How to Review the Disclosure Log

See what was passed on in your organization, to whom, and what the disclosure rules decided: across the whole organization, for one record, or for one SI member. What each column and decision means is in The Disclosure Log.

Before you start

You need the View Access Logs right to read the log, and the separate Export Access Logs right to export it. To reach the Security settings at all you also need Manage Access Rules.

Review the whole log

1. Go to Settings → Security → Disclosure Log.
2. The tiles at the top count the Last 30 days: Would deny, Would need release, Would withhold (reads), Denied and Release required. In Audit mode, the first three are what Enforce mode would have stopped or kept from an SI member.
3. Narrow the list with the filters:
   • Shared by: the person or SI member who passed it on.
   • Recipient type and Recipient: choose the type, then say who; for a member, enter their member ID. For Organization and Public the recipient fills itself in. Use the two together.
   • Source type and Source ID: one record the disclosures drew on.
   • Decision: one decision, such as Would deny.
   • Run ID: one run of an SI member's work.
   • From and To: a date range.
4. The newest events are first. Click Load more at the bottom for older ones.
5. Click a source in the Sources column to see everything that drew on that record, in Who has been told about this.
6. Switch Times shown in between your own time zone and UTC. Switch to UTC before quoting a time in a report, so it can't be misread.

If you see "You do not have permission to view the disclosure log", you are missing View Access Logs; the list is not empty, it is withheld.

See who has been told about one record

Open the record and choose Disclosure history. It opens Who has been told about this: every recorded disclosure that drew on that record, newest first. It is offered only to people with View Access Logs, on:

• A lead: in the lead's More menu, below Access history.
• A chat conversation: the Disclosure history button in the conversation's toolbar.
• An email: in the reading pane's More menu. It covers the message's whole thread.
• A call: in the call's More menu in your phone's call history, for calls that have a call record.
• A note: the Disclosure history button in the note's toolbar, once the note is saved.
• A document: in the document's row actions in Documents.
• A meeting: the Disclosure history button at the top of the meeting's page.

See what an SI member has disclosed

1. Open the SI member's profile and its workbench.
2. The Disclosures card, after its runs, lists everything it passed on, newest first, with whether it Sent it or Received it.
3. If you supervise it, click Open run to see the run that made the disclosure.
4. Inside a run, the Disclosures section lists what that run disclosed. "This run disclosed nothing." means it passed nothing on.

The card is shown to the SI member's supervisor and to people with View Access Logs. A supervisor without View Access Logs sees how many records each disclosure drew on and how many were not cleared, but not which records.

Export the log

1. Set the filters to what you want to export.
2. Click Export (shown only with Export Access Logs). You get a CSV file of the matching events, newest first.
3. An export holds at most the newest 10,000 events. If you're told only the newest 10,000 were exported, narrow the filters, for example by date, and export the rest separately.

The export itself is recorded, with every record it names. If that record can't be written, the export is refused ("The export was refused because it could not be recorded"), and nothing leaves. Try again shortly.

For who has opened protected health information rather than who has been told about it, see How to Review the PHI Access Trail.