RP012: 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] Choose the gear to update the participant type on the 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

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

• [x] Locate any files with PII

• [x] Open the PII list spreadsheet in Resources 1.03

• [x] 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

• [x] Put this issue into the Questions/Review column and add 'Ready for Research Lead' label after you are done so the team can review the deliverables at the next meeting

• [ ] Sign off by leads

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 RP012 folder on Google drive

[pandanista]

Hi @floydns, I am assigning this issue to you.

• When checking the PII in a research plan folder, please make sure you also check any links in any document or issue because it could link to another document that contains PII.
  • For example, the file TWI: RP1: Copy of IS21: Internship Program Research Presentation (WIP) - Appendix in RP001's folder contains 7 links:
    • Please click through each of them and check if any of them contains PII.
      • One of the links (the last one) doesn't work
      • The rest 6 links in the Appendix slide (from the one sheet to the sigma file) all contain PII.
• Please include all the links and names of the documents in the PII content list.
• Please also make a comment or highlight in the document itself to inform the team where and what PII you are referring to.

Thank you, and let me know if you have any questions.

[pandanista]

@floydns Hi Nate, would you please provide an update? Thank you.

1. Progress: "What is the current status of your project? What have you completed and what is left to do?" - we know you just came back from break, please just summarize the progress from before then
2. Blockers: "Difficulties or errors encountered."
3. Availability: "How much time will you have this week to work on this issue?"
4. ETA: "When do you expect this issue to be completed?"
5. Pictures or links* (if necessary): "Add any pictures or links that will help illustrate what you are working on."

• remember to add links to the top of the issue if they are going to be needed again.

[floydns]

Yes, just back from a break, but I expect to have things complete by 6/28. Thank you!

Just sent you a message on Slack.

[floydns]

@pandanista

Hello!

I have completed all the action items, except the final two, for this issue. I wasn't quite sure how best to close this issue.

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

• Sign off by leads

Please let me know how best to proceed. Thank you.

[pandanista]

@floydns Thank you for working on this issue.

That action item refers to the section on the right hand side of the issue. See the screenshot below.

[pandanista]

@floydns Thank you for working on this issue, Nate. I finished reviewing and followed up with solutions to the items you identified with PII. Would you please follow the steps and finish de-identifying and moving the items/documents? Thank you.

Proposed solution

• TWE RP12: Email Copy to Recruit UX Researchers for Exit Interviews IS22 - let's call this document A

  • [x] Make a copy of the Google doc, and call this copy document B

  • [x] De-identify the document B by removing the PII

  • [x] Make a new copy after the PII is removed so the new document doesn't contain any version history. The new copy with no PII is document C.

  • [x] Rename document C to [De-identified] TWE: RP012: Email Copy to Recruit UX Researchers for Exit Interviews IS22

  • [ ] Delete the document B as it is no longer needed. You might need to tag the lead to delete the file if you can't.

  • [ ] Move the document A to the Internship - PII drive under the Delete when research plan complete folder

    • The path is Internship - PII > Delete when research plan complete > RP012

  • TWE: IS22: RP012: Intern Exit Interview Roll Call and Session Table - let's call this document A

  • [x] Make a copy of the spreadsheet document, and call this copy document B

  • [x] De-identify the document B by removing the PII

  • [x] Make a new copy after the PII is removed so the new document doesn't contain any version history. The new copy with no PII is document C.

  • [x] Rename document C to [De-identified] TWE: IS22: RP012: Intern Exit Interview Roll Call and Session Table

  • [ ] Delete the document B as it is no longer needed. You might need to tag the lead to delete a file if you can't.

  • [ ] Move the document A to the Internship - PII drive under the delete when research plan complete folder

    • The path is Internship - PII > Delete when research plan complete > RP012

• 2022 UXR Interest Form--Exit Interviews: de-identify by following the steps below (similar to #575)

  • [x] Create a spreadsheet that corresponds with the responses by choosing 'Link to Sheets'. This sheet will be referred as spreadsheet A in the following steps.
  • [x] Unlink the Google form from the spreadsheet A
  • [x] Delete the existing responses from the Google form
  • [ ] Add a sheet (spreadsheet B) to the responses sheet you just generated (spreadsheet A), and in spreadsheet B,
    • [x] Add a link to the Google form
    • [ ] Add a link to the research plan's wiki page
  • [ ] Rename the spreadsheet document that contains spreadsheets A and B by adding the research plan number in the document name so team members can identify the research plan the spreadsheets are associated with easily.
  • [ ] Move the spreadsheet document that contains spreadsheets A and B to the corresponding research plan folder under a folder on the Internship-PII drive called: delete when research plan complete.
    • The path is Internship - PII > Delete when research plan complete > RP012
  • [ ] Make a copy of the spreadsheet document that contains spreadsheets A and B so you can start to de-identify the responses in the next step if needed
  • [ ] De-identify the responses in the copy of the spreadsheet document that contains spreadsheets A and B if needed
  • [ ] Move the new de-identified spreadsheet document to the research plan folder on the Internship > Internships > Research > Research by Plan # and Name > RP012 folder
  • [ ] Rename the new de-identified sheet by removing Copy of Copy of and adding [De-identified] to the beginning of the file name
  • [ ] Go to Internship - PII > Delete when research plan complete > RP012 (if it is not already open)
  • [ ] Delete the copy of the spreadsheet document that contains spreadsheets A and B you previously made to de-identify PII
    • [ ] If you can't delete the file in the Internship - PII drive, please link the file in a new comment in this issue, and let the lead know so they can delete the file for you.

• TWE: Research: Intern Exit Interview Script/Form: Are those notes from the interview sessions?

  • [x] Create a spreadsheet that corresponds with the responses by choosing 'Link to Sheets'. This sheet will be referred as spreadsheet A in the following steps.
  • [x] Unlink the Google form from the spreadsheet A
  • [x] Delete the existing responses from the Google form
  • [x] Add a sheet (spreadsheet B) to the responses sheet you just generated (spreadsheet A), and in spreadsheet B,
    • [x] Add a link to the Google form
    • [ ] Add a link to the research plan's wiki page
  • [ ] Rename the spreadsheet document that contains spreadsheets A and B by adding the research plan number in the document name so team members can identify the research plan the spreadsheets are associated with easily.
  • [ ] Move the spreadsheet document that contains spreadsheets A and B to the corresponding research plan folder under a folder on the Internship-PII drive called: delete when research plan complete.
    • The path is Internship - PII > Delete when research plan complete > RP012
  • [ ] Make a copy of the spreadsheet document that contains spreadsheets A and B so you can start to de-identify the responses in the next step if needed
  • [ ] De-identify the responses in the copy of the spreadsheet document that contains spreadsheets A and B if needed
  • [ ] Move the new de-identified spreadsheet document to the research plan folder on the Internship > Internships > Research > Research by Plan # and Name > RP012 folder
  • [ ] Rename the new de-identified sheet by removing Copy of Copy of and adding [De-identified] to the beginning of the file name
  • [ ] Go to Internship - PII > Delete when research plan complete > RP012 (if it is not already open)
  • [ ] Delete the copy of the spreadsheet document that contains spreadsheets A and B you previously made to de-identify PII
    • [ ] If you can't delete the file in the Internship - PII drive, please link the file in a new comment in this issue, and let the lead know so they can delete the file for you.

I also noticed two more items in the RP012's folder that contain links that lead to documents with PII

• [ ] TWE: IS22: RP012: Intern Exit Interviews Instructions
• [ ] TWE: RP12: Intern Exit Interview Training-IS 22 Would you please list them in the PII list as well?

[pandanista]

@floydns I have updated the comment regarding the next steps.

Would you please provide an update?

1. Progress: "What is the current status of your project? What have you completed and what is left to do?" - we know you just came back from break, please just summarize the progress from before then
2. Blockers: "Difficulties or errors encountered."
3. Availability: "How much time will you have this week to work on this issue?"
4. ETA: "When do you expect this issue to be completed?"
5. Pictures or links* (if necessary): "Add any pictures or links that will help illustrate what you are working on."

• remember to add links to the top of the issue if they are going to be needed again.

[floydns]

Thank you!

On the first two items: I was able to complete each step, but I don't think I have permission to arrange (delete, move) files on the drive. But, they are ready for the last two steps as indicated by the checkmarks.

On the last two items: I wasn't quite sure where to find the research plan wiki for both items, and I'm assuming we are working RP012 here, but I wasn't certain enough to rename the files yet. Once confirmed I can finish the last two items.

[pandanista]

Hi @floydns, thank you for the update.

I've adjusted your access level so you can move and delete the files in the PII drive now.

Yes, the research plan wiki page refers to RP012's wiki page.

Let me know if you have any other questions.