Understanding  |  Creating  |  Storing  |  Using  |  Sharing  |  Archiving  |  Destroying

 

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Here, it is pertinent to know how the different classes of Western data can be shared and the processes involved. Whenever data is shared, it is recommended to use data sharing agreement that define the following details

  • how the data will be used
  • the duration of usage/sharing
  • what happens when the data is no longer in use
  • any restrictions on usage
  • how the data will be secured 

Confidential Data

PAPER

  • If data is to be sent by post, registered mail must be used for the purpose.
  • The internal/inner envelope must have “confidential” written on it while the external/outer envelope should just carry the address.
  • Access to the file cabinet must be restricted.
  • Access records to the file cabinet must be maintained.

ELECTRONIC

  • Data must be transmitted using an encrypted communication channel (HTTPS).
  • Data may be encrypted or password protected when sent through e-mail.
  • Data must not be sent with external e-mail accounts such as yahoo, gmail etc.
  • Access to the data must be restricted.
  • Data should be shared based on a need-to-know basis.
  • The use of data sharing agreement is recommended.

Sensitive Data

PAPER

  • If data is being sent by post, the internal/inner envelope should have “sensitive” written on it while the external/outer envelope should just carry the address.
  • Access to the file cabinet should be restricted.
  • Access records should be maintained.

ELECTRONIC

  • Data must be transmitted using an encrypted communication channel.
  • If data must be sent through e-mail, it may be encrypted or password-protected.
  • Data should not be sent with external e-mail accounts such as yahoo, gmail etc.
  • Access logs to the data/drive where data is stored should be maintained.
  • Data sharing agreement may be used where warranted.

Public Data

No restriction on how data is shared.

Published on  and maintained in Cascade.