Safeguarding & Handling PI1 Each DOE employee and contractor needs to be aware of their responsibility to- b Encrypt personal information sent via email b protect personal information, b Label Privacy Act protected records "OFFICIAL USE ONLY - PRIVACY ACT b avoid unauthorized disclosures, DATA" b ensure that no records are maintained without Identity theft harms millions of Americans every b Do not collect personal information without proper public notice in the Federal Register, and year. Breaches of personally identifiable information proper authority, and only the minimum (PII) across the government have been well b report immediately, whether confirmed or necessary for carrying out the mission of DOE publicized and costly for individuals and Federal suspected, any breach or misuse of PII. agencies. These breaches have prompted the b Do not place Privacy Act protected data on Administration and Congress to take action to unrestricted shared drives, intranets, or the improve the protection of personal information. Internet For more information on Privacy and protecting PII, refer to DOE Order 206. I, Department of Energy b Report any loss or unauthorized disclosure of As Department of Energy employees and Privacy Program, located on the DOE Directives personal data immediately to your supervisor, contractors, you have a responsibility to protect all website: http://directives.doe.gov/ PII. DOE Order 206. I, Department of Energy Privacy program manager, Information System Security Program, defines PI1 as "any information collected or Manager, or Privacy Act Officer Questions should be referred to your supervisor, your local Privacy Act Officer, or the Privacy Office maintained by the Department about an individual, b Lock your computer whenever you leave your including but not limited to, education, financial at (202) 586-5955. desk and lock up all notes, documents. transactions, medical history and criminal or removable media, laptops, PDAs, and other Safeguard our Right to Privacy: Strengthen privacy employment history, and information that can be materials or devices containing personal data protections for the digital age and harness the used to distinguish or trace an individual's identity, when not in use power of technology to hold government and such as hislher name. Social Security number, date and place of birth, mother's maiden name, biometric b Destroy personal information using a business accountable for violations of personal data, and including any other personal information Department-approvedshredder (see DOE M privacy. -President's Agenda on Technology that is linked or linkable to a specific individual." 47 1.3- 1. Manual for ldentifjling and Protecting Official Use Only Information) when no longer Privacy Act needed and retention is not required The Privacy Act of 1974 (5 U.S.C. 552a) establishes b Be conscious of your surroundings when controls over what personal information is collected discussing personal data-protect verbal and maintained by the Executive Branch and how communication with the same heightened that information is used. awareness as you would paper or electronic The Privacy Act grants certain rights to an individual data U.S. Department of Energy on whom records are maintained, and assigns b Do not take personal data home, in either responsibilities to an agency which maintains the 1000 Independence Ave., SW paper or electronic format, without the Washington, DC 20585 information. written permission of your manager or other All DOE employees and contractors are subject to authorizing official, as required the Privacy Act and must comply with its provisions. b Never discuss personal data with individuals Non-compliance with the Privacy Act carries who do not have a need to know, and never criminal and civil penalties. on wireless or cordless phones About the Privacy Office Employee The Department of Energy Privacy Office is Charged with Overseeing Guide to and Implementing the Department's Privacy Privacy Program I We Are All Privacy Mission I Stakeholders Preserve and Protect the Privacy of Personal Information Privacy is an Essential Trust Shared by the Vision American People Strengthen Privacy Protections by Building a Full Lifecycle, Integrated and Auditable Privacy Program that Preserves the Trust of the American People U.S. Department of Energy Chief Privacy Officer .