2014 UH Personal Information Survey

Welcome to the UH Personal Information System Survey site for year 2014.

Purpose

The UH Personal Information System survey is designed to identify ALL personal information systems in the University of Hawaii as required by Hawaii State Law.

A "Personal Information System" is defined as any manual (paper-based) or automated (computer-based) recordkeeping process that contains personal information or other identifying particulars of a data subject.

For the purposes of this survey ONLY, "Personal Information" is defined as:

  • First name (or first initial) and last name in combination with:
    • Social Security Number;
    • Driver's license number or Hawaii identification number;
    • or Account number, credit or debit card number, access code, or password that would permit access to an individual's financial account.

The University is required by law to submit an annual report to the Hawaii Information Privacy and Security Council on the existence and character of each personal information system within the University and attached/affiliated agencies pursuant to Hawaii State Revised Statutes (HRS 487N-7).

Note that all personal and other sensitive information must be protected in accordance with UH Executive Policy E2.214: Protection of Sensitive Information.

Instructions to Update/Review Previously Entered Surveys

Please click on the Enter Data link in the blue menu bar at the top of this page. You should see a list of all surveys you previously entered. Click on the survey you wish to update.

To update information in the survey, edit the information in the text box or check/uncheck any boxes and click on the "Save" button to save any changes. Once you have completed entering all your changes, click on the "Submit Survey" button at the bottom of the survey to update the information in the permanent database.

If there are no changes, please click on the "No Changes" button at the bottom of the survey.

To verify that your survey has been updated, go back to the "Data Entry" screen (click on "Enter Data" in the blue bar at the top of the page). If you clicked on "No Changes", the "Last Updated" column should reflect the current date. If you made changes and clicked on "Submit Survey", both the "Answers Modified" and "Last Updated" dates should reflect the current date.

For additional tips in filling out the survey, move your cursor over the text box answer area and "tool tips" for that question will be displayed.

You will be able to return to edit any of the information previously entered. The official deadline to update the surveys is Sunday, November 30, 2014. You may continue to update your information after that date but the survey results will be collected at Sunday, November 30, 2014 for the final report that will be submitted to the State Information Privacy and Security Council on in October.

Instructions to Add New Surveys

Click on the Enter Data link in the blue menu bar at the top of this page and fill in the information under "ADD PERSONAL INFORMATION (PI) SYSTEM REPORT" then click on the "Add" button.

A new screen will be displayed with the survey questions. Click on "Save" to periodically save your information. When you have completed the survey, click on "Submit Survey" at the bottom of the page.

Please complete one report for each new Personal Information System managed and maintained within your department/program/unit. You will be able to return to this web page and edit any of the information you previously entered. While the official deadline is Sunday, November 30, 2014, the survey site will continue to be available. [Note: your campus may have a different deadline]

For additional tips in filling out the survey, move your cursor over the text box answer area and "tool tips" for that question will be displayed.

To assist you in gathering of information to complete the survey, a PDF copy can be found at:
http://www.hawaii.edu/its/information/survey/sample_IPSC_survey.pdf.

Sample Survey Responses

Individuals from any one of the departments below may use the provided sample survey as a template or guide for their responses.