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Explain what actions to take when there are concerns over the recording, storing or sharing of information

This page is designed to answer the following questions:

NOTE: This page has been quality assured for 2021 as per our Quality Assurance policy.

If you have concerns about the recording, storing and sharing of information, you should inform your manager immediately so that they can investigate and take action.

This could be because you have witnessed bad practice, agreed ways of working not being followed correctly or there has been a breach of confidentiality. You may also have suggestions about how to improve a policy or procedure or have queries about an agreed way of working.

As well as informing your manager verbally, it is prudent to make a written statement of your concerns and sign and date it, especially if the concern is serious as it may be needed as evidence at a later date.

After informing your manager, they should take action to minimise any damage caused and take measures to prevent it from happening again in future. Your manager should keep you informed of what steps they have taken.

If you feel that your manager is not taking your concerns seriously or no action has been taken, you should escalate it following your organisation’s whistleblowing policy and procedure. This will usually mean taking your concern to a more senior level of management or a dedicated department (in larger organisations).

If your concern is still not dealt with, you have a duty to report it to an external agency, such as the Information Commissioner’s Office (ICO). Your organisation’s whistleblowing policy will guide you through this.