Data Management

Question 1

How can you ensure data security?

Answer 1

• Ensure that all files or written information of a confidential nature are stored in a secure manner and are only accessed by people who have a need and a right to access them
• Ensure that all files or written information of a confidential nature are not left where they can be read by unauthorised people
• Refrain from sending emails containing sensitive work-related information to their personal email address
• Check regularly on the accuracy of data being entered into computers
• Always use the passwords provided to access the computer system and not abuse them by passing them on to people who should not have them
• Use computer screen blanking to ensure that personal data is not left on screen when not in use.

Question 2

What are the different types of data?

Answer 2

• Name, address, phone numbers - for individual and next of kin
• CVs and other information gathered during recruitment, references from former employers
• National Insurance numbers, tax codes
• Job title, job descriptions and pay grades
• Conduct issues such as letters of concern, disciplinary proceedings
• Holiday records, terms and conditions of employment, training details
• Internal performance information, sickness absence records, medical or health information