FAQ: Your Organization's Data and Security
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Who owns my organization’s data?
YOU own your data. It is completely accessible to you at any time. No other individual or group has access to your data. CTK does reserve the right to collect in-aggregate, non-identifiable data such as number of humans served in a particular social service area (e.g., CTK Online Data Manager databases support over 50,000 clients receiving mental health services).
If my organization decides to quit using the Online Data Manager, can I immediately retrieve all my data?
According to the CTK License Agreement, all of your data will be returned, in whatever form you specify, within 3 business days of written termination notification.
How often is my client, agency or funding data ‘backed-up’ or replicated?
Your data is continually backed up in ‘real-time’, ensuring that problems with a single server host will not affect your data storage. Nightly data snapshots allow records to be recovered, even hundreds of days after they have been deleted.
If our organization’s Internet connection goes down, how much data will I lose?
Because your data is not held on your organization’s server, your Internet failure will NOT impact your data storage, security or retrieval in any way.
What happens if my organization wants to move old client records to our new ODM?
It is almost always possible to transfer data from an old database to your new ODM. Your CTK Account Manager will help you decide if you want to transfer data, what specific data you want to transfer and give you a bid on the additional cost of data transfer (as there is an extra charge for data transfer services).
What if my organization is directed to use one or more on- or off-line database programs for data collection and reporting? Can we migrate new data to or from the ODM?
It is almost always possible to migrate data from one or more databases into your new ODM using the CTK Data Import Utility. Your CTK Account Manager will analyze your current database systems and determine the best and most economical way to move data on an ongoing basis. There is an extra charge for data migration services if not using the CTK Data Import Utility.
What happens if employees leave and new staff members need access to the ODM?
Your System Administrator can delete, add or change access at any time. CTK will help you set up a system for this procedure.
What if different employees or sites need different levels of security access (i.e., there are some records only certain employees are allowed to see and that must be protected from organization-wide view)?
The ODM provides different levels of security for different types of users. Your System Administrator has the security pass necessary to set (or change) access levels for each staff member or volunteer. Access can be set on the tool level or on the record level, depending on the needs of the organization.
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