RP006: List of PII

[pandanista]

Overview

We need to identify any content in the Research folder with personal identifiable information (PII) so we can move them to a restricted location.

Action Items

• [x] Read the title of the issue and identify the research plan number

  • For example, if it says RP001, it refers to Research Plan 1.

• [x] Click on the three dots, and choose Edit

  

• [x] Update the ### in the name of Resources 2.01 with the research plan number.

  • If the title says RP001, then update RP### with RP001.

• [x] Choose "Update comment" in Github and make sure all the checkboxes above have been checked

• [x] Go to the Research by Participant Type folder in Resources 1.01

• [x] Identify the participant type associated with this research plan

• [x] Add the Participant Type label by choosing the gear icon next to labels

  • For example, RP001 is associated with Interns, then choose Participant Type: Intern
  • 

• [x] After assigning the correct participant type, remove the Participant Type: missing label

• [x] Go to the research by plan number in Resources 1.02

• [x] Locate the research plan folder indicated in the title of this issue.

  • For example, if it says RP001, it refers to Research Plan 1, then locate the folder for RP001 in the Google Drive.

• [x] Copy the link of the Research Plan folder

• [x] Update Resource # 2.01 with the link you just copied. Place it into parentheses at the end of the line so it becomes a hyperlink.

• [x] Choose "Update comment" in Github and make sure all the checkboxes above have been checked

• [ ] Go though each item in the research plan folder

• [ ] Locate any files with PII

• [ ] Open the PII list spreadsheet in Resources 1.03

• [ ] Fill out the content of the spreadsheet by adding the filename, Research plan #, link to document, and cohort #

• [x] If there is no PII content, please leave a comment below

• [ ] Put this issue into the Questions/Review column after you are done so you can review the deliverables at the next meeting

• [ ] Please choose another research plan to identify the PII content

Resources/Instructions

Resources for creating this issue

1.01 Research by participant type folder 1.02 Research by plan # and name folder 1.03 PII list

Resources gathered during the completion of this issue

2.01 RP006 folder on Google drive

[jinyan0425]

Two quick questions @pandanista

1. Are files with PII about HfLA's UXR supposed to be added to Resources 1.03 (e.g., Recording from Training 2022-06-16? OR only files with PII about Interns?
2. I do not have Google Drive access to actual recordings: TWE: IS22: RP006: Intern Intake Interview Recording and Transcrption Tracking Sheet. Shall I request the access or I can simply put the links listed in the spreadsheet for Link to Document in Resources 1.03?

Thank you so much!

[pandanista]

• Are files with PII about HfLA's UXR supposed to be added to Resources 1.03 (e.g., Recording from Training 2022-06-16? OR only files with PII about Interns?
  • Yes, I would add any files with PII (interns, HfLA's UXRs, other HfLA members, school communications, etc.) into the spreadsheet in Resources 1.03. That way, we are keeping track of everything that has PII in the research folder.
  • Product will decide whether some files are okay to stay in the shared Google Drive later.
• I do not have Google Drive access to actual recordings: TWE: IS22: RP006: Intern Intake Interview Recording and Transcrption Tracking Sheet. Shall I request the access or I can simply put the links listed in the spreadsheet for Link to Document in Resources 1.03?
  • If you couldn't access any of those videos, that means those video files with PII are already moved into a more restrictive folder. In this case, you don't need to add anything into the spreadsheet in Resources 1.03 anymore because those videos are already at the right place.

@jinyan0425 Hope that clears up things.

[jinyan0425]

@pandanista Ying, thank you so much for your clarification. I have moved this issue plus RP007: List of PII) to the Questions/Review column and assigned myself RP003: List of PII, which is in progress.

I won't be able to join the next Tuesday's Research meeting (May 21st). Please let me know if you have any questions or need anything from me.

[pandanista]

• Thank you so much for finishing 6 PII issues in less than one week's time, @jinyan0425!

• [x] Please see below for some more documents in RP006's folder that seem to have PII, please double check and see if they do contain PII.

• [x] If they do contain PII, please insert a comment in the documents to indicate where and what PII is included since some of those documents are long.

  • Copy of BOP Extension Project Interview Training
    • I added a comment as an example: Page 20 -- indicating that the screenshot contains PII.
  • TWE: RP6: UX Recruitment Pipelines for finding researchers
  • TWE: RP6: Intern Intake Interview Training-IS 22
  • Copy of TWE: Intern Onboarding Interview Training-IS 22 - 1st draft depreciated
  • Copy of BOP Extension Project Interview Training
    • Page 20: https://docs.google.com/presentation/d/1kX6K1KWhPMz97CpJIUK9QTgrIlmxt_oLvC2m0lJJm_E/edit?disco=AAABN43YPZw

Thank you for being thorough!

[jinyan0425]

@pandanista

Progress update:

Thanks for catching up on the missing PII information. I am working on the documents you listed above, and reviewing all other documents.

Other than the documents you mentioned in the document, I found a few more documents also contain PII, e.g., 1)BOP UXR Interview Instructions and 2)TWE: IS22: RP006: Intern Intake Interviews Instructions. I have commented on these documents about "where and what PII is included"?

Do I need to revisit the documents I identified earlier and make such comments?

I am still working on this RP and moved it back to the "In Progress".

[jinyan0425]

@pandanista

I have revisited all the documents and commented on documents where the PII information is subtle (vs. obvious).

The documents listed in the earlier comment have been added to the PII list in row # 46, # 47, # 27, # 57, # 46 respectively.

In addition to these documents, the following documents also contain subtle PII (commented on the location and type of PII):

1. TWE: IS22: RP006: Intern Intake Interview Research Plan (row # 23)
2. TWE: IS22: RP006: Intern Intake Interviews Instructions (row # 26)
3. BOP UXR Interview Instructions (row # 45)
4. TWE: Research: IS22 Pre-Internship Assessment Research Plan - depreciated (row # 56)

Let me know if you have any questions.

[pandanista]

Thank you for the update, @jinyan0425. I will go through them later and let you know if I have any questions.

[pandanista]

Closing this issue as it is now finished.