Access to client records

We get many questions around privacy, teams and the different access settings available in Recordbase, we’ve pulled together an information session designed to answer these questions and more.

It all starts with teams …

Before you start to think about making client files private, or blacklisting and whitelisting files it is important to remember that access to client records in Recordbase starts with teams.

Access to a client’s file starts with team access. Teams means it is the service or contract that the person is “attached” too. This could be for a specific contract or a specific location.

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Blacklisting a record

Prevents a Recordbase user from seeing a specified Client’s record and associated data. This works really well on a one-to-one basis. Meaning that Mary cannot see Bobs record. But it can also be used against a group or organisation.

Steps to Blacklist a client record can be found in the Knowledge Base. This is something you can control at an organisational level.

Whitelisting a record

Allows a Recordbase user to see Clients who have referrals for Teams the user does not have Team access for.

Steps to Whitelist a client record can be found in the Knowledge Base. This is something you can control at an organisational level.

Records marked with a private status

 

Simply put –  a client with a Private status is in effect Blacklisted or not visible to every Recordbase user in your organisation. The only people that have access to the record is anyone who has been whitelisted against that file.

They become invisible and can be easily “lost” when someone who has been whitelisted leaves your organisation.

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Only the Wild Bamboo support team can change the client’s status to Private and give users Whitelist access to Private clients.

Some handy tips from our team

  • Develop an Organisational Privacy Map. An organisational privacy map is a great way of working out the different layers of access your organisation needs when working with client information. It can be as complex or as simple as it needs to be. There are many great tools available free online. Links to a couple of resources here.
  • Whitelist access for your Privacy Officer when making client records private. We recommend that you give your Privacy Officer (or someone similar) whitelist access against all records that are to be marked Private so you never need to worry about losing access again.
  • Add Privacy access checks to your staff exit checklist. This stops anyone leaving and the organisation losing access. Your Privacy Officer (or someone similar) can help you with this.

To request a client file be made private you need to contact our support team. We’ve created a handy form for you to complete and send to our team. Your Privacy Officer (or someone similar) should then keep this filed appropriately ensuring that there is always a record of private client files.

Download the form here.

If you need help deciding what is the best way of working with your customer records around privacy and access then our team can help. Email support@wildbamboo.co.nz