[BCM] [SHINE] [E3] [BCS] [T2] [CBF] [6] Recovery Strategies

CBF-6 Client Information & Records Management

[BCM] [SHINE] [E3] [BCS] [T2] [CBF] [6] BCS Recovery Strategy

In the context of Business Continuity Management (BCM), developing and implementing effective recovery strategies is essential to ensure that SHINE Children and Youth Services (SHINE) can continue providing its vital services, even in the face of disruptions.

Specifically, CBF-06 (Client Information & Records Management) plays a crucial role in maintaining accurate and up-to-date records, ensuring confidentiality, and facilitating efficient case management and service delivery.

The recovery strategies for the Sub-CBFs within this critical business function must therefore address both the recovery of operational capabilities and the safeguarding of sensitive client data.

This chapter will explore the recovery strategies for each Sub-CBF under CBF-06, including client information collection, record maintenance, confidentiality, document management, record retrieval, and compliance monitoring.

By outlining Recovery Time Objectives (RTOs), recovery locations, and the specific details of each strategy, SHINE can ensure resilience in the event of a disaster or disruption.

Table S2: Recovery Strategies for CBF-6

Sub-CBF Code	Sub-CBF	RTO	Recovery Strategy	Recovery Location	Details of Recovery Strategy	Justification for Selected Recovery Strategy
6.1	Client Information Collection	24 hours	Cloud-based data backup and synchronisation	Off-site/Cloud	Regular backups of client intake forms and assessment data to a secure, cloud-based storage system. Sync data in real-time to ensure up-to-date records.	Cloud storage ensures scalability and real-time data accessibility, even if physical locations are compromised.
6.2	Client Records Maintenance	24 hours	Distributed records management system	Cloud/Off-site	Implementation of a distributed record-keeping system, backed up to cloud servers, with access provided remotely.	A distributed system ensures records are not stored in a single location, enhancing accessibility and reducing the risk of total data loss.
6.3	Confidentiality & Privacy	24 hours	Multi-layered encryption and access control	Secure server location	Use encryption for both data at rest and data in transit, combined with multi-factor authentication to limit access.	Ensures protection of sensitive client information while complying with privacy laws and regulations.
6.4	Document Management	24 hours	Automated document indexing and archiving	Cloud Storage	Automated categorisation and storage of documents using metadata and digital indexing, with redundancy measures in place.	Automation improves document retrieval efficiency and reduces human error in archiving.
6.5	Record Retrieval & Access Control	24 hours	Redundant access control systems and real-time data retrieval systems	Cloud/On-site server	Maintain redundant access control systems that authenticate users and ensure real-time data retrieval. Use both cloud and on-site backup systems for retrieval.	Ensures continuous access to critical records while safeguarding against unauthorised access.
6.6	Record Disposal	48 hours	Secure data wipe and physical destruction of media	Off-site/secure facility	Regularly scheduled purging of obsolete records using certified data destruction processes, including physical destruction of storage devices.	Prevents unauthorised access to outdated client records and ensures compliance with legal data retention policies.
6.7	Compliance Monitoring	48 hours	Real-time compliance reporting and automated audit trails	Cloud/Off-site	Implement automated monitoring systems to track and report compliance in real time, and store audit trails securely in a cloud-based system.	Ensures continuous regulatory compliance and streamlines audits.

Banner [BCM] [E3] [BCS] [Summing Up] [T2] Recovery Strategies and Justifications

The recovery strategies outlined in this chapter are critical to maintaining operational continuity for SHINE Children and Youth Services, particularly by ensuring the integrity, security, and accessibility of client information and records.

By implementing these strategies, SHINE can effectively recover from disruptions, ensuring minimal impact on service delivery.

The use of cloud-based technologies, secure access protocols, and automated processes all contribute to the resilience and agility of the organisation's operations, enabling it to meet its mission to support at-risk youth and families in a safe, compliant, and effective manner.

The next steps involve regular testing and refinement of these recovery strategies to ensure they remain effective in a rapidly evolving landscape, protecting both client data and the overall continuity of SHINE's critical services.

Continuity of Care: Ensuring SHINE’s Mission Through Effective BCM
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CBF-6 Client Information & Records Management
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