Mandates For Access Of Confidential Information

The purpose of data will determine the level of confidentiality that needs to be administered. The level of access required is determined by the person’s job role. Security passes may be provided to employees working in a specific department. Should that employee be done with that specific task or function, the right to access specific information may be altered. In some organisations, employees may require identification access by means of an ID card or electronic door pass to gain access to specific storage or computer facilities.

Human Resources

Every organisation is obliged to keep certain information confidential. Typically, the Human Relations Department has access to this confidential information. Sensitive information such as remuneration, Identity numbers, health-related information, performance reviews, reference checks and so forth are filed in the HR department.

Confidential information may be computerised or stored on CD’s, computer servers or backup systems. It can however also be stored within a filing system comprising of cabinets and so forth.

The HR Manager is presented with confidentiality challenges when an investigation is undertaken into a specific event or procedure. The HR Manager needs to question different employees to acquire knowledgeable information with regards to the event or procedure. Certain information might therefore be divulged. Maintaining confidentiality still has to be the focus, while gaining information. The investigative procedures applied must be fair to both parties involved.

Other Administrative Systems

Organisations must also maintain confidentiality with regards to management or business information that is not available to employees that do not form part of the Management System. This information may refer to discussions among management about strategies and processes, retrenchments, amalgamations or major expansions.

It is also the responsibility of each employee to know and respect which files or materials he/she may have access to. Employees that do not adhere to this guideline may be found guilty of a breach of confidentiality, should that information fall into unauthorised hands. Dismissal may be one of the consequences of such a breach of confidentiality.

Should confidentiality not be maintained, organisations can be at risk of lawsuits filed against them. The repercussions of this will have a direct effect on the Public Relations Department, which will have to strategically work on restoring the image of the organisation.