The purpose of understanding these inter-dependencies is to identify how various business functions, both internal and external to SHINE, are interconnected.
Recognising these dependencies is crucial for maintaining seamless operations, especially during disruptions, to ensure business continuity.
By examining the different Sub-CBFs of "CBF-06 Client Information & Records Management," we gain insights into the relationships that need to be maintained to preserve service delivery and ensure compliance.
|
Sub-CBF Code |
Sub-CBF |
Name of Business Unit / Vendor / Partner |
Internal Dependency |
External Dependency |
Dependency Type (Upstream / Downstream / Mutual) |
|
6.1 |
Client Information Collection |
Client Intake Team / Data Collection Staff |
Internal |
External (Government Agencies, Healthcare Providers) |
Upstream |
|
6.2 |
Client Records Maintenance |
Case Management Team, IT Support |
Internal |
External (Healthcare Providers, Partner Agencies) |
Downstream |
|
6.3 |
Confidentiality & Privacy |
Legal & Compliance Department, IT Support |
Internal |
External (Regulatory Bodies, External Auditors) |
Mutual Dependency |
|
6.4 |
Document Management |
Document Control Team, IT Support |
Internal |
External (Scanning Services, Secure Archiving Vendors) |
Upstream |
|
6.5 |
Record Retrieval & Access Control |
IT Systems Support, Legal Department |
Internal |
External (Data Recovery Service Providers) |
Downstream |
|
6.6 |
Record Disposal |
IT Support, Compliance Team, Legal Department |
Internal |
External (Waste Management, Secure Disposal Services) |
Mutual Dependency |
|
6.7 |
Compliance Monitoring |
Compliance & Audit Department, IT Systems |
Internal |
External (Regulatory Bodies) |
Upstream |
In conclusion, understanding the inter-dependencies of "CBF-06 Client Information & Records Management" is vital for identifying potential vulnerabilities and critical points of failure.
Recognising the roles of internal teams, external vendors, and regulatory bodies in supporting these sub-functions will help SHINE maintain a resilient business continuity plan.
Effective communication and collaboration with these stakeholders are essential to ensuring the continuous availability and integrity of client information, which is central to SHINE's mission of providing consistent and effective services to at-risk youth.
By proactively managing these dependencies, SHINE can ensure that, even in the event of disruptions, the organisation continues to function smoothly and comply with applicable legal and regulatory frameworks.
This section focuses on the management of client information and records, which are essential to the organisation’s operations and its ability to serve at-risk youth effectively.
Proper handling of these vital records ensures that SHINE can maintain its services, adhere to legal and regulatory requirements, and safeguard sensitive client data.
The following table presents the detailed business processes or Sub-CBF under the high-level critical business function, CBF-06 Client Information & Records Management, including their relevant vital records.
|
Sub-CBF Code |
Sub-CBF |
Description of Vital Records |
Media Type |
Location |
In Whose Care |
|
6.1 |
Client Information Collection |
Personal and demographic information, intake forms, assessments, and referrals are collected at the point of service entry. |
Digital and Paper |
Client Database, Physical Files |
Case Manager, Intake Officer |
|
6.2 |
Client Records Maintenance |
Updated client records, including treatment plans, progress notes, session summaries, and reports. |
Digital and Paper |
Client Database, Physical Files |
Assigned Case Worker |
|
6.3 |
Confidentiality & Privacy |
Documentation ensuring that client information is kept confidential, including signed consent forms and privacy policies. |
Digital and Paper |
Secure Database, Physical Files |
Data Protection Officer |
|
6.4 |
Document Management |
Policies and procedures related to record organisation, categorisation, and retention of client information. |
Digital and Paper |
Document Management System, Archives |
Records Manager |
|
6.5 |
Record Retrieval & Access Control |
Logbooks, access permissions, and tracking records that ensure authorised personnel can access client information. |
Digital and Paper |
Access Control System, Secure Database |
IT Administrator, Case Manager |
|
6.6 |
Record Disposal |
Documentation detailing the safe and secure destruction of outdated client records. |
Digital and Paper |
Secure Disposal Facility |
Records Manager, IT Department |
|
6.7 |
Compliance Monitoring |
Audits, compliance reports, and records of assessments to ensure adherence to legal, regulatory, and organisational standards. |
Digital and Paper |
Compliance Database, Physical Files |
Compliance Officer |
The management of vital records in CBF-06 Client Information & Records Management is an essential aspect of SHINE Children and Youth Services' operations.
By ensuring proper collection, maintenance, confidentiality, and disposal of client records, SHINE guarantees that it can provide seamless and uninterrupted services even during disruptions.
Furthermore, strict adherence to compliance standards helps protect client privacy and uphold the organisation’s reputation as a trusted service provider.
Properly managing these vital records is not only a legal and operational requirement but also a fundamental component of supporting at-risk youth through effective, responsive care.
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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