LO1: Understanding Protocols Flashcards
What do authority protocols provide?
Rules and a framework for employees to follow in a workplace
How is authority protocols used in a workplace through decision making?
As an employee may have a task or problem that may need to be transferred to their line manager because they have great her authority.
How is authority protocols used in a workplace through authorisation?
Some employees may not have the authority to carry out certain tasks such as signing letters or authorising payments, so responsibility sits with the manger to do this
What are the reasons for authority protocols?
- enables a manager to send tasks to an individual in a lower ranking position while still overseeing the outcome, this provides a checking procedure,
E.g. If an employee makes an error on a document, the manager acts as a double check to see if it is correct. - they lower the risk of fraud if more than one person is involved in the preparation and authorisation of payments
How can businesses maintain confidentiality through a range of organisational procedures?
- ensuring only those who need to see the specific information have access to it
- using the blind copy line in emails to several external people so that email addresses are not shared
- requiring employees to sign a non-disclosure agreement if they have access to confidential information
- businesses including in a job description that disclosing confidential information will be deemed gross misconduct
How can the manual storage of data and documents be stored securely?
using secure filing cabinets for hard copies of documents and making sure that confidential documents are not removed from the premises
How can the electronic storage of data and documents be stored securely?
- electronic data can be stored securely by password protecting computers, ensures that only the individual that the computer belongs to is able to access the information as long as the password is not shared
- network passwords can be used so that only employees provided with the password can access certain documents
- passwords can be used to protect data back-ups from unauthorised access
What are the implications if confidentiality is breached?
- it can be considered gross misconduct which can result in an employee being sacked, no reference and future employability affected
- legal action can be took against the individual by the business if there was a breach of legislation such as the Data Protection Act
- risk of identity theft or loss of trust in a business is confidential information of a employee or customer was breached
What are the reasons why confidentially may need to be breached?
- some employees may attempt to go against confidentiality protocols for personal gain, such as accessing payment systems, if they are suspected of fraud or embezzlement, it may be necessary to access their emails and documents to see if this is true
- may be times when an employee has to be contacted in an emergency, so their phone number would have to be used so they can be contacted
What are the voluntary constraints on document content?
- organisational
- ethical
- codes of practice
What is a organisational constraint?
business may have a specific requirement to ensure consistency across all employees
What is an example of a organisational constraint?
all staff may be required to conclude an email with their signature, job title and contact details
What is a ethical constraint?
business may have guidelines relating to stereotypes, whistle-blowing pr privacy that affect how some documents are worded, so as not to offend or betray confidences
What is a code of practice?
certain job roles and businesses have code of practice to follow
Give an example of code of practice being used in a business?
Social Care Workers require that workers maintain clear and accurate records