In order to keep records confidential it is important that they are kept
secure. Paper files should be stored in a locked filing cabinet and should
never be left on a desk over night. Ideally your filing cabinet keys should
be locked away in a key cupboard or your desk. Avoid leaving keys in a
separate pull out shelf drawer that remains open when your desk is locked,
if you have one.
If you need to leave your during the day PC then "lock” it (by hitting
CTRL-ALT-DEL) so that no one else can use it while you’re away.
If you are saving information electronically think about where you are
storing it. If it is on a shared drive, who else will be able to access it?
Consider what information you need to release to other people.
Information should only be shared on a "need to know” basis. When you pass
information on ensure that the recipient understands that the information is
confidential. Pass on the smallest amount of information that the recipient
needs to know.
If you need to e-mail several students about an issue then make use of
the "BCC” facility on Outlook so that students cannot see which other
students are being e-mailed. The students may well know each other, but it
may be that some students prefer not to disclose their disability to other
You might also like to consider turning off the "auto suggest” facility
on Outlook. This is the process that means as you start to type a name into
the "to” box Outlook suggests likely names for you. Unfortunately it’s all
to easy to select the wrong name and find that you’ve sent your e-mail to
the wrong person.