Confidentialité, intimité, photocopiant
There are a number of practical measures that can be taken to assure that a client’s affairs remain confidential. They include:
- Have each staff member sign a confidentiality agreement that makes breaking a client’s confidentiality grounds for dismissal.
- Make it an office practice that all client files must be signed out of their respective hanging files.
- Make it an office practice all client documents must be locked up overnight and cannot leave the office, except to be returned to a client’s home.
- Make it an office practice never to send any important documents by regular postal service.
- Make it an office practice that no photocopies of documents can be made without a specific purpose, such as to being able to return the client’s original will.
- Limit access to files only to persons who are responsible to work on a file for a specific purpose.
- Make it an office practice to refrain from use of client’s names in what could remotely be considered a public place, such as the reception area or office kitchen.
- Make it a firm rule that all photocopies of old documents from a client’s files must be shredded. For a very reasonable cost (less than $25.) each desk can be provided with a shredder that goes over the top of a small re-cycling bin that sits next to the wastebasket. This will promote use of shredding any working notes or documents.