SUPPORTLINK

1. ELECTRONIC RECORDS AND DATA SHARINGElectronic client records undoubtedly are the standard of the future, but the transition to electronic records is happening at different speeds across the community sector and potentially with different and mutually incompatible systems. While there are important issues of privacy and confidentiality, electronic sharing of client data has the potential to significantly increase the efficiency of transfer of information and collaboration between organisations. Now is the time to tackle overall coordination of the transition to electronic records to ensure that the potential benefits are not lost.

2. Q. Should we keep electronic records Q. Do you purchase a software package Q. Do you develop your own package Q. What solution would be most cost effective Q. How do we store the information Q. How do we manage the information SUPPORTLINK

3. If you have to keep only a small amount of records then NO however start considering If you keep moderate to high levels then YES Q. Should we keep electronic records

4. If you are sure you require a software package then seek out what others are using. It maybe that you can share another organisations package It may be best to consult your funder to see if they plan to develop a sector wide package Q. Do you purchase a software package

5. There is no such thing as a one off cost when you develop your own package On the positive if you do you can modify as it suits you (A small package may cost $20,000 to develop + $10,000pa to support) A large package may costs hundreds of thousand to create and $100,000pa to maintain Q. Do you develop your own package

6. A shared solution (across a number of organisations) that is web based and stored in ASIO T4 data centre is the most cost effective solution for medium to large organisations Q. What solution would be most cost effective

7. Carefully Physical security, access, storage, retrieval and disposal are all key considerations Q. How do we store the information

8. The management of information surrounds the whole electronic data environment Establish a small sub group to focus on data management Develop a project plan and draw up everything you will need to consider Q. How do we manage the information

9. Don’t cut corners Don’t share data (that identifies a client) over the email as you have no control of where else it may be sent Don’t rely on just one person to control your data mgt. Budget correctly for your data management (about 5% of your gross budget) What NOT TO DO

10. The types of information we collect about you include your name, sex, contact details and other information relevant to assist SupportLink in referring you to a support agency or service. We obtain most of this information from Intermediary Agencies. Wherever possible, we require the Intermediary Agencies to inform you of the following matters: our identity and how to contact us; the fact that you can gain access to the information We hold about you; and the purpose for which the information is being collected. Collection

11. Where necessary, SupportLink will contact you to confirm your consent to SupportLink’s collection of your personal information. SupportLink collects your personal information for a number of purposes (“Primary Purposes”), including: to request a support agency contact you to provide you with support; and to monitor a support agency’s support to you and to report back on progress of the support to the Intermediary Agencies. CONSENT CONT.

12. We will not use or disclose personal information for any other purpose unless: it is related to one of the Primary Purposes and where you would expect Us to so use or disclose it; or you have consented for Us to use or disclose the information. We may disclose your information to: a Support Agency; government agencies (as part of our regulatory or statutory obligations); Intermediary Agencies who provide Us with your information; and any third parties, with your consent. We will use reasonable steps to ensure the information We use about you is up-to-date and accurate. Use and Disclosure

13. We will take all reasonable steps to ensure that the personal information we collect, use or disclose is accurate, complete and current. If you are aware of any error or inaccuracy in the personal information about you that we hold or use, please contact Us on 1300 656 200 or by email admin@supportlink.com.au. Data Quality

14. We will take all reasonable steps to protect your information from misuse, loss, unauthorized access, modification or disclosure. Your information is stored only in secured premises and electronic databases. The databases are password protected and only staff, Intermediary Agencies and relevant Support Agencies who need access to your personal information is allowed access. Information is kept by SupportLink for seven (7) years from the later of: the date of the receipt of the personal information; or your personal information is last used. At the end of the seven (7) years the personal information is de-identified or deleted. Data Security

15. We will maintain clearly expressed policies on our management of personal information and make them readily available. We will make our privacy statement and this policy available to anyone whose personal information we hold. On request, we will let you know generally the sort of personal information we hold, for what purposes, and how we collect, hold, use and disclose that information. Openness

16. If you request Us, We will provide you with access to your personal information as required by the Privacy Legislations. If we deny access to you, We will provide our reasons. We will correct personal information held if we discover, or you inform us, that it is incorrect. Access and Correction

17. Further Information If you have any further queries about our privacy policy, please contact Us on 1300 656 200 or by email admin@supportlink.com.au.