Q. Should we keep electronic records Q. Do you purchase a software package Q. Do you develop your own package Q. What solution would be most cost

effective Q. How do we store the information Q. How do we manage the information

If you have to keep only a small amount of records then NO however

start considering

If you keep moderate to high levels then YES

If you are sure you require a software package then seek out what others are

using. It maybe that you can share another organisations package

It may be best to consult your funder to see if they plan to develop a sector

wide package

There is no such thing as a one off cost when you develop your own package

On the positive if you do you can modify as it suits you (A small package may cost $20,000 to develop + $10,000pa to support)

A large package may costs hundreds of thousand to create and $100,000pa to maintain

A shared solution (across a number of organisations) that is web based and stored in ASIO T4 data centre is the

most cost effective solution for medium to large organisations

Carefully

Physical security, access, storage, retrieval and disposal are all key considerations

The management of information surrounds the whole electronic data environment

Establish a small sub group to focus on data management

Develop a project plan and draw up everything you will need to consider

Don’t cut corners Don’t share data (that identifies a

client) over the email as you have no control of where else it may be sent

Don’t rely on just one person to control your data mgt.

Budget correctly for your data management (about 5% of your gross budget)

The types of information we collect about you include your name, sex, contact details and other information relevant

to assist SupportLink in referring you to a support agency or service.

We obtain most of this information from Intermediary Agencies.

Wherever possible, we require the Intermediary Agencies to inform you of the following matters:

our identity and how to contact us;

the fact that you can gain access to the information We hold about you; and

the purpose for which the information is being collected.

Where necessary, SupportLink will contact you to confirm your consent to SupportLink’s collection

of your personal information.SupportLink collects your personal information for

a number of purposes (“Primary Purposes”), including:

to request a support agency contact you to provide you with support; and

to monitor a support agency’s support to you and to report back on progress of the support to the

Intermediary Agencies.

We will not use or disclose personal information for any other purpose unless:

it is related to one of the Primary Purposes and where you would expect Us to so use or disclose it; or

you have consented for Us to use or disclose the information.

We may disclose your information to:a Support Agency;

government agencies (as part of our regulatory or statutory obligations);

Intermediary Agencies who provide Us with your information; and

any third parties, with your consent.We will use reasonable steps to ensure the information

We use about you is up-to-date and accurate.

We will take all reasonable steps to ensure that the personal information

we collect, use or disclose is accurate, complete and current. If

you are aware of any error or inaccuracy in the personal

information about you that we hold or use, please contact Us on 1300

656 200 or by email admin@supportlink.com.au.

We will take all reasonable steps to protect your information from misuse, loss,

unauthorized access, modification or disclosure.

Your information is stored only in secured premises and electronic databases. The

databases are password protected and only staff, Intermediary Agencies and relevant Support Agencies who need access to your

personal information is allowed access.Information is kept by SupportLink for seven

(7) years from the later of:the date of the receipt of the personal

information; oryour personal information is last used.

At the end of the seven (7) years the personal information is de-identified or deleted.

We will maintain clearly expressed policies on our management of personal

information and make them readily available. We will make our privacy

statement and this policy available to anyone whose personal information we

hold.On request, we will let you know generally

the sort of personal information we hold, for what purposes, and how we collect, hold, use and disclose that information.

If you request Us, We will provide you with access to your personal information as required by the

Privacy Legislations.If we deny access to you, We will

provide our reasons.We will correct personal information

held if we discover, or you inform us, that it is incorrect.

If you have any further queries about our privacy policy, please contact Us on 1300

656 200 or by email admin@supportlink.com.au.