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If you are managing your records properly, you should be keeping them secure. This process involves an assessment of how secure it needs to be, depending on the nature, content and importance of it. Organisations and their information systems may face security threats from a wide range of sources, including computer-assisted fraud, sabotage, vandalism, theft, fire or flood. Damage caused by breaches such as computer viruses and computer hacking is becoming increasingly common and sophisticated.
Therefore, following are recommended:
- Paper records in these categories will need to be kept in lockable cupboards or drawers when not in use. The Disability and Wellbeing Office have a good system in place for their paper records
- Electronic records in these categories need to be kept password protected within databases or stored in a shared drive that the relevant people have access to. Only put into the cloud what you can afford to lose. Portable storage devices should be encrypted or not used at all. Keep antivirus software up to date on any computer or laptops and password protect any mobile devices.
I will have no option except to say oops! why I did not maintain my record?
