Could you not use books similar to those used to record accidents for H&S, which only record
one incident on each page. The pages are then torn out, one copy going to the individual as a
record of what is written and one copy going into your secure files? That way, all the
necessary info is collected but not disclosed.
Samantha
On 27 Jul 2006 at 15:25, Toby Davison wrote:
Dear colleagues,
I wonder if I can lean on some advice.
Here at the Together Trust we own a number of young peoples
residential homes. These homes are inspected regularly by the
Commission for Social Care Inspections (CSCI). Each home will have a
daily log of events as well as books that record any incidents
(absconding, violence etc). Especially in the log books there may be
details regarding three or four young people on the same page. Up
until now the full names of the residents have been used. The CSCI
inspectors are now saying that this is breaching Data Protection and
confidentiality. Instead some inspectors are saying to use first names
only whilst others are saying use the initials of the residents.
I have a problem with this for future use. It is certainly feasible
(and has been the case) that we could have more than one person in a
unit with the same first name at the same time. What happens in 10m
years time when all the relevant young people and quite probably all
the members of staff have moved on and there is an investigation
conducted by the police, quite feasibly someone may be accused of
doing something that someone else did. The same situation could arise
if we had a John Wright and a James Warburton and their initials were
used. Access to the logbooks is controlled and only those members of
staff responsible for the young people are authorised.
My gut feeling is that the inspectors are worried that if a policeman
comes knocking the whole log book would be turned over. This is not
the case we only supply the relevant data required for their
investigation and will redact all other data relating to other
individuals. By the same token I would suggest that the name John who
is in ****** residential home is also personal data (assuming he is
the only John in the unit at the time), as we hold other information
that would identify him.
Has anyone else come across this and does it make sense?
Thanks
Toby
Toby Davison
Archivist/Records Manager
The Together Trust
The Together Trust Centre
Schools hill
Cheadle
Cheshire SK8 1JE
0161 283 4815
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