Unit 4222-307 Legislation and codes of practice relating to handling information are the data protection act 1998 and also the freedom of information act 2000. In accordance with legislation data stored must be kept secure and only kept for as long as necessary. It has to be accurate and relevant and not excessive. It also cannot be moved to somewhere without adequate protection. 2.1- manual- at work all written documentation is stored alphabetically in locked offices.
2.2.2 Describe practices that ensure security when storing and accessing information. Practices that ensure security of information include : correct storage of records – records should be stored in locked cabinets where possible , ensuring no one can hear confidential information i.e. phone calls – this can be done by making sure doors are closed, make sure you return all records to the correct storage place and never remove them from the workplace, reporting any issues –
2.1 – To maintain records that are up to date, complete, accurate and legible, it must have clear and accurate writing, the information should be recorded straight away or as soon as practicable, the records must include a time, date, signature and printed name, it must always be completed using a black pen, any errors that may occur must have one single line put through with an initial next to it and all boxes on pro-formas to be completed. 2.2 – Practices that ensure security when storing and accessing information are; the correct storage of records, ensuring that no one can hear confidential information i.e. during phone calls and on handover, always returning records to the correct storage space, not removing reco0rds from the workplace, signing records out, reporting any issues and appropriate disposal of records. 2.3 – Features of manual and electronic information storage include the following; locked
All information is to be kept up to date and accurate and stored securely in a locked cupboard or computer with passwords so only certified people can access it. Information is only to be used for a specific purposed concerning to the individual. This is to protect the individuals humans rights to privacy and confidentiality. Bi. Describe where to get information and advice about handling information.
All information that is stored electronically should be password incripted and only accessable to staff with the password. All other sensitive information should be kept secure by it up in a secure room such as a staff office or even in a seperate building. 2.3 Describe features of manual and electronic information storage systems that help ensure security. As described above, manual storage systems for information are generally lockable areas such as filling cabinates and lock boxes. Electronic storage systems such as computers and laptops all have the option of having passwords which should be updated and changed monthly to ensure that the information is always secure and not avaialble to anyone accept for current members of staff.
Assignment 209 Understand how to handle information in social care settings Task A – Short Answer Questions Ai Identify two laws or pieces of legislation that relate to the recording, storage and sharing of information in an adult social care setting. The Data Protection Act 1998 The Freedom of Information Act 2000 Aii Explain why it is important to have secure systems for recording and storing information in a social care setting. All information is to be kept up to date and accurate and stored securely in locked cupboard or with passwords so only certified people can access it. Information is only to be used for a specific purposed concerning to the individual. This is to protect the individual human rights to privacy and confidentiality.
In relation to the legislation the code of practice states. 2.3 respecting confidential information and clearly explaining agency policies about confidentiality to service users and carers. 5.3 must not abuse the trust of service users and carers or the access you have to personal information about them or their property. Home or workplace. 6.1 meeting relevant standards of practice and working in a lawful.
Manual and electronic information storage systems are used so to ensure confidently these actions can be used, locking cupboards/ drawers, have passwords protected files and only allowing access to those who need it. 3. Helping to support others to handle information is also important others can include colleagues, social workers, GP, any third party’s, nurses, pharmacist's and occupational therapists are to name a few. Helping to
* data is kept secure * datat is processed within the persons rights. * data must not be transferred country without appropriate data preotection measures put int place. 2. Be able to implement good practice in handling information 2.1 Describe features of manual and electronic information storage systems that help ensure security There are many manual and electronic options for storing sensitive information these are: manual: * locked cabinet * locked safe * locked cupboards * locked briefcase * lock your office electronic: * appropriate firewall, spyware, malware and antivirus software. * password encrypt your files, emails and computer.
Understand how to handle information in social care settings Task B Prepare a set of guidelines to remind social care workers of best practice in handling information. Bi – Explain how to maintain records so that they are up to date, complete, accurate and legible. All records should be written in clear hand writing and in a language that the service user can understand. Do not abbreviate and only document facts that include the date it occurred and the date you documented it with your name signed with it, fiction and judgement are opinions and aren’t acceptable. Only record what is relevant and evidence based and to make sure everything is written up as soon as possible after the care has taken place.