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A confidentiality statement is an official document that describes the purpose, scope and key elements of the company’s policies on the protection of confidential business information. The information may be legally protected or it may be presented for information purposes to management to protect their business. It should contain the following elements:
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o Information that is restricted to the employees and authorized personnel only. o Employees must be informed that they must not disclose information or sensitive commercial information. o Any employee who is permitted by a senior manager to share this information may be liable for any breach of confidentiality.
o The identity of the source must not be disclosed. Information or material that is contained in the document must be kept confidential until it is specifically disclosed to an authorized person or organization. o The author of the information must ensure that there is no duplication of this information.
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o The information must be segregated from all other forms of data so that the source can be identified and any duplication noted. o The document must be maintained securely so that unauthorized access is avoided. o The file should be stored in a secure location so that it cannot be accessed without authorization.
o The confidentiality statement should include a summary of the information being released to all employees of the company. It should state how long the information will remain confidential. It should also state that the information is contained in the individual files that are created for the specific purpose of releasing confidential information.
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o The document should be signed by the person or persons responsible for the documentation. The signature will be kept and if that document is lost, forged or altered the signatures cannot be verified. They should be on either of the original documents.
The system statement is a statement that provides a summary of the level of authority by which information should be used. It outlines the purpose of the information, its use and who has the authority to access it. The summary also includes any restrictions relating to the use of the information.
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