Information Management Policy
Business Confidentiality
All information used or generated by Next Challenge is deemed confidential, and is not to be shared in any manner to any person or agency external to Next Challenge. All Next Challenge employees read and sign a Business confidentiality form prior to commencing employment at Next Challenge. Client information and Next Challenge information relevant to employees are accessible to them. Sensitive and confidential business information is stored in a locked cabinet or password protected on the computer system. Breach of Next Challenge business confidentiality policy is grounds for termination of employment contracts.
Policy & Processes Development
All Next Challenge policies and procedures are working documents. Directors are responsible for discussing, documenting and revising all company policies and processes, when/ if an employee is revising a policy and/or a procedure a Director is responsible for reading and endorsing any changes to policies and/or procedures.
Next Challenge policies are endorsed as the company’s standards and expectations. Next Challenge policies are accessible via the Next Challenge website to Directors, employees, clients and the general public. Next Challenge processes are updated regularly as requirements and systems change.
Filing
Next Challenge complies with the Privacy Act requirements (2003) for all client records. Clients are provided with information required under the Privacy Act and sign their consent to sharing of information as required for their service provision and duty of care by Next Challenge.
Every year in July, a clean out of files is undertaken, to ensure full and accurate details are maintained for clients and projects. Auditing also allows maintenance and follow-up of files if required, and ensures only current and required files/information are kept. All non-essential information is destroyed as per confidentiality requirements.
Computers
The computers/ devices at Next Challenge are networked so that employees are able to share and access appropriate information. All Next Challenge devices are protected from threat or invasion with automatic updated virus software that is constantly reviewed to ensure it meets requirement. A firewall is in place with Next Challenge employee accessibility only.
Communication
Communication is an essential element of Next Challenge progress and is highly valued. Directors are responsible for clear communication using both verbal and written mediums to keep the other Director informed and aware, as well as giving regular feedback and updates to employees.
Regular Director meetings assist in communication requirements, and employees are expected to meet with their Manager and encouraged to attend social Next Challenge meetings. All directors and employees must take an active role in the communication process both in providing and receiving information.
Computer and telephone access at Next Challenge is provided to promote use of effective and efficient communication strategies. Employees receive information on communication strategies including contact numbers and names during orientation.
Data Storage, Protection & Access
Please see the Record Keeping Policy for information about how Next Challenge stores and protects information.
Date of Policy: March, 2004
Review Date: October 2021
Due for Review: October 2023
All information used or generated by Next Challenge is deemed confidential, and is not to be shared in any manner to any person or agency external to Next Challenge. All Next Challenge employees read and sign a Business confidentiality form prior to commencing employment at Next Challenge. Client information and Next Challenge information relevant to employees are accessible to them. Sensitive and confidential business information is stored in a locked cabinet or password protected on the computer system. Breach of Next Challenge business confidentiality policy is grounds for termination of employment contracts.
Policy & Processes Development
All Next Challenge policies and procedures are working documents. Directors are responsible for discussing, documenting and revising all company policies and processes, when/ if an employee is revising a policy and/or a procedure a Director is responsible for reading and endorsing any changes to policies and/or procedures.
Next Challenge policies are endorsed as the company’s standards and expectations. Next Challenge policies are accessible via the Next Challenge website to Directors, employees, clients and the general public. Next Challenge processes are updated regularly as requirements and systems change.
Filing
Next Challenge complies with the Privacy Act requirements (2003) for all client records. Clients are provided with information required under the Privacy Act and sign their consent to sharing of information as required for their service provision and duty of care by Next Challenge.
Every year in July, a clean out of files is undertaken, to ensure full and accurate details are maintained for clients and projects. Auditing also allows maintenance and follow-up of files if required, and ensures only current and required files/information are kept. All non-essential information is destroyed as per confidentiality requirements.
Computers
The computers/ devices at Next Challenge are networked so that employees are able to share and access appropriate information. All Next Challenge devices are protected from threat or invasion with automatic updated virus software that is constantly reviewed to ensure it meets requirement. A firewall is in place with Next Challenge employee accessibility only.
Communication
Communication is an essential element of Next Challenge progress and is highly valued. Directors are responsible for clear communication using both verbal and written mediums to keep the other Director informed and aware, as well as giving regular feedback and updates to employees.
Regular Director meetings assist in communication requirements, and employees are expected to meet with their Manager and encouraged to attend social Next Challenge meetings. All directors and employees must take an active role in the communication process both in providing and receiving information.
Computer and telephone access at Next Challenge is provided to promote use of effective and efficient communication strategies. Employees receive information on communication strategies including contact numbers and names during orientation.
Data Storage, Protection & Access
Please see the Record Keeping Policy for information about how Next Challenge stores and protects information.
Date of Policy: March, 2004
Review Date: October 2021
Due for Review: October 2023
