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Standard 14: Handling Information

Overview

This short standard explores best practices for recording, storing and sharing information, the importance of using secure systems and reporting concerns or errors.

Many of the assessment criteria in this standard are the same or similar to the Level 2 Diploma Unit Handling Information in Care Settings. To avoid repetition, where there is overlap there will be links to the corresponding Level 2 Diploma question.

Contents

Study Guide

14.1a Describe the agreed ways of working and legislation regarding the recording, storing and sharing of information

Legislation is the law that governs the handling of information and agreed ways of working are your organisation’s policies and procedures.

You can find out more about legislation pertaining to handling information here. The primary acts that deal with information handling are:

  • Data Protection Act 2018 (including GDPR)
  • Freedom of Information Act 2000

Your organisation’s agreed ways of working and information management systems will have been designed to ensure that you comply with the law when recording, storing and sharing information, so you should always follow them.

Of course, agreed ways of working will be different for each organisation.

Your organisation may use hand-written or digital (computer-based) records or a combination of the two. Some paperwork may only be able to be completed by authorised persons. You may need to seek permission from a manager before you share information or be able to make the decision yourself.

It is important that you are familiar with how your organisation operates.

14.1b Explain why it is important to have secure systems for recording, storing and sharing information

There are several reasons why it is important to have secure systems for recording, storing and sharing information, especially in care settings.

This is fully explained here, however a brief overview of reasons for using secure systems is provided below:

  • To comply with the law
  • To adhere to company policy
  • It is an ethical and moral obligation
  • To protect the rights, privacy and confidentiality of individuals
  • It is best practice

14.1c Demonstrate how to keep records that are up to date, complete, accurate and legible

To comply with the law and your organisation’s policies, it is important that you ensure the records you complete are up to date, complete, accurate and legible.

This is discussed in depth here.

14.1d Explain how, and to whom, to report if they become aware that agreed ways of working have not been followed

If you become aware that agreed ways of working are not being followed, it is very important to report it to the relevant person. Usually, this will be your line manager.

You have a duty of care to the individuals you support and a responsibility to your employer to report any bad practices. Not doing so could lead to a possible security breach or even prosecution.

Your agreed ways of working will provide guidance on how you report any concerns you have.

You can find further information about reporting concerns relating to handling information here.

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