To ensure security of
storing and accessing information, authorised personnel must have to follow
organisational policies and procedures, where guidelines have been prescribed
on how to store and access information securely. However, few standards are
being described here in below –
Storing Information: There are two types of storing system
exist in health and social care settings. They are manual information storing
and electronic information storing. The both methods need to ensure security
before storing information. Manual storing uses a heavy metal cabinet to store
information. To provide security, metal cabinet always have to be locked.
Location of this cabinet should be in an isolated place or out of public areas.
File cabinet should not be left open.
Storing information
electronically means keeping information in electronic device such as computer,
cloud server, portable hard disk (memory disk) and memory card or drive. Any
electronic device is used to store information must be protected by strong
password. If cloud server is being used to store information, then personnel
must have to ensure communication between cloud server and work pc is
encrypted. Work computer should not be left unlocked in public areas. To avoid
accidental data loss we should keep all data backed up in another device or
location, in case of system failure.
Accessing Information: It is a best practice to keep all
data archived and labelled in order to avoid accidental opening of other
person’s file. It is also a best practice, only to bring one file out of the
cabinet at a time while working, rather than stacking all of the files together
on desk. Leave the file cabinet locked after each time of use. Shred any
unwanted paper where any personal or sensitive information is written. Only use
work computer to access file electronically. Make sure there is someone waiting
there for the document, you sending over an email or fax.
However, mistake occurs
unfortunately. In such an unfortunate event, we must contact organisational
information security officer and report it.
