4.1 Overview
The Code contains detailed instructions on how to design a record keeping system for the type of records managed. For social care providers its useful to consider the management of paper and digital records.
Digital records offer many advantages over paper records. They can be accessed simultaneously by multiple users, take up less physical storage space and enable activities to be carried out more effectively, for example, through the use of search functions and digital tools.
Digital information must be stored in such a way that, throughout its lifecycle, it can be recovered in an accessible format in addition to providing information about those who have accessed the record.
Digital continuity refers to the process of maintaining digital information in such a way that the information will continue to be available as needed despite advances in digital technology and the advent of newer digital platforms. Digital preservation ensures that digital information of continuing value remains accessible and usable.
4.2 Managing off-site records
It is vital to highlight the importance of actively managing records stored offsite. This applies to both paper records and records stored in cloud-based solutions. Managing off-site records effectively will ensure that:
- there is a full inventory of what is held offsite
- retention periods are applied to each record
- a disposal log is kept
- there is evidence of secure disposal of records and information
When considering using offsite storage, organisations should consider the following:
- Instruction: The care provider must provide clear instructions relating to all processing of offsite records including destruction of the records.
- Access to site: Access to the storage site should be possible to be able to exercise due diligence.
- Retrieval: Organisations will need to agree how their records will be retrieved and what timeframe they will be returned. An example would be to ensure that you can retrieve them to dispose of when the minimum retention period has been reached.
