Grade 92 Academy Confidential Information Storage Procedure

1. Purpose

The purpose of this procedure is to establish guidelines for the proper storage and protection of confidential information at Grade 92 Academy to ensure data security and compliance with applicable laws and regulations.

2. Scope

This procedure applies to all employees, contractors, and third-party service providers who handle, store, or access confidential information.

3. Definitions

  • Confidential Information: Any non-public information that could cause harm to individuals or Grade 92 Academy if disclosed. This includes personal data, financial records, proprietary information, and other sensitive data.

  • Data Custodian: An individual responsible for the management and protection of confidential information.

4. Responsibilities

  • Employees: Must adhere to this procedure and ensure the confidentiality of information they handle.

  • Data Custodians: Are responsible for implementing and maintaining secure storage practices.

  • IT Department: Provides technical support and ensures that digital storage systems meet security standards.

5. Procedure

5.1 Identification of Confidential Information

  • Classify information based on its sensitivity and confidentiality.

  • Label documents and files containing confidential information appropriately.

5.2 Physical Storage

  • Store paper documents in locked, fireproof filing cabinets.

  • Restrict access to storage areas to authorized personnel only.

  • Ensure that office spaces are locked when unattended.

5.3 Digital Storage

  • Store digital files on encrypted drives or secure cloud storage services with robust encryption.

  • Use access controls, such as user authentication and authorization, to restrict access to confidential information.

  • Implement regular backups of digital data, stored in a secure, off-site location.

5.4 Access Control

  • Grant access to confidential information on a need-to-know basis.

  • Regularly review access permissions and update them as necessary.

  • Use strong, unique passwords and enable multi-factor authentication (MFA) for systems storing confidential data.

5.5 Data Encryption

  • Encrypt confidential information both in transit and at rest using industry-standard encryption methods.

  • Use secure communication channels (e.g., SSL/TLS) for transmitting confidential information.

5.6 Data Minimization

  • Only collect and store the minimum amount of confidential information necessary for operational purposes.

  • Regularly review stored data and securely delete information that is no longer needed.

5.7 Incident Response

  • Immediately report any suspected or confirmed breaches of confidential information to the Data Custodian and IT Department.

  • Follow the Incident Response Plan to contain and mitigate the breach, notify affected parties, and comply with legal obligations.

5.8 Employee Training

  • Provide regular training to employees on data protection policies and secure handling of confidential information.

  • Include guidelines on recognizing and reporting security incidents.

5.9 Auditing and Monitoring

  • Conduct regular audits of physical and digital storage practices to ensure compliance with this procedure.

  • Monitor access to confidential information and investigate any suspicious activity.

6. Review and Updates

  • This procedure will be reviewed annually or as needed to ensure it remains up-to-date with legal requirements and best practices.

  • Any changes to this procedure will be communicated to all employees and relevant parties.

7. Contact Information

For questions or concerns regarding this procedure, please contact:

Grade 92 Academy
Data Protection Officer
Email: Grade92business@gmail.com
Phone: 07944613829