Records

Records and Written Procedures

POLICY
To ensure the confidentiality, security, and compliance of administrative employee and persons served records, in accordance with all applicable laws / regulatory bodies and accreditation standards.
Sunshine Farm is committed to protecting the confidentiality and security of all records, ensuring compliance with applicable laws, and maintaining proper documentation time frames.

PROCEDURES.
1. Confidential Administrative Records:
– All administrative records are stored in a safe, secure / locked location accessible only to authorized personnel. This includes ensuring documentation is protected from natural disasters and other risks such as flooding, water damage, fire etc.
– Access to these records is restricted requiring approval and based on job responsibilities and the principle of minimum necessary access.

2. Records of Personnel and Persons Served:
– Personnel and persons served records are handled with the utmost confidentiality and stored in a safe, secure / locked location and/or electronic data base accessible only to authorized personnel. This includes ensuring documentation is protected from natural disasters and other risks such as flooding, water damage, fire etc.
– Access to persons served records is limited to personnel directly involved in the service provision and authorized administrative staff.
– Access to personnel records is limited to personnel of designated records and authorized management and administrative staff.

3. Security of All Records:
– Physical records are stored in locked cabinets or rooms with controlled access.
– Electronic records are protected by password protection, with regular back up protocols and regular security audits.
– Any breach of security or unauthorized access will be reported immediately to the Administrator and addressed promptly.

4. Confidentiality of Records:
– Information from records is not to be disclosed without the explicit consent of the person served, except as required by law.
– All personnel must sign confidentiality agreements and participate in regular training on privacy policies and practices.

5. Compliance with Applicable Laws:
– All record-keeping practices must comply with relevant local, provincial, and federal laws regarding privacy and data protection.
– Regular reviews and updates of policies are conducted to ensure ongoing compliance with legal requirements.

6. Time Frames for Documentation:
– Records will be updated promptly following each service interaction, typically within 24 hours.
– Retention periods for persons served records are established in accordance with legal requirements and organizational policies, typically maintained for a minimum of seven years after the last date of service.
Retention periods for personnel records are established in accordance with legal requirements and organizational policies, typically maintained for a minimum of ? (how many) years after the last date of service.
Goals and Action Plan

Ensure annual review as scheduled in perpetual calendar.

Updated October 31, 2024
Sher Alcock