3. Explain how you would distribute this revised policy and procedure to all relevant stakeholders.
5. You received a complaint from one of the department heads who discovered a USB drive in the company car park. Inside the USB stick were copies of employee resumes and other personnel records such as employee appraisal reports, which must be kept confidential.
a) Write an email advising the complainant of the next steps to be taken in determining the complaint. Send a copy of the email to your facilitator.
c) Send an email to your facilitator advising him/her of any action required in order to remedy the breach.
d) Note the incident details in a complaints register (see below) and file all relevant documentation associated with the complaint.
Assessment of the Complaint
1. Company: National Australia Bank
SUB: Response to Privacy Breach Complaint
This letter is in regard to the complaint that you filed on 5th November 2018. Your complaint has been filed as 5/11/2018/NAB/001.
Community services policies and procedures is one of the organizational policies followed by the employees of an organization. Under the policy, there is a clearly defined procedure to detect and updating the Community Resource Index so that the employees are aware of the services that are available. However, it is important to provide a guideline for the case referencing and referral protocols consisting of the process that the referrals need to be developed and the type of information, which can be shared with the services as well as ongoing roles and responsibilities of the services with the client. In addition, a policy for the extent of client information can be kept after the clients. These are involved with service. For instances, multiple governments generate outline of the legal demands for the employees related to storing as well as maintaining information.
As of now, you will have to wait for further communication. I would also like to appreciate your gesture of communicating with us on behalf of our Bank.
Community services policies and procedures
3. SUB: Regarding Privacy Breach Complaint
Dear Mr. Edward Powell (Facilitator),
I am writing this letter to discuss about the complaint that we have received on 5th November 2018 about a potential security breach in the premises of the National Australia Bank Ltd. The concerned complaint number is 5/11/2018/NAB/001.
After investigating the concerned USB drive, there was any confidential report of the employees of our bank that on wrong hands could have proven to be disastrous for the concerned individual. Along with that, the USB that was submitted also contained employees some financial details that breach our “Credit sharing policy”.
Distribution of the employees needs to be passing out of written or printed materials. The leaflets as well as handbills are providing information regarding the union as well as containing different campaign propaganda. Usually, a solicitation is differentiated from the process of distribution as the oral as opposed to the written. On the other hand, there is an exception for union authorization card. The policy needs to be communicated to the staffs at commencing of the employment where the employer needs to ensure that the staffs sign and acknowledge that have received the policy.
I would also like to extend my invitation to a formal meeting related to this security lapse in our organization. This would allow all the related department to work in a coordinated manner. Your presence would be really appreciated.
Encl: USB Drive Information
It could damage the brand value of the company, and for this reason, strict policies should be implemented for USB as well as other storage devices in which system should detect any unauthorized data downloading in any system and immediately report that to the network administrator. Furthermore, it is unethical for any organization to not being able to protect their employees' information that is submitted to the Bank.
5. Company: National Australia Bank
Complaint Number: 5/11/2018/NAB/001
Complainant: Matthew Hoggard
Date: 5th November 2018
A USB was found in the parking lot of the National Australian Bank and was submitted by the complainant. The essential investigation revealed that the USB contained sensitive information like the employees' name, resume and appraisal reports, etc.
- Response Letter sent to the complainant on 7th November can neither what will be done to remedy the situation and thanking him for bringing this breach to our notice.
- A meeting was then conducted to investigate the security breach an to verify whether the complaint was true.
- The employees of HR department can access information about employees but can neither copy, edit or send any information.
- The ability to edit or copy is only with the head of the HR department, CEO of the National Australian Bank and the Board of Trustees. If any such kind of attempt is noticed, provision of inbuilt warning system to nab the culprit should be initiated at once.
- Further, any stakeholders, like 3rd party recruiting agency has to sign privacy agreements before working with National Australian Bank in any capacity.
Presiding Member: XYZ
Verdict: Complaint Closed.
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