Electronic Communication and Record-Keeping

Key Take‑Aways

• Secure Platforms Only: Always use organization-approved, encrypted systems for emails, messages, and data storage—never personal devices or unsecured apps.
  
  

• Double-Check Recipients: Before sending emails or files, verify that you have the correct recipient, especially when using auto-complete or reply-all features.
  
  

• Limit What You Share: Avoid including personal identifiers (e.g., full names, ID numbers) unless absolutely necessary—and only if security protocols are in place.
  
  

• Password Protection & MFA: Use strong, unique passwords and enable multi-factor authentication (MFA) for all systems that store or transmit sensitive information.
  
  

• Proper Storage & Disposal: Confidential records must be stored securely (e.g., encrypted drives, locked folders) and disposed of properly (e.g., digital shredding, secure deletion tools).
  
  

• Audit and Backup Systems: Regularly review access logs and ensure secure backups are in place to protect against data loss or breach.
  
  

• Training & Policy Compliance: Staff should be trained regularly on cybersecurity, data handling protocols, and what to do in the event of a breach.

Play the simulator below to practice what you learned and discuss as a team.