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Confidentiality at Work

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Confidentiality at Work

Confidentiality plays a vital role in an effective work place. The Human Resource department in an organisation must protect their employee information very confidentially. However each person in an organisation has a duty to follow all the confidentiality procedures. Every workplace should have controls to access their data and information. Keeping all information confidential helps every company’s success and to face the modern world competition. Now I am going to discover the definition of the confidentiality. Wikipedia, encylopedia states confidentiality as follows, “Confidentiality has been defined by the International organisation for standardization (ISO) as ensuring that information is accessible only to those authorized to have access”

The organisation is legally responsible to collect, manage, use and disclose personal information and to comply with legislative requirements, for instance Data Protection Act 1988, Common Law rules and the organisation’s rules of Ethical Conduct. According to Data Protection Act 1988, any personal data collected in the course of business activities will be treated in accordance with that Act.

In an organisation, human resource department holds the information of the employees. The importance of confidentiality procedures which should be followed by a human resource manager will be evaluated. When dealing with some of the areas, for instance, Personnel Records/Files, Credit and Financial Information, Education Information and Wire, Oral and Electronic Communications, there are effects with regard to an employee’s privacy. Staff members must not disclose personal or other information unnecessarily. Protection of confidentiality includes ensuring files and work areas are organised so that information is not inadvertently disclosed.

It is a duty of a human resource manager to follow, high-quality procedures when dealing with above information. Some of them can be stated as follows.
 Create quality procedures for handling personal data and information. These policies and procedures should be legally reviewed and updated periodically and they should fit the various jurisdictions where employees live and work. Instruct managers and supervisors about confidentiality procedures.
 Record confidential data and information securely. Past years the data was kept under lock and key. As the technology improves, the data in stored electronically, using far more sophisticated electronic methods.

 Any confidential information should be available only to HR staff with appropriate authorisation on a restricted access basis. The pass words and other controls should be created to protect confidentiality of files and data’s.
 Stay current on legal requirements, regulations and best practices. The human resource manager can receive updates from professional HR associations.

In organisation confidentiality is very important element to keep staff, customers, other third parties and business information private. As an employee we are entrusted to treat all information we come a across as confidential. And also employee must have responsibility to protect client and customer information as well as keep confidential any information concerning the business. On the other hand, staff has responsibility to protect data and information, what you see and hear in the work place stays at work. They don’t tell any information to anyone outside the work place. Confidential is legal requirements to the company. In certain circumstances, employee data may be released to third parties without the explicit consent of the employee. Where disclosure is required by law, permitted by implicit consent or recognised as being in the interests of the employee or general public data can be released. For examples, statutory requirements of powers, e.g. Inland Revenue returns, Sick Pay returns , Employment tribunals and other bodies established under employment law and civil legal proceedings.

Besides, a company has to conceal their own information, such as their business strategies and plans. When a company breaks the confidential procedures, this will lead to create mistrust with the company. This may lead for legal actions, which can be taken by the disappointed party. The company will loose its goodwill, future business contracts and will loose their benefits. Customers and third parties do not provide correct details in terms of mistrust. A breach of confidentiality will affect a business’s reputation and cause financial loss.

Conclusion

As we have discussed above, confidentiality is usually imperative device for an effective and efficient work place. Protecting confidential information is a business requirement, and in many cases also an ethical and legal requirement. Following these procedures will protect the employers and the company from legal consequences and provide the employees with a secure work environment. For the individual, information security has a significant effect on Privacy, which is analysed very differently in different cultures. Hence, the procedures must be evaluated and updated every year. The parties, who deal with a company, need some guarantee for their information and data’s. Furthermore, a company has to protect own business strategies, future business plans and critical information. When we consider those factors confidentiality can create successful or unsuccessful organisation.

Bibliography

Books

 Christopher Cordess, Confidentiality and Mental Health, 2001 Jessica Kingsley Pubishers Ltd.
 G.A.Cole, Management Theory and Practice, Sixth Edition, 2004, South- Western CENGAGE Learning
 Paul Stanley, The Law of Confidentiality, 2008.

Articles

 Personal Information Management and Confidentiality Policy. http://www.dvh.nhs.uk/downloads/documents/MUN1UOX4TS_Personnel_Information_Management_Confidentiality_Policy.pdf  The importance of Confidentiality in the workplace. http://www.studentnet.edu.au/vet/html/par_stu/Confidentiality_LYNVET.pdf  Legal, Confidentiality and Company information. http://www.signature.org.uk/page.php?content=68  Manage Confidentiality in the workplace.
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