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Breaches of PII and PHI

What is a Breach?

According to the Department of Defense (DoD), a breach of personal information occurs when the information is lost, disclosed to, accessed by, or potentially exposed to unauthorized individuals, or compromised in a way where the subjects of the information are negatively affected.

Breach Reporting

The Defense Health Agency (DHA) Privacy and Civil Liberties Office (Privacy Office) coordinates breach reporting within the Military Health System (MHS). Email us if you have questions about breaches or breach reporting within the MHS.

Guidance tools for breach reporting:

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DoD Instruction 8580.02: Security of Individually Identifiable Health Information in DoD Health Care Programs

Policy

This instruction establishes policy and assigns responsibilities for security of individually identifiable health information created, received, maintained, or transmitted in electronic form (referred to in this instruction as “electronic protected health information (ePHI)”).

DoD Instruction 8580.02: Security of Individually Identifiable Health Information in DoD Health Care Programs

Policy

This instruction establishes policy and assigns responsibilities for security of individually identifiable health information created, received, maintained, or transmitted in electronic form (referred to in this instruction as “electronic protected health information (ePHI)”).

Guidelines for Reporting Breaches

Form/Template
7/14/2015

This document outlines the DoD reporting and notification requirements for breaches.

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Breaches of PII and PHI

United States-Computer Emergency Readiness Team (US-CERT) Reporting Instructional Guidance

Form/Template
6/18/2015

This document provides instructions for breach reporting to the United States-Computer Emergency Readiness Team (US-CERT).

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Breaches of PII and PHI

DoD Directive 5400.11: Department of Defense Privacy Program

Policy

This Regulation is reissued under the authority of DoD Directive 5400.11, “DoD Privacy Program,” May 8, 2007. It provides guidance on section 552a of title 5 United States Code (U.S.C.), the Privacy Act of 1974, as amended, and prescribes uniform procedures for implementation of the DoD Privacy Program.

Plan of Action and Milestone Template

Form/Template
6/6/2014

This template is used to track plans of action and milestones regarding potential breaches.

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Breaches of PII and PHI

Malicious Code Overview

Fact Sheet
5/5/2014

An Information Paper that explains what malicious code is, including the various types, the proper response to a malicious code attack, and steps to take to avoid receiving malicious code on a computer system.

Recommended Content:

Breaches of PII and PHI

Phishing Overview

Fact Sheet
5/5/2014

An Information Paper that tells what phishing is, how to respond to phishing attacks, and steps to take to avoid becoming a victim of phishing scams.

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Breaches of PII and PHI

Social Networking Overview

Fact Sheet
5/5/2014

An Information Paper that defines social networking, details the Department of Defense's position on this topic, and discusses the responsible use of social networking and Internet-based capabilities.

Recommended Content:

Breaches of PII and PHI

Examples of PII

Fact Sheet
5/1/2014

Personally identifiable information (PII) is information that identifies, links, relates, or is unique to, or describes you. This also includes information which can be used to distinguish or trace your identity and any other personal information which is linked or linkable to you.

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Privacy Act at DHA | Privacy Impact Assessments | HIPAA Compliance within the MHS | How HIPAA Protects You | Submit a Data Sharing Application | Breaches of PII and PHI | Freedom of Information Act | DHA Privacy Contract Language | Human Research Protections | Privacy Act and HIPAA Privacy Training

DD Form 2959: Breach of Personally Identifiable Information (PII) Report

Form/Template
2/1/2013

This form is used to report and provide information on lost, stolen, or compromised personally identifiable information (PII).

Recommended Content:

Breaches of PII and PHI

DoD Breach Reporting Best Judgment Memo

Policy

This Memorandum is to help guide Components toward optimal decision-making regarding PII breach risk and notification determinations.

TMA Guidelines on Protection of Sensitive Information in Electronic Mail

Policy

This Memorandum updates guidelines in Military Health System Chief Information Officer memorandum “Updated Guidelines on Protection of Sensitive Information in Electronic Mail” of September 19, 2008.

Reporting a Breach as Defined by the Health Information Technology for Economic and Clinical Health Act Provisions of the American Recovery and Reinvestment Act of 2009

Policy

This Memorandum outlines the procedures for the Services for reporting a breach as defined by the Health Information Technology for Economic and Clinical Health (HITECH) Act provisions of the American Recovery and Reinvestment Act of 2009.

Reporting a Breach as Defined by the Health Information Technology for Economic and Clinical Health Act Provisions of the American Recovery and Reinvestment Act of 2009

Policy

This Memorandum outlines the procedures for Contractors for reporting a breach as defined by the Health Information Technology for Economic and Clinical Health (HITECH) Act provisions of the American Recovery and Reinvestment Act of 2009.

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