Yes, totally agree. When the chips are down -the more safeguards in place
the better.
Anne
On 16/05/2014 07:58, "Dawn Veal" <[log in to unmask]> wrote:
> agree
>
> -----Original Message-----
> From: [log in to unmask] [mailto:[log in to unmask]] On Behalf
> Of Jacqui
> Sent: 16 May 2014 07:51
> To: [log in to unmask]
> Subject: Re: [OCC-HEALTH] SECURITY AND STORAGE OF MEDICAL OH AND HS NOTES
>
> 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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>>> lfT%2FETV
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>>> D%0A&s=225674c0798cd39c2b2b87d815336312ca7319a1d304fb7f4a29b7bff2b58b
>>> a0
>>>
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>>> cgi-bin/f
>>> ilearea.cgi?LMGT1%3DOCC-HEALTH&k=RjJLq6b3Zyt2uZDzSWkh%2Bw%3D%3D%0A&r=
>>> wXuzOhjUx
>>> nqNWzIUjflfT%2FETVkypyh2vSQMgEC%2FgFFE%3D%0A&m=qX37VcHhzQi5S0zbSdZkTK
>>> aHIw92g9d
>>> 2B%2B%2FFusC2XvY%3D%0A&s=54904334895a366921d65dcbf0847e72be88ab8e709e
>>> b2a9806a0
>>> 872ead4b6b1
>>>
>>> NOTICE: This e-mail message and any attachments are confidential and
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>>> lists/occ-health.html&k=RjJLq6b3Zyt2uZDzSWkh%2Bw%3D%3D%0A&r=wXuzOhjUx
>>> nqNWzIUjflfT%2FETVkypyh2vSQMgEC%2FgFFE%3D%0A&m=wUWF2Pn2Z8pil6WKJqu4uW
>>> hEtheoE7y6v2GtaH7p5Io%3D%0A&s=925c4ac0067281951deacf863bf05887423e8d4
>>> af930c49834bf034b31f7710a
>>>
>>> CONFERENCES AND STUDY DAYS:
>>> https://urldefense.proofpoint.com/v1/url?u=http://www.jiscmail.ac.uk/
>>> cgi-bin/filearea.cgi?LMGT1%3DOCC-HEALTH&k=RjJLq6b3Zyt2uZDzSWkh%2Bw%3D
>>> %3D%0A&r=wXuzOhjUxnqNWzIUjflfT%2FETVkypyh2vSQMgEC%2FgFFE%3D%0A&m=wUWF
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>>> 9ea3245abe133dffc853494656acea6657525eb4a66
>>
>> ********************************
>> Please remove this footer before replying.
>>
>> OCC-HEALTH ARCHIVES:
>> https://urldefense.proofpoint.com/v1/url?u=http://www.jiscmail.ac.uk/l
>> ists/occ-health.html&k=RjJLq6b3Zyt2uZDzSWkh%2Bw%3D%3D%0A&r=wXuzOhjUxnq
>> NWzIUjflfT%2FETVkypyh2vSQMgEC%2FgFFE%3D%0A&m=wUWF2Pn2Z8pil6WKJqu4uWhEt
>> heoE7y6v2GtaH7p5Io%3D%0A&s=925c4ac0067281951deacf863bf05887423e8d4af93
>> 0c49834bf034b31f7710a
>>
>> CONFERENCES AND STUDY DAYS:
>> https://urldefense.proofpoint.com/v1/url?u=http://www.jiscmail.ac.uk/c
>> gi-bin/filearea.cgi?LMGT1%3DOCC-HEALTH&k=RjJLq6b3Zyt2uZDzSWkh%2Bw%3D%3
>> D%0A&r=wXuzOhjUxnqNWzIUjflfT%2FETVkypyh2vSQMgEC%2FgFFE%3D%0A&m=wUWF2Pn
>> 2Z8pil6WKJqu4uWhEtheoE7y6v2GtaH7p5Io%3D%0A&s=d1dabfb6825d79b2040949ea3
>> 245abe133dffc853494656acea6657525eb4a66
>
> ********************************
> Please remove this footer before replying.
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> -health.html&k=RjJLq6b3Zyt2uZDzSWkh%2Bw%3D%3D%0A&r=wXuzOhjUxnqNWzIUjflfT%2FETV
> kypyh2vSQMgEC%2FgFFE%3D%0A&m=wUWF2Pn2Z8pil6WKJqu4uWhEtheoE7y6v2GtaH7p5Io%3D%0A
> &s=925c4ac0067281951deacf863bf05887423e8d4af930c49834bf034b31f7710a
>
> CONFERENCES AND STUDY DAYS:
> https://urldefense.proofpoint.com/v1/url?u=http://www.jiscmail.ac.uk/cgi-bin/f
> ilearea.cgi?LMGT1%3DOCC-HEALTH&k=RjJLq6b3Zyt2uZDzSWkh%2Bw%3D%3D%0A&r=wXuzOhjUx
> nqNWzIUjflfT%2FETVkypyh2vSQMgEC%2FgFFE%3D%0A&m=wUWF2Pn2Z8pil6WKJqu4uWhEtheoE7y
> 6v2GtaH7p5Io%3D%0A&s=d1dabfb6825d79b2040949ea3245abe133dffc853494656acea665752
> 5eb4a66
>
NOTICE: This e-mail message and any attachments are confidential and intended
> solely for use of the intended recipient. If you are not the intended
> recipient, you should not review, retransmit, convert to hard copy, copy, use
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> Please remove this footer before replying.
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Please remove this footer before replying.
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