Employee & Guest Records

• Verification of Employment
• Guest Information System (GIS)
• Request for Access to Human Resources Systems (pdf)
• Personal Information Confidentiality
• What is Personally Identifiable Information (PII)
• Other Sensitive Information

Human Resources, Main Number (631) 344-2882

Personal Information Confidentiality

Employees are given access to employee and guest personal information based on a bona fide business-related need-to-know. Their access is requested by their line management who are responsible for establishing that the information is required for their work. Access to information in PeopleSoft HR is reviewed and validated on a quarterly basis. Employees with access to personal information, whether printed or electronic, are accountable for safeguarding this information from unauthorized access.

These employees are required to practice the following safeguards:

• Keep personal information in locked files, containers or areas.
• Restrict entry to areas where personal information is not locked.
• Use password protected screen savers.
• Remove personal information from desks when it is not in use.
• Before sharing personal information, ensure that others are authorized to have access to that information or a bona fide business related need-to-know.
• Use private information only for the reason access was provided.
• Adhere to all Laboratory regulations covering the use of computer systems, particularly those covering password procedures.
• When discarding paper containing personal information, it must be shredded!!
• Refer all outside requests for personal information to Employee and Guest Records on extension 2876.

What is Personally Identifiable Information (PII)

PII is defined as data which can be used to identify or contact a person uniquely and reliably, including but not limited to:

• Full Name
• Home address
• Social Security Number
• Birth Date
• Telephone number
• Medical Records
• Vehicle Registration and Driver’s License Number
• Face, fingerprints, or handwriting
• View required safeguards

PII also consists of such information as:

• Name or address of a parent, family member or emergency contact
• List of personal characteristics
• Mother’s maiden name
• Bank account information
• Credit card information
• Passport and visa information
• Citizenship
• Other information that would make the individual’s identity easily traceable
• View required safeguards

Other Sensitive Information

In addition to protecting PII, you are obligated to protect other sensitive information such as but not limited to:

• Salary & Job information
• View required safeguards

Last Modified: February 1, 2008
Please forward all questions about this site to: Elizabeth Gilbert

One of ten national laboratories overseen and primarily funded by the Office of Science of the U.S. Department of Energy (DOE), Brookhaven National Laboratory conducts research in the physical, biomedical, and environmental sciences, as well as in energy technologies and national security. Brookhaven Lab also builds and operates major scientific facilities available to university, industry and government researchers. Brookhaven is operated and managed for DOE’s Office of Science by Brookhaven Science Associates, a limited-liability company founded by Stony Brook University, the largest academic user of Laboratory facilities, and Battelle, a nonprofit, applied science and technology organization.

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