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1 In the course of its activities, Anglian Archives Limited (“Anglian Archives”) will handle documents, tapes, disks and other media containing information that is confidential. Much of the information contained in materials stored at its premises (“client materials”) will be commercially confidential, may contain personal data on individuals that is subject to data protection laws, or may be sensitive or confidential for other reasons. In the course of its operations, Anglian Archives will also process confidential client information (“client information”) such as file names. Anglian Archives recognises that it must at all times maintain the confidentiality of all client information and materials in order to maintain confidence in the company and provide for successful business operations.

2 The Director of Operations is responsible for ensuring compliance with this policy. Any questions or concerns about the interpretation or operation of this policy should be taken up in the first instance with the Director of Operations - telephone: 01604 670964 e-mail: ag@anglianarchives.co.uk.

3 This policy is not part of the contract of employment and Anglian Archives may amend it at any time. However, it is a condition of employment that employees and others who obtain, handle, process, transport and store client information and materials will adhere to the rules of the policy. Any breach of the policy will be taken seriously and may result in disciplinary action.

4 Anglian Archives operates procedures and technologies to ensure the confidentiality and security of all client information and materials from the point of collection to the point of destruction.

4.1 Anglian Archives requires all clients to provide the names of employees who are authorised to give instructions to Anglian Archives (“authorised person”) and will only take instructions for client materials to be handled in any way from an authorised person.

4.2 All client materials will be collected from and/or delivered to customer premises by Anglian Archives employees in Anglian Archives controlled vehicles, which will be manned or locked at all times when carrying client materials. Anglian Archives will only despatch client materials by means other than its own transport with the prior written approval of the client.

4.3 All client materials will be stored in entry-controlled areas. Any unauthorised person seen in entry-controlled areas should be reported to the most senior employee on site.

4.4 Anglian Archives will only access client materials in boxes with the clients’ prior written consent.

4.5 Retrieval requests must be made in writing by an authorised person. When receiving telephone enquiries, employees should be careful about disclosing any client information held on Anglian Archives’ systems. In particular they should:

4.5.1 Check the caller's identity to make sure that information is only given to a person who is entitled to it.

4.5.2 Suggest that the caller put their request in writing where the employee is not sure about the caller's identity and where their identity cannot be checked.

4.5.3 Refer to their line manager, the Warehouse Manager or the Director of Operations for assistance in difficult situations. Employees should not be bullied into disclosing client information.

4.6 Client information and materials will not be disclosed or transferred to any third-party unless a specific written instruction to do so has been received from an authorised person.

4.7 Employees should ensure that individual monitors do not show confidential information to casual inspection and that they log off from their PC when it is left unattended.

4.8 When disposing of client information or materials, paper documents should be shredded and floppy disks, CD-ROMs or other electronic media should be physically destroyed when they are no longer required.

5 In respect of personal data contained within client materials held by Anglian Archives on its premises, the company will ensure the confidentiality and security of client materials in accordance with this policy and /or any specific security measures agreed with individual clients. Anglian Archives will not process such personal data in any way. The individual client concerned will be entirely responsible for the integrity of any such personal data.