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The HSe determines how long we keep records in health surveillance instances and most follow the principles for the keeping of health records as followed by the NHS. I will have a look and see if our trust document can shed any light and as we were just audited on health record storage and security, I will see if i can pick out some points and send them to you. On sarah's point, checking guidance anywhere you can gives you a flavour for best practice. However, I am not sure that OH can ever be categorised as a priority in an emergency. I know that I particular work hard to convince my users that we are NOT an emergency service. Having just completed my Trust emergency planning document, we are a 'necessary, desirable service' the lowest priority for return of services in an emergency. Our records are 'occupational health' medical records not 'primary care' medical which would of course make the difference. Susan Gorton Occupational Health Department Manager Occupational Health Department, Level 3 Ormond House, 26-27 Boswell Street, London WC1N 3JZ Mob: 07833294568 Tel: 020 7813 8554 Ext 0247 Fax : 020 7813 8355 Email: [log in to unmask] From Sept 2010 I am on study leave on Tuesdays throughout the academic year >>> Sarah Witwicka <[log in to unmask]> 12/05/2011 07:29 >>> Hi Jacqui I've only just learned that according to the law, your local authority could provide advice and assistance on this one. "The Civil Contingencies Act 2004 requires organisations designated as Category 1 responders (emergency services, A&E hospitals, Primary Care Trusts, local authorities, Health Protection Agency, Maritime & Coastguard Agency, Environment Agency) to maintain plans to respond to emergencies. It also requires them to make provision for ensuring that their ordinary functions can be continued. The Act also requires local authorities to provide advice and assistance to businesses and voluntary organisations in relation to business continuity management. This duty is an integral part of the Act’s contribution to building the UK’s resilience to disruptive challenges". Source: Braintree District Council: http://www.bllrf.org.uk/downloads/bcp_handbook.pdf There's a neat little guide in the back. S :-) Date: Wed, 11 May 2011 11:48:46 +0100 From: [log in to unmask] Subject: Re: [OCC-HEALTH] IT Back up systems- file storage To: [log in to unmask] Hi thanks for the replies so far both on and off list...like I said...swahili. My IT boffin is happy to set up online back up of files which I can access but asked if there were any specific criteria or guidance which has to be met in relation to medical records. Jacqui From: Susan Gorton <[log in to unmask]> To: [log in to unmask] Sent: Wed, 11 May, 2011 11:14:33 Subject: Re: [OCC-HEALTH] IT Back up systems- file storage Hi Jacquie, I go back as far as Atari tape driven systems and then Apple with 7 inch screens!!! The principle is encrypted systems i.e have a code to open it only you know if you are going electronic, either as desk top, laptop or seperate device and back up at least weekly if not daily. You might wish to consider buying on line data storage that you can web access that has automatic back up. You will need to be able to archive and delete electronic records according to protocol. If you go for paper I suggest you buy a scanner with a feeder and scan all written documents onto electronic and destroy the paper in a confidential shredded manner (not strips, you need the kind that makes it into little bits. Tempus may give you some advice about how their system might work in different scenarios. Good luck Sue Susan Gorton Occupational Health Department Manager Occupational Health Department, Level 3 Ormond House, 26-27 Boswell Street, London WC1N 3JZ Mob: 07833294568 Tel: 020 7813 8554 Ext 0247 Fax : 020 7813 8355 Email: [log in to unmask] From Sept 2010 I am on study leave on Tuesdays throughout the academic year >>> jacqui livock <[log in to unmask]> 10/05/2011 22:35 >>> Hello all This may not be a question high on the list of OH nurses in larger industries/public sector, but as a self employed independant practitioner I am seeking advice. I have met with an IT person today with a view to sorting my technology out...being a nurse I can understand most language using body language and gestures however IT is complete swahili to me- hence the search for a boffin. My boffin has asked me some questions..... I am hoping that the list can advise in relation to IT systems and information security. The data protection act says we have to protect the info...but does not contain practical advice. Does anyone know if there are any specific guidelines/policy/criteria in relation to back up requirements for medical information/records/health surveillance etc? given we need to keep it for a substantial length of time. Whilst I recall reading in the dark distant past that paper records are supposed to be stored in fireproof cabinets with limited key access and sprinklers as far as possible. What happens with electronic, computer stored info? For those who manage electronic information, Can I ask about back ups.....those with paperless systems, how is your information backed up? is it physical on an exernal hard drive or internet back up providers/servers? what guarantees do companies such as tempus/cohort give?do you check for these when purchasing their service or take it as read that they meet any guidance criteria? If you use a hard drive/lap top/desk top system....do you have a theft and fire contingency plan? If you have an internet back up do is there any requirements of the back up provider, the HMRC and more recently a gaming provider spring to mind in relation to losing/publishing information. So many questions...but then I am a nurse who learned on a BBC basic with a 7 inch floppy disk or a ZX spectrum with a tape deck and a copy of manic miner and jet set willie! Jacqui Jacqui ******************************** Please remove this footer before replying. OCC-HEALTH ARCHIVES: http://www.jiscmail.ac.uk/lists/occ-health.html CONFERENCES AND STUDY DAYS: http://www.jiscmail.ac.uk/cgi-bin/filearea.cgi?LMGT1=OCC-HEALTH ********************************************************************************************************* This message may contain confidential information. If you are not the intended recipient please inform the sender that you have received the message in error before deleting it. Please do not disclose, copy or distribute information in this e-mail or take any action in reliance on its contents: to do so is strictly prohibited and may be unlawful. Thank you for your co-operation. ********************************************************************************************************* ******************************** Please remove this footer before replying. OCC-HEALTH ARCHIVES: http://www.jiscmail.ac.uk/lists/occ-health.html CONFERENCES AND STUDY DAYS: http://www.jiscmail.ac.uk/cgi-bin/filearea.cgi?LMGT1=OCC-HEALTH