When collecting data we need to take note of the confidentiality of the information. Confidential information contains data that for one or more reasons should only be disclosed to specific people or groups. Or confidential information is information that one person entrusts to another person with the expectation that privacy will be maintained. A record that contains confidential information is considered a confidential record.
The following are a few examples:
| Trade Secrets: formulae, recipes, production methods, source codes, test results and other information obtained by research or other work; | |
| Business Secrets: budgets, customer lists, marketing plans and other information the release of which would be advantageous to a competitor and injurious to the claimant; | |
| Personal Information: diaries, photographs, private information about public figures the disclosure of which could be profoundly embarrassing; and | |
| Professional Information: information supplied to a solicitor, accountant or other professional advisor in the course of his or her professional duties. |
Examples of confidential information
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When collecting data from a confidential document
- Ensure that confidential information is not inadvertently disclosed:
- Position your computer screen so that no unauthorized persons can read it.
- Close down the program or use password protection on your computer when you leave your desk.
- Turn off your computer when leaving your desk for a long period of time.
- Place paper copies of drafts and final versions in locked file cabinets when you are not working on them.
- Shred drafts when they are no longer useful, and delete drafts from your computer
- If you have confidential records on a notebook or laptop computer, ensure that the documents themselves or the system is password protected. Don’t leave your laptop in an easily accessible area where it could be stolen.
- When travelling with confidential records, don’t leave them unattended in vehicles, hotel or meeting rooms. Don’t work with confidential records where others can see them.
- When faxing confidential records, include a fax transmittal page with a confidentiality statement. Verify that the number on the screen is accurate before proceeding with the transmission, and confirm receipt of the documents.
During the process of data collection (preparing for a report) it is important to know,
- The information source
- From whom it shall be obtained
- Level of confidentiality
- To whom it should be returned
For example, a manager is writing a disciplinary report and as part of planning he/she can use the table below
| ISSUE | SOURCE | FROM WHOM | CONFIDENTIALITY | TO WHOM TO RETURN |
| Past performance | Performance appraisal | HR Manager (Busi) | High | HR Manager |
| Disciplinary ruling | Minutes | Secretary or Chairman disciplinary committee | high | Secretary or Chairman disciplinary committee |
| Fairness of judgment | Minutes; disciplinary procedure (policy); labour law, CCMA guidelines | Secretary or Chairman disciplinary committee
CCMA Internet |
high | Secretary or Chairman disciplinary committee |
The above table will assist the author to know the issue, what to collect, from who, and level of confidentiality.
| LEARNING ACTIVITY
Why is confidentiality important when collecting information to write a report. |
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