Competency Category:
Competency Series:

1.4 – Protect Information and Records

Purpose & Context

Career Development Professionals (CDPs) obtain clients’ consent to gather, store and share personal information. CDPs maintain and secure confidentiality of information collected. CDPs adhere to relevant legislation regarding storage of personal information.

Effective Performance

Competent career development professionals must be able to:

  • P1. Explain purpose of records;
  • P2. Explain how records are stored, protected, and maintained, for example:
    • Security measures, e.g. encryption, restricted access;
    • Duration of storage;
  • P3. Explain right to confidentiality;
  • P4. Explain when confidentiality may be breached, for example:
    • There are reasonable grounds to believe client will harm themselves or others;
    • There are reasonable grounds to believe client under 17 years old is at risk of abuse or neglect;
    • Disclosure of sexual abuse as required by a regulated health professional;
    • Records are subpoenaed by court of law;
  • P5. Obtain informed consent for:
    • Data collection and storage;
    • Disclosure of records;
    • Transfer of records;
  • P6. Secure records transfer, e.g. secure mailing process, encrypted web-based transmission, locked bag or box labelled ‘Confidential’ with a ‘Return to Sender’ address label;
  • P7. Use information collected only for its intended purpose;
  • P8. Protect records and documentation, for example:
    • Leave no private documents unattended;
    • Label documents as confidential, where appropriate;
    • Restrict access to authorized persons only;
    • Keep computer screens from the sight of others;
  • P9. Use non-disclosure agreements when sharing information with authorized persons, e.g. other professionals;
  • P10. Use discretion when discussing confidential information:
    • Ensure person has authorized access to information, e.g. signed non-disclosure agreement;
    • Discuss sensitive information in private setting only;
    • Disclose only required information;
  • P11. Maintain records:
    • Verify accuracy;
    • Update information as needed;
    • Destroy records in compliance with legal requirements;
  • P12. Secure storage, for example:
    • Restrict access to authorized persons;
    • Back up electronic files periodically;
    • Verify antivirus and anti-malware software is working and updated frequently;
    • Check system for infections on a regular basis;
  • P13. Report breach of confidentiality;

Knowledge & Understanding

Competent career development professionals must know and understand:

  • K1. Code of Ethics;
  • K2. Legislation and procedures relevant to confidentiality and privacy, e.g. Nova Scotia’s Personal Health
    Information Act, Personal Information Protection and Electronic Documents Act (PIPEDA);
  • K3. Organizational confidentiality policies and procedures;
  • K4. Secure data storage technology, e.g. digital databases;

Contextual Variables

Competent career development professionals must be able to perform this competency in the following range of contexts:

Provincial legislation may provide additional guidelines or restrictions on how clients’ data can be recorded, stored, and handled.

Glossary & Key References

Terms

Industry-specific terms contained in the standard defined here, where applicable.

None

Information Sources and Resources for Consideration

None

Context Rating Scales

Criticality

Q: What is the consequence of a professional being unable to perform this skill according to the standard?

High probability of risk: VERY CRITICAL

Frequency

Q: How frequent and under what conditions is this skill performed?

Routinely, regular course of procedure

Level of Difficulty

Q: Under routine circumstances, how would you rate the level of difficulty in performing this skill?

Moderate difficulty or complexity

Time Required to Gain Proficiency

Q: What is the average length of time or number of repeated events that are minimally necessary for an individual to become proficient in performing the skill to the standard?

To become fully proficient in this competency, a career development professional requires a minimum of one year of experience with at least 40 different clients, representing a broad range of individuals.

Autonomy

Practitioners typically perform this competency without supervision, and alone.

Automation

It is somewhat likely that this competency will automate.

Requisite Work Aids, Tools, Equipment or Materials

None