Competency Category:
Competency Series:

1.4 – Protect Information and Records

Purpose & Context

Career Development Professionals (CDPs) obtain clients’ consent to gather, store and share personal information. CDPs maintain and secure confidentiality of information collected. CDPs adhere to relevant legislation regarding storage of personal information.

Effective Performance

Competent career development professionals must be able to:

  • P1. Explain purpose of records;
  • P2. Explain how records are stored, protected, and maintained, for example:
    • Security measures, e.g. encryption, restricted access;
    • Duration of storage;
  • P3. Explain right to confidentiality;
  • P4. Explain when confidentiality may be breached, for example:
    • There are reasonable grounds to believe client will harm themselves or others;
    • There are reasonable grounds to believe client under 17 years old is at risk of abuse or neglect;
    • Disclosure of sexual abuse as required by a regulated health professional;
    • Records are subpoenaed by court of law;
  • P5. Obtain informed consent for:
    • Data collection and storage;
    • Disclosure of records;
    • Transfer of records;
  • P6. Secure records transfer, e.g. secure mailing process, encrypted web-based transmission, locked bag or box labelled ‘Confidential’ with a ‘Return to Sender’ address label;
  • P7. Use information collected only for its intended purpose;
  • P8. Protect records and documentation, for example:
    • Leave no private documents unattended;
    • Label documents as confidential, where appropriate;
    • Restrict access to authorized persons only;
    • Keep computer screens from the sight of others;
  • P9. Use non-disclosure agreements when sharing information with authorized persons, e.g. other professionals;
  • P10. Use discretion when discussing confidential information:
    • Ensure person has authorized access to information, e.g. signed non-disclosure agreement;
    • Discuss sensitive information in private setting only;
    • Disclose only required information;
  • P11. Maintain records:
    • Verify accuracy;
    • Update information as needed;
    • Destroy records in compliance with legal requirements;
  • P12. Secure storage, for example:
    • Restrict access to authorized persons;
    • Back up electronic files periodically;
    • Verify antivirus and anti-malware software is working and updated frequently;
    • Check system for infections on a regular basis;
  • P13. Report breach of confidentiality;

Knowledge & Understanding

Competent career development professionals must know and understand:

  • K1. Code of Ethics;
  • K2. Legislation and procedures relevant to confidentiality and privacy, e.g. Nova Scotia’s Personal Health
    Information Act, Personal Information Protection and Electronic Documents Act (PIPEDA);
  • K3. Organizational confidentiality policies and procedures;
  • K4. Secure data storage technology, e.g. digital databases;

Contextual Variables

Competent career development professionals must be able to perform this competency in the following range of contexts:

Provincial legislation may provide additional guidelines or restrictions on how clients’ data can be recorded, stored, and handled.

Glossary & Key References

Terms

Industry-specific terms contained in the standard defined here, where applicable.

None

Information Sources and Resources for Consideration

None

Context Rating Scales

Criticality

Q: What is the consequence of a professional being unable to perform this skill according to the standard?

High probability of risk: VERY CRITICAL

Frequency

Q: How frequent and under what conditions is this skill performed?

Routinely, regular course of procedure

Level of Difficulty

Q: Under routine circumstances, how would you rate the level of difficulty in performing this skill?

Moderate difficulty or complexity

Time Required to Gain Proficiency

Q: What is the average length of time or number of repeated events that are minimally necessary for an individual to become proficient in performing the skill to the standard?

To become fully proficient in this competency, a career development professional requires a minimum of one year of experience with at least 40 different clients, representing a broad range of individuals.

Autonomy

Practitioners typically perform this competency without supervision, and alone.

Automation

It is somewhat likely that this competency will automate.

Requisite Work Aids, Tools, Equipment or Materials

None

Career Development Professional Centre

Help us cultivate a community we all enjoy by reviewing and following the Code of Conduct.  

Our Purpose  

Thank you for being a part of the online CDPC social learning community. To ensure that all members have the best possible experience, we have a few ground rules that we ask everyone to adhere to. This code of conduct applies equally to every person in the community and is intended to foster an online space that is inclusive, safe, and welcoming to all. 

Community Rules 

Be welcoming 

We strive to be a community that welcomes and supports people of all backgrounds and identities. We aim to create and facilitate a community that promotes excellence and innovation in career and workforce development. Please extend respect to all members; we all come from different backgrounds and levels of knowledge and there is no such thing as a stupid question. 

Be respectful 

We won’t all agree all the time, but when we disagree don’t let those disagreements turn into personal attacks. A community where people feel uncomfortable or threatened will not be a productive one. Instead, when having discussions in the online community, create productive conversations around the content being presented, not the person behind the content. Any post that is determined to be “hate speech” towards any individual or group will be deleted, and the user account may be locked until an investigation regarding the post has been concluded. The user may be given a written warning or removed from the CPDC community platform depending on the findings of the investigation.  

Hate Speech could include and is not limited to:  

  • Violent threats or language directed against another person 
  • Discriminatory jokes, language, or materials 
  • Defamatory or abusive language or materials 
  • Profane or illegal materials 
  • Advocating for, or encouraging, any of the above behavior 

A good rule of thumb is to never post anything that you wouldn’t be comfortable with the world seeing or that you wouldn’t want anyone knowing came from you. We ask that you keep in mind the focus of this community, which is building excellence and innovation in career and workforce development for all individuals.  

Be considerate of the purpose of the community 

This community will be focused on building excellence and discussing innovation in the career and workforce development field. The goal of this community is to communicate goals, challenges, constructive feedback, and questions in relation to career and workforce development. The community should be a place for continued learning and development as well as a place to discuss the future of our field (solicitation without written consent by the Project or Advisory team, is strictly prohibited). Any post that is determined to be soliciting any individual or group will be deleted, and the user account may be locked until an investigation regarding the post has been concluded. The user may be given a written warning or removed from the CPDC community platform depending on the findings of the investigation. 

Post your discussions or documents in the most appropriate group or topic 

Make reasonable efforts to ensure that posts and materials are allocated to the appropriate group or topic. This will prevent cluttering the community and make it easier for everyone to find the information that they are seeking. Individuals who do this repeatedly will be contacted by one of the group admins and asked to follow these guidelines.  

Privacy and Release of Information  

CDPC-CEDC will not release your information to any third-party agencies.  

Group Admins 

There are four group admins who are available to you. Below are their names and their spoken language. 

Heather Powell | Anglophone 

Gabrielle St-Cyr | Francophone/Anglophone 

Florence Desrochers | Francophone/Anglophone

Muriel Andoblé-Yao | Francophone

Thank you and welcome to the CDPC Community!