It only takes a little time and effort now to dramatically reduce the likelihood of a privacy breach in the future.
My Toastmaster career started as a charter member of Living Legacy Club and past member of New Entrepreneurs Club in Edmonton.
Recently, I was a podcast guest on Toastcaster Podcast hosted by Greg Gazin.
It was a lot of fun to talk with Greg about how Toastmaster Clubs can quickly and easily build in privacy awareness with their club officers business practices.
We talked about the 3 simple practical tips every club can use to prevent a privacy breach. This works for every type of club – toastmasters, Scouts, soccer team or book club!
Tip #1: Create an inventory of the data (asset) that your club collects and is now responsible to keep confidential and secure.
Use the inventory like a library account – keep track of who has access to the information, and when it is returned.
The club owns this information – they are responsible to keep the inventory information and could be kept with the annual report of the club.
Tip #2: Create a checklist for the orientation of each new club director that clearly tells them of your club's expectations about how they will keep club and member information confidential and secure.
You can use the checklist as part of the orientation package for club members and officers.
Tip #3: Make it easy for club directors and members to keep information confidential and secure.
It’s not always about technology.
But – you do need a method to ensure that the business records of the club – the members’ information, minutes of meetings, financial transactions, contracts and agreements that you have for events – are maintained in a central location.
This could be on paper. This could be on a private shared network where your directors can save and access all of their Club business records.
It should not be on your director’s mobile device which can be lost, damaged or stolen. Emails should not be on personal email accounts which the club can’t retrieve if the Director suddenly moves from town, is ill, or they loose control of that email account. Don’t let your club directors send club emails using their employer's email account!
Tip – You could create a checklist as part of the orientation for each member and director. It includes the clear and firm guidelines to confidentially and securely handle the business of your club – the do’s and don’ts of how to collect, use, and protect the information of members and the club.
Discover the top 10 mistakes that healthcare practices, small businesses and even your clubs commonly make with confidential information – and what you can do to avoid them.
You can take these easy to implement steps to protect your healthcare practices, small businesses and even your clubs from errors, omissions or attacks that could result in complaints, fines and even jail time!
Download the FREE report that you can access right away!