As part of the broader Business Continuity Management (BCM) framework, CBF-06 Client Information & Records Management plays a vital role in maintaining operational continuity and safeguarding the organisation's integrity and client privacy.
Effective management of client records ensures that caseworkers, social workers, and other relevant personnel have accurate, timely, and secure access to essential information, enabling them to make informed decisions, provide personalised care, and maintain regulatory compliance.
In this chapter, we will explore the key business processes and sub-functions (Sub-CBFs) under CBF-06 that SHINE implements to manage and safeguard client information and records.
We will highlight the activities that contribute to the efficient handling of data, from collection to disposal, and examine examples illustrating SHINE’s approach to ensuring that all client-related information is stored securely and used appropriately.
These processes are integral to the organisation's mission to provide comprehensive, reliable, and practical support to at-risk youth and families.
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Sub-CBF Code |
Sub-CBF |
Description of Process / Activity |
Examples (in SHINE context) |
|
CBF-6.1 |
Client Information Collection |
Collecting and maintaining up-to-date personal, demographic, and referral information for clients. |
SHINE gathers detailed client profiles, including demographic data, family background, and referral information to support interventions. |
|
CBF-6.2 |
Client Records Maintenance |
Ensuring that client records are kept accurate, secure, and regularly updated. |
Regular updates to client records in SHINE’s case management system, including progress reports from therapy sessions and community interventions. |
|
CBF-6.3 |
Confidentiality & Privacy |
Ensuring that all client information is confidential and securely stored, in compliance with data protection regulations. |
SHINE employs encryption and secure access protocols for electronic client records, ensuring confidentiality in line with local data protection laws. |
|
CBF-6.4 |
Document Management |
Organising and storing client-related documents such as assessments, case plans, and discharge notes. |
SHINE uses a digital document management system to store client intake forms, therapy notes, and assessment results, allowing for easy retrieval by authorised personnel. |
|
CBF-6.5 |
Record Retrieval & Access Control |
Implementing access control measures to ensure that only authorised personnel can access client records. |
SHINE employs role-based access controls in its case management software to restrict access to client records, ensuring that only social workers and case managers can view sensitive information. |
|
CBF-6.6 |
Record Disposal |
Securely disposing of outdated or unnecessary client records in compliance with retention policies. |
SHINE adheres to a record-retention policy and securely destroys client files that are no longer required after the specified retention period, ensuring compliance with data protection laws. |
|
CBF-6.7 |
Compliance Monitoring |
Ensuring ongoing compliance with relevant regulations and standards regarding client information management. |
SHINE conducts regular audits to ensure that client records are managed in accordance with legal and regulatory requirements such as the Personal Data Protection Act (PDPA). |
In conclusion, effective management of client information and records is a cornerstone of SHINE Children and Youth Services' ability to deliver high-quality care and support to its clients.
Through the various business processes outlined in CBF-06 Client Information & Records Management, SHINE ensures that all client data is collected, stored, updated, and protected in compliance with relevant privacy laws and best practices.
These processes not only enable SHINE to maintain operational continuity during disruptions but also build trust with the families and communities it serves by safeguarding their sensitive information.
By adhering to robust client information management protocols, SHINE can continue to provide services efficiently, compliantly, and securely.
Whether it’s collecting new client data, maintaining and updating records, or securely disposing of outdated files, each activity supports SHINE’s mission to deliver responsive, client-centred care.
As business continuity planning evolves, SHINE's commitment to maintaining the highest standards of client information management will remain integral to its long-term success and the safety and well-being of those it serves.
Continuity of Care: Ensuring SHINE’s Mission Through Effective BCM |
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| eBook 3: Starting Your BCM Implementation |
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| MBCO | P&S | RAR T1 | RAR T2 | RAR T3 | BCS T1 | CBF |
| CBF-6 Client Information & Records Management |
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| DP | BIAQ T1 | BIAQ T2 | BIAQ T3 | BCS T2 | BCS T3 | PD |
To learn more about the course and schedule, click the buttons below for the BCM-300 Business Continuity Management Implementer [BCM-3] and the BCM-5000 Business Continuity Management Expert Implementer [BCM-5].
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Please feel free to send us a note if you have any questions. |
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