Working on the move
If your work takes you from place to place, let records management principles travel with you. Use information in a systematic way, so you, your colleagues and the public benefit from a true record.
A true record is reliable. It's your evidence of what you've done, what you've tried to do or what you plan to do. It should be kept in a secure system so that those who need it can find it.
Keep the record - destroy the rest
Managing information properly includes disposing of it properly. This is especially important if the information is classified as controlled or restricted, is commercially sensitive or relates to identifiable individuals. A risky approach to disposing of confidential information can cause trouble, ranging from mild embarrassment to serious harm.
To get it right, get to know the retention rules used by your department or service. This will help you work out whether the information you hold is part of a record. A record is stored in a designated system or case file.
Plan for the worst - aim for the best
If you are visiting someone's home or workplace, take responsibility for the information you use. The Information Commissioner's Office website is full of cautionary tales about what happens to people and organisations that don't. It helps to be a pessimist, just for a minute. Imagine the worst thing that could happen with your confidential information, then plan accordingly.
If you work with confidential information with you, you should:
- use only what you need - data minimisation means capturing only the information required for your role
- keep it secure when not in use - in a designated store, not left in your car
- create an information safe haven whether working electronically or on paper
- apply the right security classification - in Word, use sensitivity settings on the home tab
- transfer key information into record keeping systems - your notebook is not a record, and neither is your laptop's documents folder
- destroy papers you have finished with by visiting an office to use a confidential waste bin
Your service's records
The safe haven guidance says your manager's role is to ensure records are adequately protected and risk-managed. If you spot a problem, report it right away.
Minimise risks to your record keeping system by using it correctly. You should be:
- technically aware: keep software skills up-to-date and ask about extra training if you are struggling - human error is a big risk factor
- procedurally aware: know what to do with your record keeping system, not just how it works - check your service's staff manual, especially the recording policy if working for children's services or adult social care and health
- ethically aware: remember the records do not belong to you - your duties give you privileged access
This is not always straightforward. What if working on the move allows you little time for training or reading policies? What if the procedures don't mention the IT device you use? What if you don't have any IT device?
There are too many potential problems and solutions to list. But if something isn't working, don't just soldier on - talk to your manager and other colleagues. Work out a solution together.
Your working processes
The solution should not rely on paper if you can help it. Go electronic if you can. Could you save time on typing up handwritten notes by using a laptop as you talk to a client? Could an online form cut out some of the hard copy paperwork?
If you switch to managing information electronically, it is important to work in approved systems, to know what you keep, where you keep it, and when you can dispose of it.