First consider whether it is a necessary part of your job that requires taking or accessing records containing personal information remotely. If you need to carry records with you when travelling or if you need to take them home or access them remotely to do work, you should speak to your immediate manager or supervisor in advance. The manager/supervisor should evaluate if the personal information is necessary to be removed from the office for the performance of the employee's duties and discuss with the employee the conditions under which these records will be removed or accessed remotely with a view to reducing risks of unauthorized access to the records. A “RECORD” means any record of information however recorded, whether in printed form, on film, by electronic means or otherwise that can be recovered, reproduced and accessed.
The manager/supervisor should have a description of the records that the employee intends to take with him/her and if at all possible, the employee should avoid taking the original version of paper records.
Employees should be cautious when using cell phones and avoid discussing personal information as they can be easily overheard or intercepted by those around them.
Employees can use Liquidfiles, a secure online service that allows you to send large or confidential files to any email address quickly and securely.
