Quality Assurance Manual - Flipbook - Page 33
Quality Assurance Manual
General staff guidelines
The only people able to access data covered by this policy should be those who need it for
their work.
Data should not be shared informally.
When access to confidential information is required, employees can request it from their
line managers.
iPowerboat Ltd will provide training to all employees to help them understand their
responsibilities when handling data.
Employees should keep all data secure, by taking sensible precautions and following the
guidelines below. In particular, strong passwords must be used and they should never be
shared and changed on a regular basis.
Data should not be disclosed to unauthorised people, either within the company or
externally.
Data should be regularly reviewed and updated if it is found to be out of date. If no longer
required, it should be deleted and disposed of.
Employees should request help from Ryan if they are unsure about any aspect of data
protection.
Data storage
These rules describe how and where data should be safely stored. Questions about storing data
safely can be directed to Ryan Tozer. When data is stored on paper, it should be kept in a secure
place where unauthorised people cannot see it.
These guidelines also apply to data that is usually stored electronically but has been printed out for
some reason:
When not required, the paper or files should be kept in a locked drawer or filing cabinet.
Employees should make sure paper and printouts are not left where unauthorised people
could see them, like on a printer.
Data printouts should be shredded and disposed of securely when no longer required.
When data is stored electronically, it must be protected from unauthorised access,
accidental deletion and malicious hacking attempts.
Data should be protected by strong passwords that are changed regularly and never shared
between employees.
If data is stored on removable media (like a CD or DVD), these should be kept locked away
securely when not being used.
Data should only be stored on designated drives and servers, and should only be uploaded
to an approved cloud computing service.
Servers containing personal data should be sited in a secure location, away from general
office space. Data should be backed up frequently.
Data should never be saved directly to laptops or other mobile devices like tablets or smart
phones.
All servers and computers containing data should be protected by approved security
software and a firewall.
Data use
Personal data is of no value to iPowerboat Ltd unless the business can make use of it. However, it is
when personal data is accessed and used that it can be at the greatest risk of loss, corruption or
theft:
22/05/2021
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Quality Assurance Manual
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