Sensitive information of some of the District's must vulnerable residents, including abused and neglected elderly and disabled citizens, was left in a haphazard and unsecured mess at a city office, the D.C. inspector general has found.
The District's Adult Protective Services division is tasked with "investigating reports of abuse, neglect, and exploitation of frail, elderly and disabled adults," according to the inspector general's report.
But the APS's case files -- which include clients' statements, Social Security numbers, health records, and the names of those who reported abuse -- were left "unorganized lying on unattended desks, in open boxes, and in carts waiting to filed" in a storage room," the IG found.
And the storage room was often left open and unlocked because it was used by city employees "as a thoroughfare" to reach exits and restrooms. City employees from a different department and who weren't authorized to look at the records had easy access to the files, according to the IG.
The report is the third the inspector general has issued in little more than a year that details how a city agency has failed to safeguard city records.
The IG has found that the police department wasn't properly securing videotapes and case records of confidential child abuse records. It also detailed that the Social Security and bank account information of more than 30,000 past and present city employees were left in unlocked filing cabinets and an easily accessible copy room.
"It shows a pattern that this administration has not taken care of some of the most vulnerable members of our city," said police union chief Kris Baumann, who notified the IG of problems with the police department's safekeeping of juvenile records.
Pictures submitted as part of the IG's report show APS files left out with seemingly no organization, and boxes of files strewn about in the storage room. The IG notes that the disorganization could hinder law enforcement officials who may need the files for a criminal proceeding.
APS said in a written response to the report that it had instituted new obtained new locked file cabinets and instituted new policies to address the IG's concerns.
Past problems» October 2009: IG reports that police department was not properly safeguarding juvenile arrest and child abuse records.
» May 2009: IG reports that D.C. personnel office kept private information of more than 30,000 employees in unlocked filing cabinets, and in an easily accessible copy room.
» May 2009: Personal information of 1,250 applicants for tuition assistance attached to an e-mail sent to other applicants.
» June 2006: Laptop owned by financial services firm was stolen, jeopardizing the personal information of 13,000 city employees.
asuderman@washingtonexaminer.com
Concepts and Best Practices of Records and Filing Management
June 24 - 25, 2010
8:30 AM to 5:30 PM
ASTORIA PLAZA, Ortigas Center, Pasig City
Workshop Description:
5S+2 is a two day highly interactive workshop on effective workplace organization and standardized work procedures with the additional of 2S. 5S+2 is a procedure that organizes individual workstation or departments. The primary focus of 5S+2 is the elimination of wastes in the work environment that result from unorganized, unclean material, tools, machines, desks, inventories, aisles, walkways, storage locations. 5S+2 provide a structured methodical approach towards this goal.
Workshop Objectives:
To equip us with the knowledge, understanding and the skill of good corporate housekeeping
To contribute to higher productivity, work efficiency, quality work life, safer and better working environment
To create and maintain good and clean corporate image
Benefits of 5S + 2 for the individual:
- makes my workplace more pleasant
- makes me more efficient
- improves my safety
- improves quality of my work and my service
- improves my pride and morale
Benefits of 5S + 2 for the Organization:
- improves quality/productivity
- reduces cost
- makes reporting on time
- improves morale
- develop a safe and healthy working environment
Workshop Outline:
Module 1: About 5S
A. What is 5S?
B. Rationale of Implementing 5S
C. Elements of Good Housekeeping Program
D. Definition of each 5S and suggested Practices for each S
Module 2: The 5S Office Standards
A. Discussion of the General Office Standards
B. Developing a Customized Office Standards
C. Developing the Audit Team
D. The Audit Sheet Discussion
E. Spot the Difference Exercise: Audit Exercise
Module 3: 5S Audit Results Discussion
A. Discussion of Non-conformance
Module 4: The 5S in the Workplace
A. Classification management
B. The Red Tag Movement
C. The 30 Seconds Rule
D. Keep things clean + Inspection
E. Standardization
F. Habit formation
G. Create a disciplined workplace
Module 5: Records Management and Its Benefits
A. What is Records Management?
B. Rationale of implementing the records management system
C. What is file management?
D. File Management Principles
Module 6: Life Cycle of Records
A. Basic Concepts
B. Records Creation
C. Retention
D. Disposition
Module 7: Records Schedule
A. Factors in Scheduling
B. Retention Schedule
C. General Schedule
D. Special Schedule
Module 8 : Preparing for Compliance Audits
A. How to Create a Customized Records Management Standard Reference
B. Listing of Nature of Documents
C. Developing the Records Management System for the School
D. Compliance Audit Procedure and Checklist
Module 9 : Tools to make Your 5S and Records Management Program Works
A. Materials needed in Implementing Records Management System and 5S
B. Records Conversion Methods
C. Best Practices to Sustain the Program
D. Promoting Self-Discipline in Sustaining the Program
Module 10 : Development, implementation, maintenance and continuous improvement of the 7S in the workplace
A. Discover the other 2S!
B. What are needed in the implementation of the 5S +2S
C. Key points in implementing the 5S + 2S
D. Key points in sustaining the 5S + 2S
