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Key questions you need to ask
When it comes to privacy and collaboration in your client management system, getting the balance between access to information and protecting privacy is a challenge.
First off, how does the system make it easy for teams and individuals to work together and share information seamlessly? How does it make team work easy?
Now, for privacy – how does the system handle access to records? What security measures can be put in place to protect your sensitive data? And how easy is it to track and audit who's been peeking at your records?
By answering these questions you’ll help your organisation find a client management system that not only respects your privacy but also makes teamwork effortless.
Key questions - how Recordbase stacks up
- How does the system help collaboration and information sharing between teams? Individuals?
- How does the system manage access to records?
- How easy is it to track or audit record access?
Recordbase unites your kaimahi by bringing all of your important client interactions and records into one place. Recordbase is a simple centralised system that can be configured for your organisation.
Working in the social sector means balancing the need for respecting the privacy of tāngata while ensuring your staff have access to the information they need. We believe that data is taonga and should be respected.
Recordbase provides a flexible user, role, and permissions system configured to meet the needs of social sector organisations.
Access is controlled within the system, and access is defined by the organisation through user roles and teams or services/contract areas.
Information is held on each client and linked through to group or whānau information. Each team is provided with the information they need for their mahi and each user only sees what they are supposed to.
Depending on the team set up access can be given at the level of individual records, clients, and groups/whānau.
Kaimahi then get access to the functionality and information they need - and this is set by the organisation.
This could be:
- Full access – I have access to the client records I need, I can work with them in a way that makes sense for the role I have
- Limited access (I can see it exists, but I can’t read it)
- No access (I don’t know if it exists) to protect privacy through blacklisting
This approach allows organisations, with highly diverse teams, ranging from food parcel delivery to addiction services and counselling services to all safely and efficiently work from the same system, while meeting privacy and contractual requirements in a way that doesn’t interfere with the practical needs of staff.
Everything that happens in Recordbase is tracked for auditing. You can track who has access information, where they signed in from and any changes made, providing a robust audit trail when needed.
What else do I need to think about?
Check out some of the other important questions you need to ask.
Privacy & Collaboration
The system needs to navigate the intricate terrain of privacy and collaboration allowing the right people to have access to the right information at the right time.
Integration
The system should be able to integrate with other software and tools that your business uses, such as your CRM and email marketing platforms.
Ease of use
The system should be easy to navigate and understand, with a user-friendly interface that allows you to quickly find and enter the information you need.
Security
The system should ensure the protection of your client data with robust security measures.
Reporting & Analytics
The system should provide you with valuable insights and data through detailed reporting and analytics.
Scalibity/Future
The system should be able to grow with your business, with the ability to handle an increasing number of clients and data.
Support and Training
The system should come with a reliable support team to assist you with any questions or issues that may arise, as well as training resources to help you and your team get up to speed quickly.
We believe data is taonga.
Cambridge Community House is a registered charity, promoting personal, family and community wellbeing in Cambridge, Waipā. Their support can include counselling, supporting whānau, assisting with family harm incidents, budget advice and other community services. Recordbase lets them capture the information they need easily, maintain the privacy and mana of their client information all while improving everyday mahi, and reporting.
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Be the first to learn about the latest Recordbase updates, upcoming webinars and in-person events, our latest initiatives and industry news. Sign up to receive Pūrongo the Wild Bamboo newsletter delivered straight to your inbox!