Guide to Confidential Management of Personal Information in the UK

It's crucial to handle personal information securely and confidentially, adhering to established organisational guidelines.

Confidentiality Do's and Don'ts

To maintain utmost data integrity and protect privacy, follow these directives:

Practices to Avoid

• Public Discussions: Avoid discussing confidential matters in public spaces where they might be overheard, such as corridors or whilst on mobile phones.
• Unattended Data: Never leave confidential data unattended, particularly by neglecting to log out of electronic systems.
• Accessible Records: Avoid recording sensitive information in places where unauthorised individuals can access it, e.g., whiteboards.
• Portable Media: Do not store confidential data on portable devices unless it's encrypted and you've received explicit permission.
• Software & Passwords: Refrain from installing unauthorised software on your PC or laptop and never share your passwords.

Best Practices to Implement

• Open Plan Offices: Recognise the challenges of open plan setups and act accordingly.
• Secure Storage: Always lock up sensitive information when not in use.
• Password Protocols: Follow organisational guidelines for password creation, frequency of changes, and other related practices.
• Server Use: Save vital information on a secure server and ensure restricted access based on necessity.
• Backup: Regularly backup data not stored on servers and maintain backups in a safeguarded location.
• Software Protection: Keep your anti-virus software updated and run checks on all external storage devices before connecting them to your PC.
• Information Transmission: Exercise caution when sending information, ensuring its method matches the sensitivity level of the content.
• Voicemail: Avoid leaving sensitive messages on voicemail systems.
• Waste Disposal: Dispose of confidential waste properly, ensuring no information breach.

Incident Reporting

If you encounter security breaches such as thefts or unauthorised disclosures, promptly report them in line with your organisation's policies.