Intermediate level · Module 2: Records Management and Confidentiality · Lesson 3 of 3
Confidentiality and Access Control
Protect personal and sensitive information in paper and digital records.
In this lesson you will
- Set access rules for records
- Apply good practice for personal data
Key concepts
need to knowaccess permissionspersonal dataclear desk
The lesson
Give access on a need-to-know basis: HR files to HR and management, finance files to finance staff.
Protect personal data: collect only what is needed, store it securely, share it only with permission and remove access when staff leave.
Practical habits matter: lock cabinets, lock screens, clear desks of confidential papers and avoid discussing personal matters in public spaces.
Step by step
- Set access rules for each record type.
- Apply permissions to shared folders.
- Write a leaver checklist for access removal.
- Run a clear-desk check.
Practice activity
Set the access rules and permissions for the office.
Expected result: Access rules applied and a leaver checklist written.
Check your understanding
-
What does 'need to know' mean?
Show answer
People get access only to information required for their work.
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Name one clear-desk habit.
Show answer
Locking away confidential papers when leaving the desk.
Taught live by an instructor — online or in person. Free course lessons are for self-study and do not lead to a certificate — see registration options.