Explain the agency’s obligations regarding records release and consent.

• A. Release records with no authorization.
• B. Release records only with lawful authorization or court order, and ensure proper consent and privacy protections when sharing information.
• C. Never release records under any circumstance.
• D. Share with any requester regardless of privacy.

Answer: (B)

Records are confidential and must be protected throughout every step of handling them. The proper approach is to release information only when there is lawful authorization or a court order, and to obtain consent from the person the records concern when required. That consent should be informed, specific to the records in question, and given voluntarily, with the understanding of who will receive the information and for what purpose. Even with authorization, share only what is necessary, and apply privacy protections such as redacting unnecessary details, securing transmission, and limiting access to authorized individuals. If a court order or subpoena dictates release, comply but ensure the scope is limited to what the order permits and seek guidance as needed to protect privacy. Sharing records without authorization or with any requester disregards confidentiality and agency policy, which is not acceptable.