Sharing information securely

Sharing information securely is critical to protect information from being lost or passed on.

How the Kāhui Ako will protect the information it shares must be included in the privacy protocol to ensure there is a clear understanding about how the information is transferred, stored, accessed and used.

A secure channel is the best way of transferring information so that it is resistant to overhearing, tampering and being accidentally sent to an unauthorised person. Sharing information via ‘non-secure’ electronic channels such as email, GoogleDocs, DropBox or USB sticks can expose the Kāhui Ako if the information is compromised, lost or forwarded inappropriately.

In some instances, these channels can be made more secure by password-protecting information, restricting access and using a different channel to provide passwords to access files.

Hints and tips for sharing information securely:

  • Nominate people within the Kāhui Ako to be the guardians of personal information. They are responsible for storing the information safely and destroying it when it is no longer needed.
  • Add a password to protect files (Microsoft) that include personal information or only give nominated people access to online information (Google). Password-protect all files emailed or uploaded to OneDrive, GoogleDrive, DropBox etc.
  • Provide the password for protected files separately (over the phone, via text message or in person).
  • Use a password-protected (encrypted) USB stick if you are transporting personal information.
  • Don’t talk about personal information with or within hearing range of people who shouldn’t know about it.
  • Don’t leave printed material or laptops with personal information in a car unattended.
  • Don’t share personal information if you’re not sure that the channel you’re using is secure. Check passwords and permissions.

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