I would hardly think that this presents a problem. If there is only one
Nick - then that is OK.
I did work at one place some years ago - a small unit, where there was
already a Nick and my boss wanted to call me Nicholas - which I rather took
exception to!
The second Nick would be referred to as Nick L.
In small organisations the email address might be just the
[log in to unmask]
Clearly when there are two people of the same name, they would need to be
differentiated.
Presumably there are staff logbooks where the first name is generally used
for informality - presumably the same simple differentiation is used where
there are two with the same first name.
Indeed I see that you are [log in to unmask] Clearly if there was more than one Toby,
the second would have to be Toby2@ or whatever - same difference.
Nick Landau
----- Original Message -----
From: "Toby Davison" <[log in to unmask]>
To: <[log in to unmask]>
Sent: Thursday, July 27, 2006 3:25 PM
Subject: [data-protection] Log Books and CSCI Inspections
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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