CD004: Storing Documents Securely

This week Carrie and Kell discuss how to store client and staff personal information securely in order that an individual’s privacy is protected.

Topics covered in this episode include:

The notion that clients of any business should be able to trust that any personal information is kept securely out of the public view; when personal information is disclosed due to poor practice that trust is lost.

Disclosing personal information can place individuals in an awkward position and can also place some individuals at risk of physical danger.

Types of documents that need protecting:

• Progress notes
• Information containing personal details
• Medical histories
• Bank Statements
• Legal Documents, Eg. from Guardianship or Solicitors

It’s not only client information, the personal information of staff members needs to be protected as well.

Organisations are respondent to Acts and Standards including the Privacy Act 1988. These Standards and Acts cover areas such as the sort of information that needs to be protected and who can access the information.

All personal information should be stored appropriately such as in a locked filing cabinet or a locked room.

Information that is no longer required should be shredded or archived properly. Archiving properly means that documents are stored in secure, vermin-proof areas. Check on the archiving timeframes for your State or Territory before disposing of any personal information.

It is important to ensure there is no casual observation of personal information on computer screens when you have visitors in the office and log out of client management systems to prevent people from reading personal information.

Ensure that you handle requests for personal information appropriately and that your staff also understand what to do when someone requests personal information.