L01 Flashcards
What is a Protocol
Protocols are rules that outline correct behaviour and procedures that should be followed in a given situation
Name the different types of Protocols
Authority Protocols Confidentiality protocols Document content IT Security protocols Checking protocols Employment protocols
What does Authority Protocols refer too
Refers to two areas
1) Who has the authority to sign off certain tasks
2) who has responsibility for certain decisions
Authority can be passed down the chain of command such as managers authorising payments to suppliers
Responsibility is passed up to staff at higher level such as customer complaints being escalated to a manager
Why should a business have authority protocols
Senior staff can focus on more strategic issues rather than rather than day to day administration
Risk of Fraud is reduced as payments must be authorised by managers
Less senior staff can be motivated, whilst limiting risk to the business
What is Confidentiality protocol
Procedures that a business put in place in order to maintain confidentiality
In business context what type of information would be kept confidential
Customer data
Financial Data
Business Plans and strategies for the future
why should businesses maintain confidentiality
It is a legal requirement
what procedures should an organisation follow to maintain confidentiality
Restrict information access to only those who need to see it.
Office documents (tiered levels of access) this is to make sure that only people with the correct authority can have full editing control.
Implement IT systems that protect electronic data.
Dispose confidential information properly.
Name two different ways to store data and documentation.
Manual storage e.g lockable filing cabinet, fire proof filing cabinet.
Electronic data e.g drop box and other cloud storage systems, hard drives, flash drives.
List 3 benefits to maintaining confidentiality
Prevents fraud
Maintains trust and good reputation
Information is not accessible to the public/competitors.
List 2 drawbacks to maintaining confidentiality
Cost implications (IT systems can be expensive) Affects image stakeholders prefer transparent business practices.
List two reasons why confidentiality may need to be breached
Duty of care - Someone or an organisation might suffer if you do not provide the information.
Evidence of danger or emergency - May be important to provide the the contact details of the person in charge of security in case of a break in, or personal information to a hospital in case of a medical emergency.
What are voluntary constraints
Are those that the organisation chooses to put in place.
What are some examples of voluntary constraints
Organisational
Ethical
Codes of practice
Define organisational (voluntary constraints)
Rules or guidelines specific to an organisation that all employees must follow e.g standard opening and closing paragraph when writing to clients.
