Public Availability of Documents on Council's Interchange
This communication is being issued as a reminder to staff when posting documents and articles on the Interchange. Please be aware that there is a public element to the council's interchange site that requires careful consideration when posting documents. We want to ensure that all staff are aware of the implications and take the necessary precautions to safeguard sensitive information.
Public Availability of Documents
When posting documents to the council's interchange, it is crucial to recognise that items published on the interchange are public by default. This public availability means that anyone outside of the council network may view these documents, which could lead to unintended exposure of confidential or sensitive information e.g. disclosure of staff personal details.
Guidelines for Document Posting
To prevent any accidental disclosures, please adhere to the following guidelines:
- Evaluate Document Content:
Before posting any document, thoroughly assess its content to determine whether it contains sensitive, confidential, or proprietary information. Please refer to the Interchange Accessibility Guidance - Decide Access Levels:
Decide whether the document should be left open for public access or locked to staff access only. Consider the nature of the information and the potential impact of public availability. - Set Access Restrictions:
If uploading a document, utilise the interchange's settings facility to establish access restrictions or if you require ICT to upload your documents, ICT will assign permissions based on the instructions you provide i.e. when requesting a document upload via ICT please ensure that you communicate that the documents are intended for internal use. ICT will then ensure they are properly set up, locked and only accessible to staff members. All requests for ICT should be submitted via a service desk request. - Regular Reviews:
It is good practice to periodically review the documents posted on the interchange to confirm that access settings remain appropriate and consistent with our privacy and security policies.
By following these guidelines, we can maintain the integrity and security of our information while ensuring transparency where appropriate. Your cooperation and diligence in managing document access on the interchange is greatly appreciated. Should you have any questions on this please contact ICT Helpdesk.