1. Identify legislation and codes of practice that relate to handling information in social
care settings?
There are several legislations and codes of practice that relates to handling information. The
Data protection Act 2008 is a law that protects a persons personal privacy and upholds the
individuals rights. This Act gives the right to the people that the information is held about,
and non-compliance to this act is a criminal offence. There is the freedom of information
Act 2000 this Act gives you the right to ask any public body for all information they have on
the chosen person. If there is a good reason, the organization must provide this
information within 20 days. The care quality commission also apply rules and regulations
that need to be followed. Now they have the legal right to close a home down if they don’t
follow the procedures. Any information that you write about a individual has to be the facts
and must be written clearly in readable handwriting. All the information that you write
must be dated and signed.
2. Explain how legal requirements and codes of practice inform practice in handling
information?
The main points to the legal requirements are, to keep information on a need to know
basis, and any information that is shared with you is to be kept private and confidential
unless the service user tells people or says otherwise to you. Never discuss anything in
earshot of anyone else, and always keep everything under lock and key. The enforceable 8
principles are: Fairly and lawfully processed, processed for limited purposes, adequate and
relevant and not excessive, accurate. Not to keep longer than necessary, processed in
accordance with the data subjects rights, kept secure and finally, not transferred to
countries without adequate protection.
Understand good practice in handling information in social care setting
1. Explain how to maintain records that are up to date, complete, accurate and legible?
In my health and social care setting, there are individual care plans that give up to date and
relevant information regarding the individual's senses and communication and what their
choices are about their care and what kind of life style they want to live. Risk assessment are to
ensure their safety when moving around and what skin care the individual needs. Also what
their personal need and preferences they want. The Care plans that are used in my health and
social care setting are person centered and put the individual at the heart of their care . You
cannot give care without care plans, as you cannot give medication without Medicine
Administration Records (MAR) charts.
1. Describe practice that ensure security when storing and accessing information?
By following information governance procedures, this ensures confidential information is
not disclosed. Never leave the information unattended and make sure to store the
information in a secure environment e.g. metal locker with padlock. To ensure that you
keep username and password secret and to never save the username and password on the
computer. Try not use the computer, fax, scanner and photocopier for your own personal
use, especially the use of Internet and email. When sending information over the Internet
or using mobile phones without encrypting files this is classified as a breach of security.
2. Describe features of manual and electronic information storage systems that help
ensure security?
Electronic storage systems and use of a database are methods of filing using a computer
system. Files are stored on the computer. There are many advantages of using a database.
This is a space saving method as the files are stored on hard drives, file servers or floppy
discs which are much more compact than filing cabinets. Files are easily updated and
edited. Database filing can be safer, as the files can be protected by passwords. Information
is more readable and accessed easily for being printed out if required. Specific information
can be accessed by searching the database, rather than ploughing through sheets of
information to find the part you need. Files do not need to be organized in any particular
order as files can be accessed at the touch of a button. Special precautions must be taken
to safeguard computerised data against loss or corruption. By keeping a back up duplicate
copies of the information on disks in a secure place just incase things go missing. Arranging
for personal passwords to be used by staff authorized to have access to the data. The
passwords should be changed regularly. Always ensure that the use of codes are only
known to the users of documents or files. Make sure that the files and disks are locked to
prevent data being altered or added. Features of manual and electronic information storage
systems are helped to ensure that security is in place. A proper storage system will help you
to find documents quickly to keep files safe and free from damage to ensure the office is
kept in an orderly fashion to store together documents which fall into the same category to
saves space in the office. Manual storage systems involve storing documents by hand in a
filing cabinet. Manual systems need more equipment than electronic systems. There are
many types of equipment which can be used. The most widely used manual system is the
vertical filing cabinet. Files are kept in drawers and are stored in filing pockets one behind
the other.
Understand how to support others to handle information
1. Explain how to support others to understand the need to secure handling of
information?
By supporting others to handle information this ensure that they understand the need for
secure of handling information. Staff should have access to relevant, compulsory training in
information governance. This will support others to put into practice the guidance and
procedures from information governance and ensure that others understand the importance of
secure record-keeping and making sure that the information that is being reported is accurate
and sufficient information to the appropriate people and sharing relevant information relating
to any changes in an individual’s personal details, condition or care needs; ensure that others
are familiar with these changes. Experienced members of staff can promote this which shows
good practice.
3.Explain how to support others to understand and contribute to records?
By supporting others to handle information and to understand how to contribute to records
and the need for secure-handling of information. You should ensure that others now how to
access relevant, compulsory training e.g. in information governance. This is in place to support
others to put into practice the guidance and procedures. This ensures that others understand
the importance of secure record-keeping and enabling others to contribute to manual and
electronic records. For example reporting accurate and sufficient information to the
appropriate people, sharing relevant information relating to any changes in an individual's
personal details, condition or care needs and to ensure that others are familiar with procedures
for reporting incidents relating to any breach of information security such as missing, lost,
damaged or stolen information or records. While collecting the information to remember to
consider the age, sex, cultural and religious background as this can affect who colleagues will
speak with, especially when the subject is about a personal, intimate nature regarding the
individuals accessing care or support. Also explain to individuals accessing care or support that
the information collected will be stored securely and explain that colleagues in the care team
may need to see the information collected but that duty of care means to seek permission of
individuals accessing care or support before sharing the information. Remember to give the
individuals time to think about their answers and that you are listening this shows that you are
interested and want to understand everything that they are telling you. Make sure not to
interrupt and don’t put answers into individuals head and give them time to answer. Be patient,
and use simple words, and do not correct the them. Always check your understanding by asking
questions, summarizing what they are saying. Promote a person centered approach.
