As a file reviewer/interviewer, what are my responsibilities regarding the security of information?

You must have appropriate security measures to protect any information provided by CaRMS. This means you must have technical, physical and procedural controls to protect information against destruction, loss, alteration, unauthorized disclosure to third parties or unauthorized access by employees or contractors employed by the institution, whether by accident or otherwise. For example, the risk of unauthorized disclosure or access increases greatly as soon as information is removed from the CaRMS system. We encourage you to review documents inline and avoid printing or transferring information whenever possible.

As a user of CaRMS services, we recommend that you carefully review the institution contract and CaRMS policies to familiarize yourself with your rights and responsibilities with regards to CaRMS’ security measures. If you have any questions or concerns about your responsibilities in the security of information, please contact compliance@carms.ca.

A note on printing: While it is possible to print applicant lists and other information from our online system, we do not encourage it. In fact, the system has been built in such a way that printing is not necessary – all functions can be performed directly within the system. There are obvious environmental benefits to keeping records electronic; but even more importantly, keeping records in the system maintains the maximum level of security. Every time a record is printed or removed from the system via a USB drive or other means, the security of this valuable information is compromised. Despite best intentions, a printed sheet or USB drive could be easily left somewhere it would be vulnerable to exploitation. By encouraging your file review committee members to work within the system and avoid printing or transfer of information whenever possible, you can contribute to keeping sensitive data and applicants’ personal information confidential.

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