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  • 1.  PII for faculty and staff members

    Posted 03-25-2025 10:48 AM

    Hello!

    It's been our practice (since forever) to import faculty/staff into our CRM on a weekly basis. For the first time, we are being asked to provide a reason regarding why we need to include birth date, marital status, and gender.

    Do any of you suppress any PII such as birth date, marital status, and gender when importing faculty/staff into your CRM?

    THANKS!



    ------------------------------
    Diane Kucera
    Director, Records and Gift Administration
    Southern Methodist University
    dkucera@smu.edu
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  • 2.  RE: PII for faculty and staff members

    Posted 03-25-2025 12:40 PM
    Hi Diane,

    It is the correct data privacy practice to establish why you need to process the PII that you process, and for that purpose or legitimate interest to be logged on a field-by-field basis. Unless someone is saying otherwise to you, I would not treat the question as a challenge to our practices, but as a request for documentation.




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    Isaac Shalev
    Data Strategy Expert
    Sage70, Inc.
    (917) 859-0151
    isaac@sage70.com

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  • 3.  RE: PII for faculty and staff members

    Posted 03-25-2025 01:10 PM

    I agree with Isaac that documenting a policy is wise. We do not receive marital status from our HR feed, but we receive DOB and gender. One could argue the reason for these data points is to identify matches in your system and prevent dupes, as well as for potential to query on age and gender for solicitation or giving stats.

     

    We offer the option to employees, especially those with access to our database, to suppress DOB and gender from the HR feed, but we do this only if specifically requested by the employee.

     




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  • 4.  RE: PII for faculty and staff members

    Posted 03-26-2025 11:00 AM

    But why do you need that information?  I think it's a fair question.  You should be able to state the need for any data in your CRM, especially any PII as there are inherent risks with keeping that data.  Like @Kelli Crispin stated, it could be as simple as needing it to reduce duplicates.  And @Isaac Shalev stated, it might be just to have it documented.

    It is a good idea to look at why you are doing the things you do and determine if they are still working or have the same value.  Especially if it is a practice that has been around for a long time.



    ------------------------------
    Dariel Dixon
    Chautauqua Institution
    ddixon@chq.org
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  • 5.  RE: PII for faculty and staff members

    Posted 03-27-2025 10:39 AM
    Hi All....

    Great discussion here.  I agree, with any data item, especially PII or PHI, there should be documentation on why the data is needed and some governance over who can make these decisions.  

    With birthdate I find that birth year is often enough information for advancement (needed for planned giving).  It is often enough for wealth screening and data augmentation/quality vendors, as well, for matching purposes.  

    The larger question is - do you really want to replicate the HR system in the Advancement system?  I have found that this requires quite a bit of maintenance.  


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