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Personal information should be held, used and shared securely and confidentially in line with organisational policies.
Things you must not do include:
• Discuss confidential information in public areas where it may be overheard, for example in corridors, reception areas or when using mobile phones
• Leave confidential information unattended, for example not logging out of electronic systems when not at your desk
• Record confidential information where it may be accessed by unauthorised people – for example, on white boards
• Store confidential information on portable media unless it is encrypted and you have the authority to do so
• Introduce unauthorised software onto your PC or laptop or share your passwords.
Things you should do are:
• Be aware of the difficulties of maintaining confidentiality in open plan offices
• Lock information away when not in use
• Use passwords to access electronic systems in line with organisational policy, for example, in deciding what the password should be, how often it is changed, not sharing passwords, locking workstations, password protecting documents etc
• Save information on a secure server where available
• Ensure information stored in a shared drive is accessible only to those with a need to know
• Back up information not stored on a server and keep in a secure place
• Use up to date anti-virus software
• Virus check floppy disks, flash drives before introducing them onto your PC
• Send personal information appropriately which will differ depending on how you are sending it. If you send something by post use a sealed envelope to a named person or team marked ‘Private and confidential’ – double wrapped where appropriate. If by fax, use safe haven procedures, for example, telephone the recipient before faxing to ensure they are there to collect it and ask for confirmation of receipt.
When on the phone, ensure you know the identity of the caller before giving out information and with emails ensure confidential information is not shared unless it is encrypted and part of an authorised process in line with the organisations policy.
* Don’t leave confidential messages on voicemail
• Dispose of confidential waste appropriately
FInally is is important to report security incidents such as theft or unauthorised disclosure in line with organisational policies.