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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 ******************************** 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 and any attachments are confidential and may also be privileged. Its contents do not constitute a commitment by the Channel Tunnel Group Ltd and/or France-Manche S.A. except where provided for in a written agreement between you and The Channel Tunnel Group Ltd and/or France-Manche S.A. 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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