Keeping client records safely locked up and confidential is easy in the office locking cabinet; but, when I am on the road, I do not feel confident leaving files in a locking briefcase/suitcase. What are the ramifications if the vehicle were stolen? I need to do my homework; but, would greatly appreciate knowing what works well for my experienced colleagues. Thank you for the help.
You can limit the mobile files to clients which you are currently working or that you need immediate access to, and limit client information to only that which is pertinent to training. You shouldn’t need to have immediate access to client financial information (such as credit card numbers, etc) or other account numbers (medical records, etc). I would not recommend keeping any client information which is not necessary, even at home or your business.
My solution is an unconventional idea but it eliminates the need to even lock up any files while you are on the road. You’ll be golden! 🙂 Have your client come up with a fun and fictitious nickname which you write on all their forms. Keep original forms at home and then create a copy blacking out any identifying information except this fictitious name and use that as a reference when reviewing their files on the road.
This way you have only what is necessary and the only identifying information for any particular client and associated forms is their fictitious nickname. You can then record contact information in your phone and download a notepad application where you can have coded access; this to reference nicknames so you don’t get two clients confused and any other private information you need can be password protected as well.