BULLYING
POLICY STATEMENT
Kent Youth Theatre acknowledges that bullying behaviour is unacceptable and will not be tolerated. We endeavour to ensure that a secure environment is provided for every young person who wishes to participate in the performing arts. KYT acknowledges that bullying can take place and may need to be addressed amongst any combination of persons that are present at KYT, regardless of their role: participant, volunteer or member of staff.
Kent Youth Theatre’s Anti Bullying Policy will be clearly displayed on its premises with a contact name and number for confidential support.
Kent Youth Theatre’s Anti Bullying Policy will be clearly displayed on its premises with a contact name and number for confidential support.
DEFINITION OF BULLYING
Bullying: - "the use of aggression with the intention of hurting another person. Bullying results in pain and distress to the victim."
Bullying can be:
Emotional : Being unfriendly, excluding, tormenting (e.g. hiding possessions, using threatening gestures)
Physical: Pushing, hitting, kicking or any use of violence
Racist: Racial taunts, graffiti, gestures
Sexual: Unwanted physical contact or sexually abusive comments Homophobic: Because of, or focussing on the issue of Sexuality
Religious: Because of, or focussing on the issue of faith
Verbal: Name calling, sarcasm, spreading rumours
Cyber: All areas of internet, such as e-mail and internet chat room misuse mobile phone threats by text messaging and calls misuse of associated technology, i.e. camera and video facilities
Bullying can be:
Emotional : Being unfriendly, excluding, tormenting (e.g. hiding possessions, using threatening gestures)
Physical: Pushing, hitting, kicking or any use of violence
Racist: Racial taunts, graffiti, gestures
Sexual: Unwanted physical contact or sexually abusive comments Homophobic: Because of, or focussing on the issue of Sexuality
Religious: Because of, or focussing on the issue of faith
Verbal: Name calling, sarcasm, spreading rumours
Cyber: All areas of internet, such as e-mail and internet chat room misuse mobile phone threats by text messaging and calls misuse of associated technology, i.e. camera and video facilities
IMPLEMENTATION
Kent Youth Theatre’s team oversees the implementation and review of the Anti Bullying Policy. Leaders are used as a forum to discuss the problem of bullying and to agree systems to tackle unacceptable behaviour with young people. Staff are offered as an initial contact point for a young person being bullied but must not attempt to address the offending behaviour.
The staff are responsible for establishing procedures for the reporting of specific incident of bullying. These will be dealt with on an individual basis and confidentially by the staff.
Kent Youth Theatre will provide appropriate awareness raising and training to all relevant staff and volunteers to reinforce this policy and to provide skills and techniques to counter bullying behaviour.
All staff and volunteers are informed of what to do when an incident of bullying is reported
The staff are responsible for establishing procedures for the reporting of specific incident of bullying. These will be dealt with on an individual basis and confidentially by the staff.
Kent Youth Theatre will provide appropriate awareness raising and training to all relevant staff and volunteers to reinforce this policy and to provide skills and techniques to counter bullying behaviour.
All staff and volunteers are informed of what to do when an incident of bullying is reported
PROCEDURES
Incidents should be reported to staff and subsequently the Director.
Incidents will be recorded by staff
In serious cases, parents should be informed and will be asked to visit to discuss the problem.
If necessary and appropriate, police will be consulted
The bullying behaviour or threats of bullying must be investigated and the bullying stopped quickly.
An attempt will be made to help the bully/bullies change their behaviour.
OUTCOMES
The bully/bullies may be asked to genuinely apologise and other consequences may take place.
In very serious cases, suspension or exclusion could be considered.
If possible, the participants will be reconciled.
After the incident(s) have been investigated and dealt with, each case will be monitored in striving to ensure repeated bullying does not take place.
MONITORING AND RECORD KEEPING
All incidents should, ideally, be written up within 24 hours
Reports should be signed by the staff member/volunteer, with the name printed and designation.
Reports and records should be passed to the Director who in turn will take responsibility for the safe storage and processing of this information.
All information gathered should be treated with strict confidentiality.
EVALUATION
Records of incidents are kept and used to inform future practice. Spot checks and occasional surveys are also used. Evaluation and review will ensure that the Youth Theatre remains responsible to changing needs whilst striving to protect young people from bullying.
WHAT WE INTEND TO ACHIEVE
Our Anti Bullying Policy aims to achieve a reduction in bullying due to:
The vigilance and responsiveness of staff and volunteers to bullying behaviour.
Acknowledgement by young people that bullying WILL be tackled.
Raised awareness about bullying and the forms it can take.
A greater proportion of young people informing an adult if they are being bullied.
The involvement of staff, volunteers, parents and young people in implementing the Anti Bullying Policy.
CHILD PROTECTION
POLICY STATEMENT
Kent Youth Theatre is fully committed to safeguarding the well-being of its participants. Staff, Leaders and Volunteers should be fully aware of the organisation’s Child Safety guidelines. They should also show respect an understanding for their own rights, safety and welfare and conduct themselves in a way that reflects the principles of Kent Youth Theatre. The process of implementing the policy is the responsibility of the Director.
All staff are provided with a copy of the Kent Youth Theatre’s Child Protection Privacy Statement.
OBJECTIVES
In order to achieve the principles of the Policy Statement KYT will:
Create an environment where young people feel secure, have their viewpoints valued, are encouraged to talk and are listened to.
Continue to develop awareness in all staff and volunteers of the need for Child Protection and their responsibilities in identifying abuse, with particular care being taken for young people with disabilities.
Ensure that all staff are aware of the referral procedures at KYT.
Ensure that outside agencies are involved as appropriate.
Provide information for parents/carers outlining procedures laid down within this and other related KYT policies.
Ensure young people know there are adults at KYT whom they can approach if they are worried.
BEHAVIOUR STATEMENT
Always:
Treat others as you would expect them to treat you
Provide and example you with others to follow
Respect a person’s right to privacy.
Encourage young people and adults to feel comfortable and caring enough to point out attitudes and behaviour they do not like.
Remember someone might misinterpret your actions and your comments, no matter how will intentioned.
Recognise that caution is required, particularly in sensitive moments, such as when dealing with bullying, bereavement, grief or abuse.
Be aware of the possible implications of physical contact with young people.
Never:
Show favouritism to any individual.
Make suggestive remarks or gestures.
Do things of a personal nature for a child that they could do for themselves.
Allow young people to use inappropriate language unchallenged (i.e. swearing, racial/sexual taunts)
Permit abusive youth peer activities (e.g. bullying, ridiculing or initiation ceremonies)
Jump to conclusions.
Allow yourself to be drawn into any inappropriate attention seeking behaviour by young people (e.g. tantrums, crushes)
Exaggerate or trivialise child abuse issues.
Rely upon just your good name to protect you.
Believe ""it could never happen to me"" bother dealing with abuse or being accused of committing abuse.
If one-to-one contact is unavoidable
Make sure it is for as short a time as possible.
Ensure you remain accessible to others.
Tell someone where you are going, what you are doing and why.
Try to move with the young person to areas where there are more people.
Obtain permission from the young person before any physical contact is made, for instance if you need to administer first aid.
Try to avoid unnecessary physical contact especially if it may be misconstrued by the child or other people.
Avoid where possible giving young people a lift alone, however short the journey When this is unavoidable, it is advisable to get consent from the young person’s parents or guardian. You must also ensure the young person sits in the back of the car. Staff and volunteers should also take insurance cover into account when considering giving lifts to young people, as KYT insurance does not cover this.
PROCEDURES
If you suspect or are told that a young person is being abused:
You must always refer to the designated persons at Kent Youth Theatre. Do not investigate yourself.
Write down the details as you know them on the Child Protection report form.
Ensure that the young person is given the opportunity to talk to you, or as an independent person.
Listen to the young person without interruption, and do not ask questions about what you may suspect.
Do not approach a suspected abuser yourself. Provide support to the young person.
Accept at face value what the young person says.
Do no pass judgement on what is said but do try to alleviate any fears or guilt which the young person may have.
Make it clear that you can offer support but that you must pass on the information.
Please follow the Procedures for Reporting guidelines, and utilise the contact sheet and report form provided.
If you receive an allegation of child abuse by an adult:
Contact the Director. Any information, no matter how trivial it may appear must be shared.
Record the nature of the allegation in detail.
Do not try to resolve the issue yourself – follow the Procedures for Reporting guidelines, and use the report form provided.
Staff/Volunteers who hear an allegation of abuse against another member of the team, or indeed themselves, should report the matter immediately to the Director.
MONITORING AND RECORD KEEPING
All incidents should, ideally, be written up within the hour. Legally they must be recorded within 24 hours.
Written notes should be attached if made separately from the attached report sheets.
Reports should be signed by the staff member/volunteer, with the name printed and designation.
Reports and records should be passed to the Director who in turn will take responsibility for the safe storage and processing of this information.
All information gathered should be treated with strict confidentiality.
Kent Youth Theatre’s Child Protection and Recruitment Procedure
All volunteers and staff must provide evidence of clearance by the Criminal Records Bureau at the appropriate level for the adult’s involvement with KYT.
Should the adult not have this clearance they must complete a CRB form providing the following information:
Full Name
Current and recent addresses
Date of Birth
Documentation to confirm their identity (i.e. birth certificate or drivers licence)
Details of any previous experience, voluntary or paid, of working with young people.
Details of any convictions for criminal convictions against children, including spent convictions under the Rehabilitation of Offenders Act 1974.
Permission to contact in writing, and in person, at least one local person who has experience of their work or contact with young people who may be asked for a reference.
An informal discussion with the applicant will also be undertaken.
Volunteers and staff without a CRB check will not be permitted to serve unsupervised with the organisation until the process has been completed
THE ROLE OF THE DESIGNATED PERSONS
To be effective in this role they must:
Act as a source of advice, support and expertise within the organisation and be responsible for co-ordinating action regarding referrals, liasing with Social Services and other relevant agencies in cases of abuse and allegations of abuse, regarding both young people and members of staff/volunteers.
Ensure each member of staff has access to and is aware of KYT’s Child Protection Policy
Ensure the Child Protection Policy is reviewed annually
Be able to keep accurate, detailed and secure written records of concerns and referrals
Ensure parents/carers see copies of the Child Protection Policy to alert them to the fact that KYT may need to make referrals
THE ROLE OF THE BOARD
To sanction a robust Child Protection Policy, review it annually, monitor and evaluate its effectiveness and be satisfied that it is being complied with.
To ensure a designated person or persons are allocated with the responsibility for Child Protection co-ordination, along with a nominated board member.
To ensure necessary training takes place for the Designated Persons to carry out their role
To ensure that there are sage and effective recruitment and disciplinary procedures in place.
To ensure an annual item is placed on Board meeting agendas, detailing changes affecting policy and procedures, training undertaken and numbers of cases/incidents (without names or details).
EQUALITY
Kent Youth Theatre is fully committed to the promotion of equality this commitment is strengthened by this specific policy on race equality.
We aim to:
promote equality of opportunity and eliminate unlawful racial discrimination across all areas of KYT activity, including:
Admission and access
Student achievement and assessment
Student guidance and support
Teaching and learning
Staff recruitment, professional development and support
Partnership and community links
Promote good relations between different racial groups in our University community
Eliminate unlawful discrimination
Promote good relations between persons of different racial groups, religious beliefs and sexual orientation.
We are also committed to eliminating ‘institutional discrimination’ which is defined as:
‘the collective failure of an organisation to provide an appropriate and professional service to people because of their race, gender, disability, age, sexuality, faith or other characteristic. It can be seen or detected in processes, attitudes and behaviour which amount to discrimination through unwitting prejudice, ignorance, thoughtlessness, and racist stereotyping which disadvantage minority ethnic people.’
RACIAL HARRASMENT
Racial harassment is defined as occurring when someone's actions or words, based on race, religion, colour, ethnic or national origins, are unwelcome and violate another person's dignity or create an environment that is intimidating, hostile, degrading, humiliating or offensive. Examples may include: oral or physical abuse, derogatory comments and/or jokes, written abuse including graffiti, the display of offensive material and different treatment.
We expect each individual within Kent Youth Theatre to show respect for others irrespective of their culture, ethnic or religious background, to report incidents of racism to an appropriate person and to be prepared to act as a witness for any racist incident that they may experience.
COMPLAINTS
Kent Youth Theatre (KYT) strives for high standards in all aspects of its work, and through the policies and procedures in place, aims to be fair at all times and provide satisfaction to anyone using the services it provides. The staff and volunteers who represent the organisation are committed to high standards of conduct and service at all times. Should complaints arise it is KYT’s policy to deal with these complaints quickly and efficiently. Complaints may be made verbally or in writing, and the procedures are as follows :-
Verbal Complaint
The complainant should ask to speak to the most senior member of staff available. The member of staff will take details of the complaint, identifying both the nature of the complaint and, if appropriate, the individual against whom the complaint is being made.
Any complaint against an individual will be dealt with in a confidential manner.
Should the complainant not want to speak to the staff member available, he/she can leave their contact details and they will be contacted by the Director or Secretary on the next available working day.
Written Complaint
The complainant should write to the Director or Secretary giving full details of their complaint and, if appropriate, who their complain relates to.
Procedure
All complaints, written or verbal, are logged and the Director or Secretary will formally acknowledge receipt of the complaint, and provide a written response to the complainant within a 10 working days, detailing where necessary the further course of
action to be taken. Where it is not possible to provide a full response within this time frame, a letter will be sent to the complainant outlining progress and indicating when a response is likely to be forthcoming. If the complainant is satisfied with the response, the matter will be considered to have been closed. If the complainant remains dissatisfied with the explanation, or course of action, he/she can appeal to the Chair of KYT’s Board of Directors. The Chair will review the complaint and either decides that the action proposed is adequate or that a different course of action should be adopted. The outcome of this review will normally be communicated in writing to the complainant within 15 working days of the appeal being lodged. If the matter remains unresolved, he/she has the right to consult a third party arbitrator and an agreed process will be put in place. This complaints procedure is reviewed annually by the Board of Directors or at shorter interval should legislation of good practice require it.
ENVIRONMENT POLICY
As a young people’s organisation it is important that Kent Youth Theatre adopts and implements a policy that promotes good environmental practice. This policy aims to develop a more structured, managed approach to the environment and the way KYT operates in relation to sustainability. KYT recognises that for this policy to be effective it will need the support of everyone associated with the organisation including Board members, staff, volunteers and participants. The guiding principles of this policy are to:
help protect the environment
help conserve the Earth’s resources
create a better and safer working environment.
Priorities
KYT recognises that, as a small organisation, the move into new premises will create major changes. It therefore proposes to identify a number of priorities with actions that can be maintained and targets that can be achieved.
PAPER
Contrary to the expected trend towards the ""paperless office"" paper consumption continues to rise by about 20% each year. Paper is therefore a major purchasing cost that can be brought down quite easily by reduction, re-use and recycling.
Purchasing.
Action: Unless otherwise needed for a special purpose all paper purchased should be 100% recycled.
Reduction: Reducing the amount of paper used can make significant cost savings.
Actions: Ensure that all photocopying and publications are produced in double-sided format. Only print emails and emailed information/reports if it essential to have a hard copy. Consider printing only key pages of reports. Save reports on disc/cd.
Re-use. This can have similar cost benefits.
Project Risk Assessment
HEALTH AND SAFETY
It is the policy of Kent Youth Theatre (KYT) to provide, as far as is reasonably practicable, safe and healthy working conditions for employees and volunteers. KYT aims to ensure any work undertaken by the organisation does not adversely affect the health and safety of other persons. KYT also aims to provide a safe and healthy environment for participants, audience members, and anyone visiting its premises.
The aims and objectives of the policy are:
To promote and maintain standards of safety, health and welfare that complies fully with the Health & Safety at Work Act, 1974, other relevant legislation and codes of practice.
To protect employees, volunteers, participants and others, including the public from foreseeable hazards.
To provide all employees & volunteers with the necessary information, instruction, training and supervision needed to ensure that safe working practices are adhered to and safety awareness is developed.
To ensure that employees, volunteers & participants are aware of their responsibilities to take care of themselves and others.
To encourage consultation and cooperation between employees, volunteers, participants and management on any aspect of health and safety.
To regulate any risk created by work operations and where necessary consult with outside bodies in order to maintain a safe working environment.
Responsibilities
THE BOARD OF DIRECTORS
The Board of Directors has ultimate responsibility for health and safety. The Board is responsible for taking all reasonable steps to ensure that adequate resources are made available, thereby maintaining a suitable, safe working environment.
The Health & Safety Working Party
The Health & Safety working party will meet periodically to review the Health & Safety Policy of the organisation and it’s codes of practice.
The Health & Safety working party will also :-
Review the implementation of the policy by the organisation
Bring to the attention of the Board of Directors all new legislation, codes of practice and other matters affecting health and safety
Advise on matters of accident prevention and implementation of Health and Safety Policy within the organisation
Review the Accident Book at each meeting
Identify training needs in relation to areas of Health & Safety
Complete risk assessments every 6 months, or more frequently whenever working conditions change.
THE DIRECTOR
The Director oversees Health & Safety issues on a day-to-day basis. The Director, working under direction of the Board, Health & Safety Working party and will :-
Communicate the Health & Safety Policy to all relevant people
Delegate the day to day running of the Health and Safety Programme within the organisation
Receive and action all reports, verbal and written, regarding health and safety issues
Complete risk assessments every 6 months and delegate action points in conjunction with the Health & Safety Working Party
Maintain liaison with all individuals connected with health and safety
Arrange adequate training programmes in relation to health and safety
Ensure that effective maintenance systems are in place and that all identified maintenance is implemented
Ensure health and safety aspects are incorporated in all job instructions.
FIRST AIDERS
Designated First Aiders are responsible for:-
Administering First Aid to injured employees, volunteers & participants
Ensuring all accidents are recorded
Ensuring that all medical equipment and facilities are adequate
EMPLOYEES, VOLUNTEERS & PARTICIPANTS
Employees, Volunteers & Participants should:-
Make themselves familiar with and conform to the Health and Safety Programme at all times
Observe all safety rules at all times
Wear appropriate safety equipment when required
Must not interfere with anything provided to safeguard their health & safety
Report all accidents, damage and dangerous occurrences to either the Director or a member of KYT staff
Report all health & safety concerns to the Director or a member of KYT staff.
Take reasonable care of themselves and others who may be affected by theiractions.
Arrangements For Maintaining A Safe And Healthy Working Environment
KYT recognises there are a number of hazards throughout the premises that require control to be exercised in order to maintain the health and safety of employees, volunteers, participants and other visitors. These controls and procedures are detailed as follows:
Accident Reporting
A record of all accidents, however minor, should be entered in the accident book.
The Accident Book is kept at the reception desk in the new theatre building. All injuries should be reported immediately in order that repeat accidents can be prevented. ‘Near Miss’ accidents should be reported to the General Manager, or senior member of staff on duty, immediately so that preventative measures can be taken.
Training
All Health & Safety training needs will be identified by the Health & Safety Working Party in conjunction with the Director. Training will be provided, where appropriate, in areas of health and safety awareness, first aid, the use of protective equipment and safety devices and manual handling.
Use Of Electrical Equipment
All users of theatre lighting, sound equipment and other electrical items must receive comprehensive instruction before they are allowed to operate the equipment. Training will be given by KYT’s own technician, or by another member of KYT staff.
Equipment operators must also demonstrate the ability to adhere to health and safety procedures before being able to operate equipment unsupervised.
Ladders
All ladders shall be regularly checked under risk assessment procedures and any defects noted and reported immediately to the General Manager. Anyone intending to work at height should ensure another member of staff is aware that they are doing so before they start work. Staff should not use ladders if they are in the building alone. The technician, or anyone using the ladders in the auditorium, must have a responsible person in the space with them at all times when working at height.
Activities With Young People
Drama leaders are responsible for leaving the workshop space clear of furniture at the end of every session. Chairs should be safely stacked and fire exits must be left clear of any obstructions
Leaders must ensure that fire exits remain clear during sessions when furniture may be moved around
Whilst the organisation recognises that the nature of performing arts involves physical activity, young people must be given the option to sit out of activities where they feel unsafe
Leaders should consider the appropriateness of the activities to the age, ability
and experience of the young people they are working with in relation to health
and safety issues
Young people should be properly instructed in the use of technical equipment and supervised where appropriate
Young people should be regularly reminded of their contribution to the health and safety of themselves and others. Disciplinary action will be taken when individuals disregard health and safety rules
Leaders must always consider health and safety issues in the design, construction and use of a set for performance projects
Leaders should familiarise themselves with fire procedures and consider all health and safety issues when working at outreach venues.
Fire
KYT will make every effort to reduce both the likelihood of fire and severity of fire, and consequently asks employees, volunteers and participants to be vigilant and report anything that could be hazardous.
Employees, volunteers & participants should familiarise themselves with the posted fire precautions and drill procedure. For regular workshop sessions, fire drills will take place on the first session of each new term. Workshop leaders should ensure anyone who misses the first session, or joins later in the term, is given a safety briefing the first time they attend.
Fire Evacuation Procedures
If you discover a fire
raise the alarm
do not attack the fire
If you hear the fire alarm
leave the premises by the nearest available exit closing all doors behind you
report to person in charge at the assembly point (the disabled area of the car park) who will check the register.
call the fire brigade if you are the person previously designated to do so.
DO NOT RETURN TO THE BUILDING UNTIL YOU ARE TOLD IT IS SAFE TO DO SO BY EITHER A FIREFIGHTER OR A MEMBER OF KYT STAFF.
Fire Evacuation Procedures For Performances
Prior to the performance commencing, instructions will be given to:-
All Front of House Staff
All Members of the cast
All Stage Staff and Technical Crew
A designated member of the front of house team will act as ‘Fire Marshall’. And will help enforce the evacuation plan. The designated ‘Fire Marshall’ shall remain in the foyer throughout the performance – and should not undertake any other duties that would obstruct their duties should an evacuation become necessary.
If the fire alarm sounds:-
Staff and Volunteers should help evacuate all participants, staff and audience members exiting the building via the nearest fire exit
All participants, staff and volunteers should assemble at the disabled area of the main car park
The senior technician on duty should ensure all the technical team are evacuated, and the senior member of stage staff should ensure all cast members are safely evacuated
In the event of an actual fire, the designated ‘Fire Marshall’ shall follow the fire procedures and call the fire brigade. The ‘Fire Marshall’ should, if it is safe to do so, facilitate the checking of toilets, kitchen and offices to ensure the building is unoccupied
Once the all clear has been given, either by a fire fighter, or by the ‘Fire Marshall’ in the case of a false alarm, staff should facilitate an orderly return to the building.
General Housekeeping
One of the major contributions towards the maintenance of poor health and safety standards is bad housekeeping. Everyone has responsibility for ensuring that housekeeping is up to standard in the areas in which they work. All areas of the building should be kept tidy and free from clutter. Any potential health and safety issued should be reported immediately to the General Manager or another member of KYT staff.
General
All employees, volunteers, participants and work placements will be given a copy of the Health & Safety Policy with their relevant Handbooks. They will be guided through health and safety awareness and procedures at their induction. Participants will be informed of health and safety issues relevant to them at group induction sessions. Relevant sections of the policy (e.g. accident and fire procedures) will be included in the Participants' Handbook.
Employees, volunteers & participants are asked to consult the Director if they are in doubt concerning the implementation of safe working procedures or if they consider arrangements to be unsafe.
Employees, volunteers & participants must abide by the rules and regulations in force for the maintenance of a healthy and safe environment as detailed above. When health and safety is disregarded it will be brought to the attention of the Board of Directors where disciplinary action may be recommended.
Monitoring
The Director will ensure that working conditions are regularly monitored, ensuring that safe working practices are being followed. The Director is also responsible for investigating work-related accidents and is responsible for acting on findings from any such investigations to prevent a recurrence.
DATA PROTECTION
Good Practice Guidelines
All organisations have a duty of care over any data they process. We are fully aware of the confidential nature of some of the data we hold, and as such we have created a Data Protection Policy, to give staff and volunteers’ guidance on what is good practice when handling confidential and sensitive data. All information held by Kent Youth Theatre is strictly for its own use. Information should not be shared with any third party without prior consent of the data subject. Everyone in the workplace has a duty to protect the privacy of information relating to individuals. Information about individuals at Kent Youth Theatre is held with the right of subject access, allowing any individual access to the information held about them.
Information held by Kent Youth Theatre follows the basic eight principles of The Data Protection Act 1998, which are:-
1. Fairly and lawfully obtained and processed
2. Held only for specific purposes
3. Adequate, relevant and not excessive
4. Accurate and up-to-date
5. Not kept longer than necessary
6. Processed in accordance with the data subject’s rights
7. Subject to appropriate security measures
8. Only transferred to countries that have suitable data protection controls
Security Measures
Keep files containing personal and confidential information locked away.
Don’t allow unauthorised people to be left alone with personal data.
Clear away any personal data before leaving the office at the end of each day.
Encrypt and password-protect e-mail and database facilities.
Keep track of any personal data that is taken away from the office through a booking in and out system. When deleting electronic files, ensure that they have been completely removed from your computer (i.e. empty recycle bin).
Change passwords regularly.
Do not pass personal data to a third party, without express permission from the subject of the information.
Protect information from loss or damage
Keep full backups of any electronic data.
Protect manual files and electronic backups from fire.
Be aware of the potential risks from computer viruses.
Don’t take documents away from the office unless it is a secure copy.
Ensure you don’t delete any files that may require keeping. If in doubt check with your
