2.2. Demonstrate practices that ensure security when storing and accessing information

Course- Level 3 diploma in care (RQF)

Unit 9 – Promote Effective Handling of Information in Care Settings

L.O 2 – Be able to implement good practise in handling information

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2.2. Demonstrate practices that ensure security when storing and accessing information

According to this rule, confidential records may be retained on computer systems, and the number of individuals with access to these systems is maintained to a minimum. Data protection law may be followed by restricting access to these records to those who have the requisite password.

Some granular permissions may be utilized so that only specific senior staff members are permitted to make changes to data, and digital audit trails should be created to record any changes—this avoids inadvertent or purposeful erasure of information.

To maintain security, it is imperative that the log-out password of an administrative assistant (or whoever is using the computer) is not shared with others and that they must exit their workstation whenever they leave to ensure that individuals with physical access to their computer do not have access to unauthorized information while they are away.

The records are usually saved on the hard disc of the local computer, but, if possible, they should be saved on a secure networked server or cloud-based site. Regular backups should be done to help against data loss in a catastrophic event, and these backups should be kept in a separate, secure location.

This is most likely your organization’s security policy to encrypt data when transmitted to other devices for further security. To maintain the integrity of the computers and networks being utilized, software such as antivirus and firewalls is appropriate.

Procedures to protect the system

Even though we have spoken about some of the measures you should take to protect the protection of private information in your work environment, it is imperative to point out that each workplace is distinct and will have distinct systems and methods of working. You will need to know your organization’s rules and procedures and the working methods for handling sensitive information before you can appropriately and safely manage it.

This kind of organizational policy is one example of a rule that would exist inside your organization, which may be stated as, for example, that all paperwork on the folks you support must be saved on a server and not transferred to a local computer. For example, some companies may have regulations on the usage of flash drives or installing personal software on company-issued laptops.

To retain information in paper-based systems, data might be colored as a means of easier recognition (e.g., black lever-arch files are used to store care plans and financial data, whereas green lever-arch files are used to store insurance information). To have free access to the records, you must request permission before making copies of documents and guarantee that personal information does not leave the facility.

All personnel should know how to disclose a security breach – this is often done by reporting to your manager. Although this is the case, it is possible that organizations employ data officers who are charged with handling certain data.

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