conferencing: 
Permitted
Canvas: 
Permitted
Cloud Storage Included with Software: 
Not Permitted
CTools: 
Permitted
Data Warehouse: 
Permitted
Desktop Backup (Powered by CrashPlan): 
Permitted
Desktop Virtualization (VDI): 
Permitted
Digital Signage: 
Not Permitted
Echo360 - Lecture Capture and LectureTools: 
Not Permitted
eResearch: 
Permitted
Flux: 
Permitted
Globus: 
Permitted
ITS Exchange Email and Calendar: 
Permitted
M Cloud - Amazon Web Services GovCloud: 
Permitted
M Cloud - Amazon Web Services (AWS): 
Permitted
Box Additional Apps (Non-Core): 
Not Permitted
Box at U-M Core Apps: 
Permitted
Google Additional Services (Non-Core): 
Not Permitted
Google Drive at U-M: 
Permitted
Google Mail and Calendar at U-M and Inbox by GMail: 
Permitted
Google Sites, Talk/Hangouts, Groups, Tasks, Classroom at U-M: 
Permitted
MiDatabase: 
Permitted
MiServer: 
Permitted
MiShare: 
Permitted
MiStorage with CIFS: 
Permitted
MiStorage with NFS: 
Not Permitted
MiVideo: 
Permitted
MiWorkspace: 
Permitted
Personal Accounts (Dropbox, OneDrive, iCloud, etc.): 
Not Permitted
Personally Owned Devices (phone, tablet, laptop, etc.): 
Permitted
Qualtrics: 
Permitted
ServiceLink: 
Permitted
Statistics and Computation Service: 
Not Permitted
MiBackup: 
Permitted
Turbo Research Storage with NFS: 
Not Permitted
Turbo Research Storage with NFSv4+Kerberos or CIFS: 
Permitted
UMHS Exchange/Outlook Email and Calendar: 
Permitted
Armis: 
Permitted
Imaging Services: 
Permitted

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