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 Monday, September 30, 2013. You may continue to update your information after that date but the survey results will be collected at 4:30pm on Monday, September 30, 2013 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 Monday, September 30, 2013, 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.

Status Report

[RESOLVED] Database Server Issue - 09/28/2009 9:20 p.m. (reported by ITS Web Support Group)
All MDB01 databases (which include the this site) were down this morning due to a large number of processes running, overwhelming the server. The database that interacts with the survey form is running properly. Thank you to everyone for their patience during this time.

[NOTICE] Save/Submit Confirmation Page - 09/23/2009 1:50 p.m. (reported by omiyac)
ITS has applied a save/submit page that confirms that your input has been saved/submitted when you hit either [Save & Close] or [Submit Survey]. The confirmation will only display properly if you are pushing either of these buttons from the edit survey page. There are some exceptions to this function, which involve deliberately hitting the BACK and FORWARD buttons on your browser and going to the save/submit page directly. Information on these exceptions are posted on the confirmation page.

There have also been questions about these two buttons. Hitting [Save & Close] will allow you to save your current input on the survey and exit the survey form safely. This is ideal for anyone who have filled out the survey, but need time later to finish the rest of the required questions. Hitting [Submit Survey] will check the form to ensure all required questions have been answered before submitting the current input. Please note that even if you submit the survey, you can always come back and update it if necessary.

[ISSUE]Server Load Alert - 09/22/2009 3:00 p.m. (reported by omiyac)
ITS received reports from users and Jodi this afternoon about experiencing "browser hang" (when page continually tries to load with no result) when trying to access, enter, or edit PI system reports in the ITS Information Survey website. The Web Support Group investigated the issue and found that the database server was being overloaded with requests to submit new/updated data. As of 3:10 p.m., the system is back online and running sufficiently.

Some users may have been affected by the server overload as some requests had to be explicitly terminated. The effects of having to terminate processes to resolve hanging issue should have been minimal. Please be sure to save your data from time to time, especially we're approaching the deadline. We apologize for the inconvenience.

[RESOLVED] Editing New Survey Issue - 09/17/2009 3:55 p.m. (reported by omiyac)
ITS received reports from users at around 2:00 p.m. this afternoon about not being to successfully save PI system surveys with the new save features. Users were also reporting data going missing from the form on all browsers (Firefox, IE 7 & 8, and Safari) during the save. The survey editing form was reverted back to the original working form while the problem was being investigated. After a few hours, the problem was targeted to be an application-related glitch involving the installation of the save feature.

The timeframe of which the problem was existing was determined to be from Thursday, September 17, at 12:15 a.m. to Thursday, September 17, at 2:23 p.m. (when the survey editing page backup was put in place). Only newly created surveys and surveys without answers were affected. Existing surveys with answers were not affected.

The application was modified in which the save issue has been resolved. Our apologies to everyone who was affected by this issue.