A PIA Is Required If Your System For Storing PII Is Entirely On Paper
The use of paper-based systems to store and manage Personally Identifiable Information (PII) is increasing in popularity, especially in sectors such as healthcare. However, along with the convenience and cost savings associated with paper-based systems, there are a few risks. It is important to understand that when it comes to PII, you must have an appropriate Privacy Impact Assessment (PIA) in place.
What Is A PIA?
A PIA is a document that assesses the privacy risks associated with a project or activity. It is designed to assess the impact on individuals’ rights and freedoms when their personal data is collected, used, stored and shared. A PIA helps organizations understand the privacy implications of any collection, use or disclosure of PII. It should identify any risks to individuals’ privacy, help organizations develop appropriate mitigation strategies, and ensure compliance with applicable privacy laws.
Why Is A PIA Required for Paper-based Systems?
When it comes to PII stored on paper, the same rules apply as for any other type of PII. Just because the data is not stored electronically, does not mean that the risk is any less than if it was stored digitally. Paper-based systems can easily be lost, stolen or misused, and paper records can be difficult to secure. This means that the risk of unauthorized access to or disclosure of PII increases significantly when paper is used.
A PIA is essential to assessing the risks associated with using paper-based systems and to determine the appropriate safeguards needed to protect PII. It should look at the ways data is collected, stored and shared, and identify any potential risks or privacy breaches. It should also include risk mitigation strategies, such as employee training and access control procedures.
Conclusion
Paper-based systems are becoming increasingly popular, particularly in the healthcare sector. However, it is important to understand that when it comes to collecting, using and storing PII, the same rules apply regardless of the type of system used. Organizations must have an appropriate PIA in place to assess the risks associated with paper-based systems and ensure that proper safeguards are in place.