This is sensitive information that should be securely stored. The records contain confidential information that could be used in identity theft. The records should be securely stored either in soft copy or hard copy. Only authorized personnel should have access to these records. Audit trails should be installed to keep track of the personnel who access the records. The authorized personnel should be analyzed and background checks conducted. Strict measures and policy should be established to protect the information and security records. The center should have data storage systems that are less prone to intruders. The systems should also have intrusion detection systems that prevent and detect any intruders or hackers. Since the systems will be networked the facility should also install firewalls, which will prevent unauthorized network access. Having a username and password combination before a person accesses the system will also promote and improve security of data.
Physical storage rooms should be guarded and locked all the time. The rooms should be fire resistant, which secures the information stored against a fire hazard. The room should also have CCTV surveillance and alarms protection. The CCTV cameras should be monitored throughout. This will keep track of the personnel accessing the room and what records they have accessed. Personnel and patient information should also be stored securely. The information could be used in identity theft or other illegal activities. Storing the information in databases would reduce the storage space and prevent illegal access to the data. The servers used for storing the information should have antivirus software, which will protect the information stored against any viruses or malware. Firewalls will monitor the information leaving and going into the servers. Monitoring the server's traffic will prevent any malicious activity. The storage systems should be monitored regularly to prevent and ensure there is no information leakage.
Emergency planning and response
It is vital for the facility to have an adequate emergency response plan. The emergency plan will encompass all the emergencies that the facility is faced with like fire, bomb threats, and criminal activities. The facility should establish an emergency department, which will be charged with handling all emergencies. The department will develop necessary emergency responses and procedures for the different emergencies that might affect the facility Alexander, 2002.
The employees should also be trained on correct emergency preparedness. This will allow the employees to be prepared to handle any emergency. Regular drills should be conducted in preparation and training of employees. The facility needs to link its emergency department with the necessary enforcement agency. This way in case of any emergency the agencies will be notified immediately, and it can assist the facility to deal with the emergency.
The facility needs to have emergency exits that trigger alarms when opened, this will allow employees and visitors easy exit from the building in case of any emergency. The exits need to be clearly marked and easily accessible by all personnel. Training employees on what to do during an emergency will prepare them for any eventuality. Fire extinguishers and automatic smoke detectors need to be installed within the facility. This will assist in fighting off any fire outbreak and prevent its spread. Smoke detectors are helpful in preventing the spread of fire or damage of property because of fire.
The facility needs to have skilled employees in all its divisions. The hiring process determines the suitability of a candidate for a specific position within the organization. The center needs to have qualified personnel conducting the interviews. This ensures that the hiring process is ethical. Before an employee is hired, the center should conduct some background checks to ensure that the employee is suitable to work within the facility. This is because of the sensitive nature of the center and equipment within the center. Since the facility is not bound by any standard governmental hiring practices, the center needs to ensure that each employee hired within the facility maintains good conduct and they have good moral values.
The center's management needs to provide training to all the personnel working within the facility. The training should encompass various aspects of the center and should also cover security. The facility handles equipment that is highly sensitive and the employees should be taught on how to protect the equipment. Training should also cover aspects of using the equipment. Personnel should undergo security training especially because of the mental hospital. Mentally challenged individuals are highly unpredictable, and their behavior cannot be predicted. The personnel working in the hospital should be trained on different ways of dealing with the patients. The facility needs to ensure that all personnel employed in the facility are well trained. Having the requisite training will equip the employees with the skills needed for tackling their workload.
Managers of the facility need to provide regular refresher courses to the employees. These courses will allow the employees to combat any new challenges they may be faced with at work. The changes in the technology and security policies also demands for employees undergo refresher courses in their various skills. Working personnel need short courses, which can be conducted via presentations, workshops, or seminars. This will take a couple of days or a maximum of two weeks. Having short courses will allow the employees to concentrate on their work while they attend the training.
The center needs to identify all eminent risks. Once the risks have been identified they should be solved and the solutions communicated to all personnel. Checks need to be conducted around the facility to ensure that there are no intruders. Installing alarm systems would protect the facility from theft and intruders. There should also be a security desk where all visitors need to check in before they access the facility. The facility should also have adequate lighting especially at night. This will illuminate the facility and prevent any intruders. The lighting will also assist the patrol guards to easily spot any intruder. CCTV surveillance is vital for the facility. The center handles sensitive information and equipment, which should be secured properly.
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