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Open Campus Soft Skills Module 10 – Corporate Confidentiality

October 10, 2019

PROFESSOR: Welcome to
Open Campus, Soft Skills Course, Module 10,
Corporate Confidentiality. In this module, you will
learn the importance of protecting the
privacy of others, understand employers’
guidelines and important laws, and how to handle email,
digital, and paper records. Our focus areas for
this module will be on guidelines and laws
and handling records. Well, what is confidentiality? Confidentiality is a set
of rules, or a promise, that limits or prevents
access to certain types of information. There are three areas of
confidentiality guidelines that we want to discuss. First, employee information. Employee information consists
of personal identifying information, employee medical
and disability information, health information, as well
as immigration forms I-9s. The second area of
guidelines includes management information. This information consists
of employee relations and misconduct information,
disciplinary actions, as well as lay offs, terminations,
and reductions of force. And the third area of guidelines
is our business information. This includes information
about proprietary information and trade secrets. It’s important to
note that when we’re talking about the
business informations, this includes
secret ingredients, it includes your
company budgets, anything that deals
with the ownership or proprietary top level
information regarding that particular
business or company. There are some important
laws and information that you should be aware of. First is the Americans with
Disabilities Act of 1990. This law requires employee
medical and disability information to be
kept confidential, and it limits access
to those employee’s medical and disability
information. The second law is the
Health Insurance Portability and Accountability Act
of 1996, known as HIPAA. This law regulates health care
providers use and disclosure of health information. It is thirdly also
important to note that immigration forms, I-9s,
includes personal information such as national origin and
age, and this information should also be
kept confidential. When handling emails
it is important that you should avoid
using email transmission when you’re sending sensitive
or confidential information. However, in the event
that you are sending this type of
information via email, it’s important to note that
you should, in fact, include a confidentiality
disclaimer, or to mark the email as confidential. And thirdly, when we’re dealing
with e-mails and storage of that information, when you
are purchasing new equipment and you’re destroying or
getting rid of old computers, the data on those old
computers should be wiped off. And there are different software
systems or software equipment that you can use to do
so, or the hard drive itself should be destroyed. When handling records there are
some key things to remember. First, review the
policies and procedures in the employee handbook. That is going to set the tone
on how you handle records and how the confidentiality
of those records should be handled. Two, confidential
documents should be stored in locked file
cabinets or accessible on a need to know basis. Thirdly, any electronic
confidential information should be protected via
firewalls, encryptions, and passwords, and
we are now seeing that there are a lot of
companies and individuals that are using cloud based
secure storage formats and platforms. Fourthly, you should refrain
from discussing confidential . Information in
public places that is the key reason it’s called
confidential, because you should not share out in the
open where anybody could have knowledge or be
privy to the knowledge or the information about a
particular employee or a group of people that work
for your company. It’s also important to realize
that confidential information should be destroyed properly. Ideally that information
should be shredded. Your employee handbook may list
a different protocol for that, but when you are destroying
those types of materials, shredding is one of
the most effective and the most useful,
most used processes. And number six,
refrain from leaving confidential information
visible on your computer, or even leaving it on your
desk whether you’re going away for a quick minute to take
a quick restroom break, or to grab a cup of
coffee, or to answer a phone in another
part of the office, or if you’re going to
be leaving for the day. All of that information,
it’s still confidential and you should make
certain that it is secured and that you are
handling it properly, and not leaving it
open and available to any particular person. Well this concludes Quiz 10,
Corporate Confidentiality. You will now have a quiz
on this information.

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