SayPro HANDLING CONFIDENTIAL ISSUES AND INFORMATION (SO 2, AC 2)

Within the records kept by an organisation, some of them are considered confidential information and others distributable records.Confidential recordscontain information that for one or more reasons should only be disclosed to specific people or groups. Or confidential information is information that one person entrusts to another person with the expectation that privacy will be maintained.

Confidentiality is determined by the following factors:

• • the existence of a statement or agreement of confidentiality

• • evidence of an understanding of confidentiality

• • past practices of the organisation in regard to keeping this type of information and records confidential

• • the type of personal information being supplied

Identifying and labeling confidential records It is important to treat confidential records differently from those which are more broadly distributed. Confidential records should be labeled so that they are easily identifiable.

1. Ensure that records for which circulation should be limited are clearly marked CONFIDENTIAL.
2. Determine who should have access to a confidential record. Normally an employee who needs the information in performance of his/her duties would have access. For example, the payroll administrator must have access to the payroll inorder to make salary payments
3. Note on the record itself or in associated notes the persons or groups who should have access to this information, e.g. Confidential – circulate to committee members only.
4. Use the “confidential” designation thoughtfully. Don’t mark most or all of your records as CONFIDENTIAL. Doing so will undermine the argument for treating selected records as confidential.

And, while a confidential marking does not mean that a record will not be disclosed as the result of an access request, it may help to explain if the organisation makes a decision not to release a record in response to a request for access to it.Working with confidential records The following must be considered when working with confidential records;

• Ensure that confidential information is not inadvertently disclosed:
• Position your computer screen so that no unauthorized persons can read it.
• Close down the program or use password protection on your computer when you leave your desk.
• Turn off your computer when leaving your desk for a long period of time.
• Place paper copies of drafts and final versions in locked file cabinets when you are not working on them.
• Shred drafts when they are no longer useful, and delete drafts from your computer
• If you have confidential records on a notebook or laptop computer, ensure that the documents themselves or the system is password protected. Don’t leave your laptop in an easily accessible area where it could be stolen.
• When travelling with confidential records, don’t leave them unattended in vehicles, hotel or meeting rooms. Don’t work with confidential records where others can see them.
• When faxing confidential records, include a fax transmittal page with a confidentiality statement. Verify that the number on the screen is accurate before proceeding with the transmission, and confirm receipt of the documents.

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