RP010: 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

• Read the title of the issue and identify the research plan number
  • For example, if it says RP001, it refers to Research Plan 1.
• Click on the three dots, and choose Edit

• Update the ### in the name of Resources 2.01 with the research plan number.
  • If the title says RP001, then update RP### with RP001.
• Choose "Update comment" in Github and make sure all the checkboxes above have been checked
• Go to the Research by Participant Type folder in Resources 1.01
• Identify the participant type associated with this research plan
• Choose the gear to update the participant type on the Labels.
  • For example, RP001 is associated with Interns, then choose Participant Type: Intern
  • 
• After assigning the correct participant type, remove the Participant Type: missing label
• Go to the research by plan number in Resources 1.02
• 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.
• Copy the link of the Research Plan folder
• 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.
• 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 #
• 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 RP010 folder on Google drive

[jinyan0425]

@pandanista Cohort information for this RP is unclear. In Google Drive, there is a survey with 5 recorded responses, but per the RP Wiki Research Plan 10: Weekly Intern Survey Assessing Mentorship, this was not conducted in 2022 but will be conducted in 2024. Leave a question mark in Resources 1.03.

[pandanista]

@jinyan0425 Good catch! Thank you for spotting the inconsistency. I've updated the wiki page Research Plan 10: Weekly Intern Survey Assessing Mentorship to reflect the correct research year information, and I've updated the year info in the spreadsheet as well.

[pandanista]

@sunannie27

• The document containing PII in RP010's folder are documented as Record ID 52 in the PII spreadsheet.
• The End of Week Mentor Survey: One of the mentor's name is mentioned by one of the interns. See the response to the last question in the form.
  • We need to re-create/duplicate the end of week mentor survey form so people can access the form without accessing the interns' responses
  • After the form is recreated, we can move the survey with interns' responses to the PII Drive
• I've reviewed the RP010 folder, and didn't see other documents with PII.

Let us know how to best proceed. Thank you. :)

[ExperimentsInHonesty]

@pandanista please add this to the next research leads meeting

[pandanista]

As discussed at the ux lead / PM meeting yesterday, we will detach the responses sheet, move the responses sheet to PII drive, and then remove the responses to the form.

Proposed solution

De-identify the survey responses in the form by following the steps:

• Create a spreadsheet that corresponds with the survey responses by choosing 'Link to Sheets'. This sheet will be referred as spreadsheet A in the following steps.
• Unlink the Google form from the spreadsheet A
• 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,
  • 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 > RP010
• Make a copy of the spreadsheet document that contains spreadsheets A and B so you can start to de-identify survey responses in the next step if needed
• De-identify the survey 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 > RP010 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 > RP010 (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.

[pandanista]

@jinyan0425 I went ahead and did all the steps in the proposed solution.

Please review the steps in the proposed solution and let me know if they make sense or if anything needs to be clarified. Thank you.

[jinyan0425]

@pandanista

Should I review these steps as a new assignee who will follow these instructions step by step to de-identify any survey responses in a Google Form in the future? Or should I review these steps at a higher level?

[pandanista]

@jinyan0425:

Just at a higher level to see if the instructions make sense or if there is any major steps missing. I want to make sure the steps will suffice for another team member to follow along when a similar scenario regarding PII de-identification comes up. Thank you.

[jinyan0425]

@pandanista

In this case, these steps make sense to me. Two minor points; otherwise, they are clear:

• disconnect the old sheet from the Google form

Do you refer to "unlink form" in the menu bar? I am unsure whether every team member knows how to disconnect.

• add a tab to the old responses sheet, on that tab,

I am unsure what "tab" you refer to, and how to "add a tab". Maybe just me!

Another question that may not be relevant here:

• If the survey is in a longitudinal format (i.e., multiple waves/years), unlinking the form after the first wave means that the new data collected from subsequent waves will not be recorded in the unlinked/disconnected form. In this case, will Google Form automatically generate another sheet to store the new data? I just want to ensure that unlink/disconnect will NOT result in issues with data recording in this scenario.
• Or we will do de-identification after all waves?

[pandanista]

@jinyan0425 Appreciate the feedback. I have addressed the wording that was confusing, and see my answer to your question at the end.

@pandanista

In this case, these steps make sense to me. Two minor points; otherwise, they are clear:

• disconnect the old sheet from the Google form

Do you refer to "unlink form" in the menu bar? I am unsure whether every team member knows how to disconnect.
Yes, I meant "unlink form". I have updated that.

• add a tab to the old responses sheet, on that tab,

I am unsure what "tab" you refer to, and how to "add a tab". Maybe just me!
I meant adding a new spreadsheet as a tab. I have updated that part too.

Another question that may not be relevant here:

• If the survey is in a longitudinal format (i.e., multiple waves/years), unlinking the form after the first wave means that the new data collected from subsequent waves will not be recorded in the unlinked/disconnected form. In this case, will Google Form automatically generate another sheet to store the new data? I just want to ensure that unlink/disconnect will NOT result in issues with data recording in this scenario.
• Or we will do de-identification after all waves?

Good question, I am not sure how it works when using the same Google form to keep collecting responses and generating new sheets. I assume we would distribute a new form to collect data for each wave, and then de-identify after each wave.

If there is a more streamlined approach, I would love to hear it, @jinyan0425.

[jinyan0425]

@jinyan0425 Appreciate the feedback. I have addressed the wording that was confusing, and see my answer to your question at the end.

@pandanista
In this case, these steps make sense to me. Two minor points; otherwise, they are clear:

• disconnect the old sheet from the Google form

Do you refer to "unlink form" in the menu bar? I am unsure whether every team member knows how to disconnect.
Yes, I meant "unlink form". I have updated that.

• add a tab to the old responses sheet, on that tab,

I am unsure what "tab" you refer to, and how to "add a tab". Maybe just me!
I meant adding a new spreadsheet as a tab. I have updated that part too.

Another question that may not be relevant here:

• If the survey is in a longitudinal format (i.e., multiple waves/years), unlinking the form after the first wave means that the new data collected from subsequent waves will not be recorded in the unlinked/disconnected form. In this case, will Google Form automatically generate another sheet to store the new data? I just want to ensure that unlink/disconnect will NOT result in issues with data recording in this scenario.
• Or we will do de-identification after all waves?

Good question, I am not sure how it works when using the same Google form to keep collecting responses and generating new sheets. I assume we would distribute a new form to collect data for each wave, and then de-identify after each wave.

If there is a more streamlined approach, I would love to hear it, @jinyan0425.

@pandanista I agree that we should do the process after each wave!

[pandanista]

Closing this issue as it is now finished.