There are several ways of helping other practitioners to understand the different systems used to record information in adult care settings.

You could explain the different systems to them or have them go on training to learn about them.

Another method would be to have them shadow you when you are using the systems so that they can watch and learn. You could then let them try to use them and monitor them to make sure that they do it correctly.

The importance of handling information securely can be conveyed to others by explaining the consequences of not protecting the personal data of others. This can include consequences to the individual such as social exclusion or fraud as well as consequences to the professional including disciplinary action, dismissal and legal action.

Another method would be to ask them how they would feel if their own personal information was passed onto others without their consent.

Legal requirements and codes of practice ensure that social care workers handle information in the correct way and without breaking the law.

This means that personal and sensitive data is stored securely and is only accessible by those that are authorised to do so. Social care workers may only share information if it is absolutely necessary. They must respect the rights of the person that they have information about by obtaining their consent before sharing information about them and ensuring they keep this information confidential. Information must be kept up-to-date.

Legislation or Codes of Practice relating to handling information in social care settings  include:

• The Data Protection Act 1998
• The Freedom of Information Act 2000
• The Health & Social Care Act 2008 (specifically, Essential Standards)
• ICO Data Sharing Code of Practice

Prepare a set of guidelines to remind social care workers of best practice in handling information.

In the guidelines, you must:

Bi Explain how to maintain records so that they are up to date, complete, accurate and legible.

Bii Describe how to ensure records are stored securely.

Biii Describe how to ensure security when reading or making entries into records.

Biv Describe any special feature of different storage systems that help to ensure security.

BEST PRACTICE FOR HANDLING INFORMATION

Guidelines for Social Care Workers

These guidelines are written for social care workers and aim to explain best practices for handling information including record maintenance, storage and security.

Record Maintenance

All records should be written neatly and legibly in black ink and should be clear, concise, factual and accurate. Any errors should be clearly marked by putting a line through it and initialing and all forms should be completed pro-forma. This will ensure that all records are understandable to anyone reading them and all the necessary details are included.

Records should be completed as soon as is practicably possible so that it is fresh in your memory and should be kept up-to-date. They should be completed in private with no risk of being observed by unauthorised individuals. The time, date, your signature and printed name should be included on all records to ensure transparency and accountability.

Record Storage

Records should be stored in accordance with legislation, company policies and best practices.

This means ensuring they are stored in a safe place that cannot be accessed by anyone unauthorised. This may mean in a locked room or a locked drawer.

Records should not be removed from the workplace unless absolutely necessary and returned to secure storage as soon as they’ve been updated.

Electronic records should be stored securely as well with password protection and permissions so that only authorised personnel can access them.

Records should be kept only for as long as needed and then disposed of properly (e.g. shredded).

Ensure Security When Reading/Updating Records

As mentioned previously, records should only be read or updated in a secure and private location that is free from prying eyes. You should also ensure that nobody can overhear you when talking about personal information. Once you have finished reading or updating, the records should be returned to their secure storage immediately. Electronic documents should not be left open on a computer if you have to leave. You should either close them once you have finished or lock your computer if you move away from it.

Special Features of Storage Systems

Paper records are usually stored securely in cabinets or drawers that are protected by a lock and key. They will also be stored in a locked room. Only authorised people will have access to them because only they will have the key.

Electronic records should always be password protected and stored on secure computer systems. Only people that have the password or have been given authorisation on their user account will be able to access them.