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Document Retention

Job aids

  • Your employees likely work on the go—from hotels, airports, home, bathroom stalls (hey, we don’t judge!)—which invites increased cybersecurity, privacy, and confidentiality risks. Kick your worries to the curb by giving them this tool, which neatly contrasts the DOs and DON’Ts of remote working. That way, your people are crystal clear on what they need to do to protect company assets.

    Working remotely? Protect your data!

    Your employees likely work on the go—from hotels, airports, home, bathroom stalls (hey, we don’t judge!)—which invites increased cybersecurity, privacy, and confidentiality risks. Kick your worries to the curb by giving them this tool,...

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  • Handling Personal Information?

    Handling Personal Information?

    This easy-to-use chart covers what counts as personal information—and how to think through managing it. Handling personal information—whether it’s your customers’ or your own employees’—is risky, so help your...

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  • Can you throw it away?

    Can you throw it away?

    Use this elegant decision tree to help your people understand the ifs, whens, and hows of getting rid of documents. Keep versus shred may feel like second nature to your compliance and legal teams, but your other employees often need more guidance. This...

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  • Finalizing, Submitting, or Storing Company Records?

    Finalizing, Submitting, or Storing Company Records?

    This simple checklist helps employees keep good records without getting bogged down with trying to remember what to do. It’s easy to forget how vital recordkeeping is, but sometimes the mere act of insufficient documentation is itself a violation...

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  • Template: Visual Legal Hold

    Template: Visual Legal Hold

    Help employees easily understand their obligations when lawsuits happen. When litigation lands, it’s critical that employees know how to navigate a legal hold. Why, then, are so many of them basically unreadable mountains of legalese? Use this...

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  • Going on a business trip? (Overseas travel checklist)

    Going on a business trip? (Overseas travel checklist)

    This piece is famous for a reason! These simple to-do's prepare your international travelers how to be safe and ethical abroad, without getting mired in legal details. This checklist covers the trade control, cybersecurity, privacy, anticorruption,...

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  • Careful virtual communications

    Careful virtual communications

    We may love dishing about juicy binge-worthy shows on Slack, but it’s easy to forget that these types of communications are on company record, which can lead to problems if discussions take a sensitive turn.  At best: cringey embarrassing...

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  • Living your values means ensuring data privacy throughout your org. You’ve written all the policies, operationalized training and have a Chief Privacy Officer. But — do your people know who to contact if they have questions about Privacy?

This job aid outlines when your employees should reach out to you — like if they receive a customer request or need to make a business change related to data.

    When should I contact the Privacy Team?

    Living your values means ensuring data privacy throughout your org. You’ve written all the policies, operationalized training, and have a Chief Privacy Officer. But do your people know when to pick up the phone and contact the Privacy Team? This...

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  • Your folks need to be thoughtful when collecting health information, but they may not know everything they need to consider. This infographic guides your teams through critical questions to help them plan and communicate how they’ll collect, use and protect patient data. It wraps up with a simple reminder to reach out to the Privacy Team when they need to talk through a specific situation.

Looking for the customer data version? Check it out, here.

    Want to collect health information?

    Your folks need to be thoughtful when collecting health information, but they may not know everything they need to consider. This infographic guides your teams through critical questions to help them plan and communicate how they’ll...

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  • If you’re in a healthcare setting, you know protecting health information is of the utmost importance. But what’s more? Making sure folks know how to handle it properly. This helpful tool gives your teams a rundown of everything they need to know about handling health info every step of the way.

Whether they are collecting, storing, or deleting information, your people will appreciate being better prepared, and you’ll rest assured knowing health information is secure.

Need guidance on what even counts as personal info in the first place? Snag the Handling Personal Information? job aid.

    Getting ready to use health information?

    If you’re in a healthcare setting, you know protecting health information is of the utmost importance. But what’s more? Making sure folks know how to handle it properly. This helpful tool gives your teams a rundown of everything they need to...

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  • Accumulating stacks of paperwork at workstations is a normal part of the workday, but privacy breaches are not!

This incredibly simple decision-tree takes the guesswork out of the equation so your administrators can focus on what you’re here for—helping patients—and less on what to do with all those forms.

Not only will it save your people time, it might just save your butt from a HIPAA violation. Tokens well spent!

    Keep, move, or discard it?

    Accumulating stacks of paperwork at workstations is a normal part of the workday, but privacy breaches are not! This incredibly simple decision-tree takes the guesswork out of the equation so your administrators can focus on what you’re here...

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  • It’s not always obvious what’s considered health information and covered by privacy laws—or who’s responsible for keeping it secure. 

That’s where this simple chart comes in. It translates the regulatory mumbo jumbo into plain language, making it crystal clear to your employees—including your info sec and finance folks—why they need to take privacy seriously and where to go with questions.

Use it as a training takeaway, routine reminder, and post it around workstations along with Handling health information? for max impact.

    Is this health information?

    It’s not always obvious what’s considered health information and covered by privacy laws—or who’s responsible for keeping it secure.  That’s where this simple chart comes in. It translates the regulatory mumbo jumbo...

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  • Health information flows through many hands while treating patients and processing payment for care. Use this chart to make sure your people — including Finance, InfoSec, and managers — know the DOs and DON'Ts of securely handling patient info, proactively saving you from a major cleanup after a privacy disaster.  

Wanna take a deep dive into what’s considered “health information”? We’ve got you covered: Check out What is health information? to round out your patient privacy training.

    Handling health information?

    Health information flows through many hands while treating patients and processing payment for care. Use this chart to make sure your people — including Finance, InfoSec, and managers — know the DOs and DON'Ts of securely...

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  • What can I ask a candidate during the hiring process?

    What can I ask a candidate during the hiring process?

    Hiring is exciting (finally, all hands on deck!) but if anyone on the team slips up and asks the wrong question during the interview process—stormy seas are ahead! Fear not matey, because this infographic maps out what’s OK to ask, what...

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