Hi
I can say with a recent experience that if a fire is hot enough, notes do not remain no matter
The type of cabinet!
Jacqui
Sent from my iPhone
> On 15 May 2014, at 21:28, "[log in to unmask]" <[log in to unmask]> wrote:
>
> I am assuming that the rationale for a metal fire-resistant cabinet is that
> some/all of the records may be salvagable in the event of a fire.
>
> Anne
>
>
>> On 15/05/2014 11:51, "Dawn Veal" <[log in to unmask]> wrote:
>>
>> Lesley,
>>
>> Interesting as I was always advised metal and fire resistant but had a
>> 'discussion' with a Director here this am on this as he said it doesn't need
>> to be metal and its guidance only... I will be interested as well.
>>
>> D
>>
>> -----Original Message-----
>> From: [log in to unmask] [mailto:[log in to unmask]] On Behalf
>> Of Bamford, Lesley
>> Sent: 15 May 2014 11:15
>> To: [log in to unmask]
>> Subject: Re: [OCC-HEALTH] SECURITY AND STORAGE OF MEDICAL OH AND HS NOTES
>>
>> Hi All,
>>
>> I have a question related to this topic. Sorry for hijacking it but others may
>> be interested too. The company I work for has moved to new premises and is
>> spending lots on new office furniture. I now share an office with the health
>> and safety manager so cannot lock up every time I leave (I have a separate
>> medical room where I see employees and go for privacy but too small for
>> cabinets). My old grey metal filing cabinets have been chucked out and I have
>> been provided with a lockable, large wooden cupboard with a section of hanging
>> files for my notes. It looks lovely and co- ordinates beautifully with all the
>> rest of the brand new office! It locks securely and only I have the key so I
>> have no problems with that but my worry is that because it's wooden it's not
>> fire proof. Can any one point me in the direction of any legislation that says
>> it must be? And if the company are reluctant to provide them who's
>> responsibility is it if the notes get destroyed in a fire? The building has
>> fire safety doors and sprinklers etc.
>>
>> Many Thanks
>>
>> Lesley
>>
>> -----Original Message-----
>> From: [log in to unmask] [mailto:[log in to unmask]] On Behalf
>> Of Teresa Goodyear
>> Sent: 15 May 2014 09:46
>> To: [log in to unmask]
>> Subject: Re: [OCC-HEALTH] SECURITY AND STORAGE OF MEDICAL OH AND HS NOTES
>>
>> Hi Dawn,
>> I have an office at my base site (Ware) where all files are stored- locked
>> cabinets. I hold a bunch of keys that go with me whatever site I might be on-
>> there are the room/office key plus cabinet keys. I have 2 ladies that support
>> me part-time with admin who also hold the same set of keys.
>>
>> They do not allow access to the room when I am not there if people want a
>> quiet area to work- this was as a result of this being abused in the past and
>> the room was being left in a mess and also unlocked so the access was
>> withdrawn.
>>
>> I have to transport notes from one site to another which I do in a bag which I
>> padlock. This bag is not left in my car overnight. When at other sites, I do
>> have some designated areas which have a pedestal draw unit in which I lock
>> notes in when I am there. For the London sites I cover, I have to use meeting
>> rooms and store the notes in my padlocked bag.
>>
>> I am aware that most of the engineers who work on site have master keys for
>> all room access as do security as most of the maintenance work is done over
>> the weekend. We have just had new smoke detectors fitted which meant that
>> access was needed over the weekend. Security and our engineers are aware that
>> this room contains medially confidential information and needs to be locked up
>> when any work has been finished. I have been told that the 'moves and
>> changes' department could get master keys for my cabinets but again we have a
>> system that if a request is made, I have to be made aware and give the final
>> say so as no-one should require a key to my cabinets.
>>
>> As for cleaning this is done when one of my admin supports is on site
>> (2-3x/wk) as she lets him in and supervises him and locks up when he is done.
>>
>> Regards
>>
>> Terri
>>
>> Terri Goodyear
>> Occupational Health Advisor
>> CBS WREF Services
>>
>> Johnson Controls on behalf of GSK
>> Email [log in to unmask]
>> Mobile +447772 910272
>> Tel +441920 883853 (Ware) or +441438 790290 (Stevenage)
>>
>> This message is for the named person's use only. It may contain confidential,
>> proprietary or legally privileged information. No confidentiality or privilege
>> is waived or lost by any mistransmission. If you receive this message in
>> error, please immediately delete it and all copies of it from your system,
>> destroy any hard copies of it and notify the sender. You must not, directly or
>> indirectly, use, disclose, distribute, print, or copy any part of this message
>> if you are not the intended recipient.
>>
>> Please be advised that all e-mail communication relevant to assisting in the
>> management of the OH process will be printed and entered into the individual's
>> OH file. This may therefore be disclosed under the Data Protection Act (1998).
>>
>>
>> -----Original Message-----
>> From: [log in to unmask] [mailto:[log in to unmask]] On Behalf
>> Of Dawn Veal
>> Sent: 14 May 2014 17:02
>> To: [log in to unmask]
>> Subject: Re: [OCC-HEALTH] SECURITY AND STORAGE OF MEDICAL OH AND HS NOTES
>>
>> Thanks Sarah,
>>
>> What is a data controller? IT? Admin person?
>>
>> We have two sets one with me and one with my Tech who is also on NMC reg.
>>
>> Dawn
>> ________________________________________
>> From: [log in to unmask] [[log in to unmask]] On Behalf Of Sarah
>> Monaghan [[log in to unmask]]
>> Sent: 14 May 2014 16:53
>> To: [log in to unmask]
>> Subject: Re: [OCC-HEALTH] SECURITY AND STORAGE OF MEDICAL OH AND HS NOTES
>>
>> Hi Tracey
>>
>> I don't allow anyone into my room without me being there and my business
>> respect this. This way there is no risk to data protection.
>>
>> Does your organisation have a data controller? If so you could allow them to
>> have a key just to the room and not the cabinets, for maintenance purposes.
>> The data controller would have a contractual responsibility to
>> confidentiality.
>>
>> Not sure if this helps
>>
>>
>> -----Original Message-----
>> From: [log in to unmask] [mailto:[log in to unmask]] On Behalf
>> Of Campbell Tracy
>> Sent: 14 May 2014 16:45
>> To: [log in to unmask]
>> Subject: Re: [OCC-HEALTH] SECURITY AND STORAGE OF MEDICAL OH AND HS NOTES
>>
>> Hi Dawn
>>
>> Are your cabinets secured & locked ?- if so & there is no patient data around
>> I don't really see it as a problem although it's probably not ideal.
>>
>> If the cabinets are not locked then I would see it as a very different matter
>> - probably a potential Data Protection breach as sensitive personal
>> information is not being held securely.
>>
>> regards
>>
>> Tracy Campbell
>> Occupational Health Advisor
>> RGN, SCPHN
>> Occupational Health
>> Eurotunnel, UK Terminal
>> Ashford Road, Folkestone
>> Kent CT18 8XX
>> 01303283736
>> [log in to unmask]
>> " Please be advised that all e.mail communication relevant to assisting in the
>> management of the OH process will be entered into the individuals OH file.
>> This may therefore be disclosed to the client under the Data Protection Act
>> (1998)"
>> In order to comply with Data Protection guidelines, if there is an attached
>> document it will be password protected and should only be opened and viewed by
>> the relevant manager, who should then ensure the file is held safely and
>> securely. If you believe you should not have been contacted in relation to
>> this matter, please respond to or contact the sender immediately.
>>
>>
>>
>>
>> -----Original Message-----
>> From: [log in to unmask] [mailto:[log in to unmask]] On Behalf
>> Of SUBSCRIBE MRO-FORUM Anonymous
>> Sent: 14 May 2014 16:38
>> To: [log in to unmask]
>> Subject: [OCC-HEALTH] SECURITY AND STORAGE OF MEDICAL OH AND HS NOTES
>>
>> Hi All,
>>
>> Please can you all help me as I cant find what I need.
>>
>> I had a situation at work where I found both my doors to OH open. I have one
>> to screening area and one to my office. In the screening area my metal filing
>> cabinets store files and then I have another metal unit for filing forms etc.
>>
>> Although no ones notes were out I felt very concerned to find my doors had
>> been opened ( by a person who I did not know had been given the keys) and that
>> she went home and left the door open all night. As this person is not part of
>> OH and I doubt has signed a confidentiality agreement I was absolutely
>> shocked.
>>
>> The reason was facilities needed access and as I work part-time and was not in
>> the facitlities supervisor had asked if she has some keys and she opened the
>> door. they then left said man unsupervised and later went home without
>> ensuring either doors were locked or that someone was informed to take that
>> responsibility.
>>
>> I thought their were only 2 sets of keys mine and the spare that the admin
>> person and my technician use.
>>
>> I have raised the issue and tried to explain the seriousness of the situation
>> and the implications but was told that ' facilities must have access to my
>> rooms due to insurance reasons'.
>>
>> I need you the oracle to give me some links to explain how the security is set
>> up ie locked metal fire proof cabinets and locked doors and restricted access.
>>
>> Today is my day off and yesterday I spent half my day sorting keys speaking to
>> managers ref this and ensuring the area was secure.
>>
>> The man who needed access asked me in the morning if he could test my unit and
>> I explained I was off today but if he came at 2.30pm yesterday I would be
>> leaving but my Tech would be there to 3pm to allow access and supervision.
>>
>> Today on my day off I had a call from HR to say the man needed access (
>> clearly had not come when he said yesterday) and that if I couldn't tell them
>> where keys were they would be breaking in as the man was only in today and had
>> to test my unit. I advised I did not agree to this and they should speak to HR
>> director as she was aware of situation ( she was not around) and so I said the
>> Facilities managers manager was aware discuss with him.
>>
>> I am expecting a real issue tomorrow so really need you all to help me out so
>> I can prove that OH notes etc need to be restricted and stored this way.
>>
>> If I am wrong please advise ASAP.
>>
>> I cannot see why they need access without us. Even if a fire was behind the
>> door they would not be opening it would they? as that's not safe and would
>> vacate and leave to fire brigade.
>>
>> I have searched but can only find about retention, transfer and need to be a
>> bit more specific.
>>
>> Can you help please.
>>
>> I thought there was something on here recently but it was ref retention and
>> transfer.
>> Thank you in advance Dawn
>>
>> ********************************
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