Manual of Fiancial & Internal Control Procedures - Diocese of ...

e) train its staff on procedures including not using the personal data other than
for use for the Parish.
f) provide records as necessary so it is clear who has had access to personal data.
44. Use of antivirus software is compulsory.
45. Physical controls are important and a server with sensitive data on it should be
locked physically as should the back- up media.
46. Installation of new software will require the approval of the head of
department. All software must, of course, be properly licensed.
Miscellaneous
47. Meeting notes should be circulated within 7 days of a meeting. It takes no
longer to prepare them in good time as at a later date and preferable to have
them while the meeting is fresh in the minds of those attending.
48. While the Diocese is in principle happy to support those who wish to take part
in national activities connected with the Church, this requires the prior
approval of the Board. There are two aspects to this. The first is that the
priority over an employee’s duties is the responsibility of the Diocese. The
second is that there can be cost implications, for example for additional
support. The approach should give details and the approval of the head of the
relevant department will also be required.
49. The Diocese is under a duty under certain circumstances to make a report to
the Charity Commission if a serious incident takes place. In practice such a
matter will be associated with a possible insurance claim and the advice of the
Diocese’s insurers will be sought before a report is made.
50. The Management and Finance Committee will consider requests for mobile
phones to be provided to Curia employees who travel on Diocesan business
widely.
51. Loans may not be made to members of staff for cars or otherwise (policy
confirmed by the Board 28 th September 2011).
Adopted October 2011.
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