Which of the following is a trigger for conducting a Privacy Impact Assessment?

A Privacy Impact Assessment (PIA) is a process that helps organizations identify and mitigate privacy risks related to the collection, use, and distribution of personal information. The correct trigger for conducting a PIA is when a system collects, maintains, or shares Personally Identifiable Information (PII) in identifiable form.

This is crucial because PII can include sensitive information such as names, addresses, social security numbers, and more that can be used to identify individuals. When systems interact with such data, organizations must assess the associated risks to user privacy and ensure compliance with relevant regulations. A PIA helps stakeholders understand how PII will be used, stored, and protected, enabling them to implement necessary security measures and policies to safeguard privacy.

In contrast, merely having a system in operation for over a year does not inherently warrant a PIA unless there are changes in how PII is handled. Internal monitoring systems may not necessarily require a PIA unless they involve PII, and the size of an organization, such as having fewer than 50 employees, does not determine the necessity of a PIA since privacy protections must be considered regardless of organization size.