Document Control Policy & Procedure 15
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1 Bethany Care Ltd Document Control Policy & Procedure 15 Date Created 19/10/2007 Date Reviewed 12/02/2014 Document Review Details Reviewed by Brian Lynch (Quality Assurance) Date of next review February 2015 Amendment History DCR209 Z:\Admin Office\Quality Assurance\PART 5 - Policies\Document_Control_Register POP.docx DCR209 Page 1 of 7
2 Contents Document Control Procedure Object & Field of Application Legislation Policies... 4 (1) Document Control Register Policy & Procedure Document Editing & Creation Flowchart Notes Document Control Flowchart... 5 (2) Document Removal... 6 (3) Document Archiving... 6 (4) Password Protection Policy... 6 (5) Computer Virus Scan Policy... 7 Z:\Admin Office\Quality Assurance\PART 5 - Policies\Document_Control_Register POP.docx DCR209 Page 2 of 7
3 Document Control Procedure 1. Object & Field of Application Document creation, editing & (Part 1) - This document details the process and procedure Bethany Care Ltd (BCL) uses to create, amend, edit, and dispose of the documents it uses. Document Removal (Part 2) The process and procedure used to remove outdated and non-current documents Document Archiving (Part 3) The process and procedure used to archive outdated and non-current documents. Password Protection (Part 4) - The process and procedure used to for the creation of strong passwords, password protection, and the frequency of change. Document Virus Scanning (Part 5) The process and procedure used to ensure its electronic documentation has appropriate and effective defense against computer viruses. 2. Legislation The Privacy Act 1988 (Commonwealth) Freedom of Information Act 1985 (Commonwealth) Information Privacy Act 2009 (Queensland) Right to Information Act 2009 (Queensland) Z:\Admin Office\Quality Assurance\PART 5 - Policies\Document_Control_Register POP.docx DCR209 Page 3 of 7
4 3. Policies (1) Document Control Register Policy & Procedure 1.1 Document Creation & Editing Please see the document control flowchart for a step by step explanation of the procedure to be followed, All documents used by Bethany Care must have a unique document control number (e.g., DCR1007) to enable tracking and assist effective version control. DCR numbers will appear in the footer on each document. To ensure consistency of document numbering the QA is responsible for designating these control numbers. Successive revisions to existing documents will be assigned successive letters to denote the most current version. For example DCR1007 next version will be DCR1007A, then DCR1007B etc. 1.2 Flowchart Notes The blue boxes refer to optional stages that may be appropriate for specific business critical documents e.g., key policies and procedure, mission statement revisions and strategic plans. All general documents must be approved by the Service Manager and QA. Business critical documents must be approved by the Board and other stakeholders as deemed appropriate. Z:\Admin Office\Quality Assurance\PART 5 - Policies\Document_Control_Register POP.docx DCR209 Page 4 of 7
5 1.3 Document Control Flowchart START See QA to assign a document control number (1) Document requirement determined- E.g. Creation, amendment, removal Draft new document No (2) Is this an existing document? Yes Draft revision (3) Review and approval by QA & Service Manager Revise draft document or revision No (4) Approval Yes OPTIONAL STAGE 1 Seek input from clients, staff and other departments Yes No Modification needed? OPTIONAL STAGE 2 Review and Board consultation OPTIONAL STAGE 3 Staff Training required FINISH (5) Document Control Register Updated (6) Document Distribution & Implementation Z:\Admin Office\Quality Assurance\PART 5 - Policies\Document_Control_Register POP.docx DCR209 Page 5 of 7
6 (2) Document Removal 2.1 When a document becomes outdated, it should be immediately taken out of circulation and replaced with the current version. This prevents outdated forms being used. The Administration and QA officers have the responsibility of removing outdated documents from circulation. Revised version numbers should appear on each document to aid tracking. 2.2 Staff can check they have the most recent version by either (1) checking the contents page of the Forms Master Copies folder or (2) consulting the Document Control Register. The Document Control Register can be viewed either electronically or in hard copy. Speak to the QA for assistance. (3) Document Archiving 1.1 To show continuity, significant document revisions should be archived. 1.2 The preferred method for archive is soft copy on CD ROM. QA is responsible for this task. (4) Password Protection Policy 4.1 Passwords are an important part of Bethany Care s computer security. They form the front line of protection for client records and accounts. A poorly chosen password may result in the compromise of the Bethany Care network. As such, all employees (including contractors with access to Bethany Care systems) are responsible for taking the appropriate steps, as outlined below, to select and secure their passwords. 4.2 It is recommended that all system-level passwords (e.g., MYOB, Client database etc.) be changed at least once per quarter. 4.3 General Protocols It is recommended that all user-level passwords (e.g., desktop computer, etc.) must be changed at least once every six months. Passwords should not be inserted into messages or other forms of electronic communication. All user-level and system-level passwords must conform to the following guidelines. 4.4 Password Construction Guidelines - As a poorly chosen password may result in the compromise of the Bethany Care network, all staff should be aware of how to select strong passwords. 4.5 Strong passwords have the following characteristics: Contain both upper and lower case characters (e.g., a-z, A-Z) Have digits and punctuation characters as well as letters e.g., 0-9,!@#$%^&*() Are not words in any language, slang, dialect, jargon, etc. Are not based on personal information, names of family, etc. Passwords should never be written down or stored on-line. Try to create passwords that can be easily remembered. One way to do this is create a password based on a song title, affirmation, or other phrase. Z:\Admin Office\Quality Assurance\PART 5 - Policies\Document_Control_Register POP.docx DCR209 Page 6 of 7
7 For example, the phrase might be: "This May Be One Way To Remember" and the password could be: "TmB1w2R!" or "Tmb1W>r~" or some other variation. 4.6 Password Protection Don ts - All passwords are to be treated as sensitive, Confidential Bethany Care information. Here is a list of "dont's": Don't reveal a password over the phone to ANYONE Don't reveal a password in an message Don't talk about a password in front of others Don't hint at the format of a password (e.g., "my family name") Don't reveal a password on questionnaires or security forms Don't share a password with family members Don't reveal a password to co-workers while on vacation 4.7 Enforcement - Any employee found to have violated this policy may be subject to disciplinary action. (5) Computer Virus Scan Policy 5.1 This policy requires any computer used on the Bethany Care network or at Hope Cottage to have antivirus software installed and updated. 5.2 Computer viruses can occur regularly. All Bethany Care computers on should have anti-virus software installed and active. Anti-virus software should be updated regularly (daily) to ensure continued protection and should be set for automatic update. Acceptable virus software may include AVG, Norton, CA Anti-virus, and McAfee. END Z:\Admin Office\Quality Assurance\PART 5 - Policies\Document_Control_Register POP.docx DCR209 Page 7 of 7
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