1. Building a Sanitized UPC E-mail Notification List
Each time the UPC conducts a urinalysis, one of the ways to notify the supervisors is via a Notification Copy of the list of names from the NDSP software, however, it contains the last 4 of the SSN. With the issues of PII, we are seeking new ways of working around the current system which uses SSNs, even truncated SSNs to operate. I've attached a file containing steps to create a Notification Copy without SSNs and no leakage of SSNs that UPCs can with confidence of knowing there's no PII involved. I've been working with our local NPC UPC who has the technique down and had him to provide me with the steps he uses which includes the use of an Excell document. After some adjustments, I believe we are good to go and it works. Please post it on our website and perhaps we can put something together in the next E-Gram. We'll work on something and get back to you because we to address PII as a whole. Hope you enjoy your day.

2. Open EXCEL workbook and open Data Tab

3. Select From XLM Data Import

4. First Find File Location path for Un-scrubbed UPC Notification List
First Find File Location path for Un-scrubbed UPC Notification List. Note that the file you are looking for is not displayed.

5. On Drop down for “Files of Type”; Select All Files to display UPC Notification List

6. Select File you want to Scrub

7. Used Fixed With and Begin Import Line at 6 and click next

8. Click and Hold to Move Colum Width
To remove excess lines, simply double click to remove or drag lines from top arrow to set column width
Click and Hold to Move Colum Width
Double Click to Remove

9. Remove Break Lines to Name and click next

10. Only the first Colum will be Shaded; Hold the SHIFT Key and Drag the menu Bar until the last column is visible and click inside. All Columns should now be shaded.
While Holding the Shift Key; Drag Bottom Bar until last column is visible and click in column

11. Select Text for Column data format and click next.
2. Click Finish

12. Click OK and the EXCEL Spread Sheet is now populated with UPC Data

13. You now have an EXCEL Sheet with Organization, Name, Premise code, Last 4 of SSN, Rank, and Gender.

14. Now your UPC Notification List has been scrubbed for PII
Scrub For PII of SSN
Select SSN Column
Right Click Mouse
Select Delete
Now your UPC Notification List has been scrubbed for PII

15. Sanitized Copy
Now that you have transferred the data to an EXCEL spreadsheet it needs to be Filtered, scrubbed and Alphabetized.

16. Filtering
1. Select Upper Left Corner to Highlight EXCEL Sheet and right click Mouse
2. Scroll Down to Sort
3. Select Custom Sort

17. How to Alphabetize A-Z and Filter
1.Select Column for Name; Click OK

18. You are Almost Done!
Now your UPC Notification Sheet has been Alphabetized From A-Z using Column “B”. All we need to Do is insert a Header row and cut and paste the “Organization” row to the Header row. Delete what you do not want on the Notification List.

19. Click on Row 1, Right Click mouse, and scroll down to insert
Final Touches
Click on Row 1, Right Click mouse, and scroll down to insert

20. Now you can Customize your E-mail Copy!
1. Cut or Copy and paste to Row 1
Delete rows that you don’t need for

21. Time to Copy and Paste to NDSP Notification List
Now just Copy and Paste over the Un-sanitized List. Open your NDSP Notification Copy and Leave open.

22. Paste Excel File over NDSP Testing Subjects Notification Copy From the Organization Line through you’re the Last Sailor on the Sheet

23. All you need to do is Space and align your Names, Premise Code, Rank, and Gender under it’s appropriate column.

24. Your Final Sanitized E-mail Notification Copy
Now you have created a Sanitized Copy of your UPC Notification Copy that can be attached and ed out to your Command without leaking any PII. One more Step Left!

25. Save a Copy for
The last Step is to Save a Copy for attachment.
Select File and scroll down to Save AS….

26. Name your Copy for E-mail
Make sure when you re-name your file it is easily identified as so you know it’s a sanitized List. I would also recommend you open and verify every time you attach the file for PII before sending it out to your command.

27. QUESTIONS?