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Summary securing data
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ensuring data is safe
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Amina AnwarUnit 4
4.1/C
Records that are kept in different settings are maternity records and adult social care
records are kept in different settings. Maternity records are kept in different settings
so they are safe and secure 25 years after the birth of the child. Adult social care
records are kept in different settings for 8 years.
Two ways staff can makes sure paper data is secure when accessing it is to ensure
that they are not left unguarded and there are security systems in place. If they are
left unguarded then this means that they are likely to be seen by someone else. This
means your personal information might be shared with others. Security systems
such as a filling cabinet and a record to show who has accessed the paper data
should be installed in order to ensure that you know exactly who accessed the data.
Another method of keeping paper data safe is ensuring that if someone has
accessed the paper data then it should be returned ASAP and not be left unguarded.
Whenever someone wants to access paper data there should always be a member
of staff with them. By having a member of staff with them they can ensure that paper
data will be returned.
Two ways staff can ensure computer data is secure when accessing it is no
passwords are shared and cannot use their access to look at family records. No
passwords should be shared because they may use it to look at other information
such as family records. By sharing passwords you are risking confidentiality because
there is risk of someone misusing their access. Someone may look at someone
personal information such as their address and contact number. They are not
allowed to look at family records because they may share confidential information
with others.
One method staff can ensure paper data is secure when storing is it should be in a
secure location and must be kept in a lockable cabinet. This ensures that only a few
people have access to it. They will need a member of staff with them so they can
access it because they will have access to a key. This ensures that someone is
aware of when someone wants to access the records.
Another method staff can ensure paper data is secure is that they can have offsite
storage. Offsite storage is used for copies of data so if a record is lost or destroyed
there would always be a copy. It is important to have copies of data so there would
be one more than one way to access the data.
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