This page is designed to answer the following questions:
- 2.6 Use Information Communication Technology (ICT) systems for the collection and storage of information (Level 4 Diploma in Adult Care, Develop, Maintain and Use Records and Reports)
NOTE: This page has been quality assured for 2023 as per our Quality Assurance policy.
For this assessment criterion, you will be required to demonstrate how you use Information Communication Technology (ICT) for the collection and storage of information.
These days, there are now very few care organisations that use a paper-based system for information collection and storage. Digital computer systems are now the norm, due to the lower costs of technology (compared to previous generations) and the ease at which information can be recorded, stored and shared.
Some of the ways in which you may use ICT systems include:
- Recording the daily notes of service users
- Writing and reviewing care plans
- Collection, collation and representation of data from client satisfaction surveys
- Creating staff rotas
- Budgeting and forecasting
ICT systems can be accessed by a variety of devices including desktop computers, laptops, tablets and mobile phones. You may also use connected peripherals, such as printers, scanners and photocopiers.
Any system that is used to store personal data, whether it be on a laptop, server or in the cloud must be secure and comply with data protection legislation. ICT and data storage systems will need to be protected from viruses, malware and hackers. A robust ICT security strategy will include antivirus software, firewalls and sufficient user training. Systems should have regular backup facilities so that information can be restored if it is lost due to hardware failure or user error. Systems should also allow granular permissions to be set on information so that team members only have access to the information that they are authorised to view.
It is also important for there to be policies and procedures for the secure storage of information and that all staff receive sufficient training.
Staff should understand the importance of keeping their passwords secure and locking their computers when they leave them to prevent unauthorised access to information.