1 | P a g e I n f o r m a t i o n S h a r i n g P o l i c y
Information Sharing
Policy
1.6 Why do we share information with other
1. Introduction
organisations?
Key information is shared with other
organisations to:
1.1 Sharing information across organisational and
• Assess need, service delivery and
professional boundaries can bring many advantages,
treatment;
not least to ensure effective co-ordination, integration
• Assure and improve the quality of care and
of services and multi-agency working
treatment;
• Protection of Children and Adults at risk
1.2 Information sharing does of course present risks and
Monitor, report and protect public health;
these need to be managed correctly. It is important to
•
have a clear framework in place which adopts good
Manage and plan future services;
•
practice. We are committed to sharing information
Facilitate commissioning of services;
where it is appropriate to do so, whilst ensuring that this
Manage risks;
•
is done in a fair and transparent way which is in line with
Comply with court orders;
rights and expectations of service users.
• Prevent of crime or disorder; Investigate
complaints or potential legal claims;
1.3
Sharing can take the form of:
• Comply with medical reports / insurance
• a reciprocal exchange of data;
requests;
•
•
one or more organisations providing data to a third
Audit agencies’ accounts and performance;
party or parties;
• Comply with statutory notification of
• several organisations pooling information and
births, deaths and infectious diseases;
making it available to each other;
• Provide data for medical, health or social
• several organisations pooling information and
care research (subject to ethical approval);
making it available to a third party or parties;
• Support the evacuation and care of
• different parts of an organisation making data
vulnerable residents during emergency
available to each other; or
incidents
•
•
exceptional, one-off disclosures of data in
For statutory returns and requests.
unexpected or emergency situations.
• Council Framework
• The council has an overarching Partnership
1.4
Why do we share information within the Council?
Information Sharing Protocol [LINK] which
• Key information is shared within a defined structure
outlines our commitment to ensuring the
to: Improve knowledge of and access to information
security, privacy and lawful sharing of
and data;
personal data.
• Eliminate duplication in the process; Enhance value
• Signatories to this document are required
for money;
to meet the best practice standards
• Improve service provision as services can be better
outlined in the document. We actively
aligned to needs;
promote and encourage our key partners
• Improve joint service provision;
who we routinely share information with,
•
to sign up to our protocol to facilitate
Improve targeting and ability to divert resources
where they are needed.
better
collaborative
working
and
information sharing.
2 | P a g e I n f o r m a t i o n S h a r i n g P o l i c y
2. Important To Know?
•
Information Sharing Policy examines
secure ways in sharing information with
other organisations and individuals.
2.1 Understand when information should
•
Surveillance & CCTV Policy examines the
be shared.
use of privacy invasive technology such as
2.2 Use the two checklists as a handy step
CCTV
by step guide through the process o f
deciding whether to share personal
data. One checklist is for systematic
4. Who Does This Policy Apply To?
data sharing, the other is for one off
requests to share personal data
4.1 Remember, ALL officers working for the
https://ico.org.uk/media/for-
Council or partners/ agency staff, contractual
organisations/documents/1067/data_s
third party suppliers and agents and partners
haring_checklists.pdf
working on behalf of the council must abide
by all our Information Management
Framework policies or an IMT approved
3. Want To Know More?
equivalent standard when dealing with any
council information. Failure to comply with
•
Information Management Policy sets
the Data Protection Act or this policy could
out the information management
result in disciplinary action.
framework and all the key documents
•
Information Lifecycle Policy sets out
practical guidance on managing the
5. Who Does What?
information lifecycle from creation,
maintenance and disposal of information
•
Public Access to Information Policy sets
out how the public may request access to
information held by the Council
•
Data Protection & Privacy Policy
examines how we should protect an
individual’s privacy against the need to
fulfil and maintain public functions
See
Roles and Responsibilities Information
Management Team
•
Information Security Policy looks at
measures we can all take to protect See Roles and Responsibilities, specific functions
information held and
Information to this policy include:
Systems Access policy which defines how • Collation and oversight of the corporate
user access to networks and systems are
Information Sharing Register
administered
• Review and approval of al Information
Sharing Agreements and Protocols
•
Working flexibly in or out of the office
Working out of the office or at home,
think about what extra measures you
Information Asset Owners
need to take when handling information.
3 | P a g e I n f o r m a t i o n S h a r i n g P o l i c y
See Roles and Responsibilities, specific functions
6. How is this policy reviewed?
to this policy include:
• Identify staff who have justified purpose to
This policy will be reviewed annually or more
access Service User Identifiable Data and
frequently if required eg by changes in
obtain authorisation from the Caldicott
legislation.
Guardian
Performance measures for this policy will include:
• Organise the removal of staff rights to SUID
• Routine checks of ISA’s will be undertaken
where access is no longer justified
to ensure they remain up to date and fit for
purpose
Information Management Governance Groups
See Roles and Responsibilities, specific functions
to this policy include:
Document Control
• The IMGG is responsible for ensuring that
ISAs are put in place where required within
Title
Information Sharing policy
their service areas.
Document
Document which provides and
• They are responsible for ensuring they are
Description overview with regards to
appropriately reviewed in a timely manner
Information Sharing.
and the corporate Information Sharing
Version
V.2.0
Register is kept up to date.
Date
March 2018
Created
Caldicott Guardian
Status
Draft
Document
1) Information Management
See Roles and Responsibilities, specific functions
Owner
Team
to this policy include:
2) Richard carter
• The
Adults and Communities Caldicott
xxxxxxx.xxxxxx@xxxxxx.xxx.xx
Guardian and
Family Services Caldicott
Last Review March
Next
March
Date
2018
Review
2020
Guardian are responsible for review and
Date
authorisation of ISAs that relate to service
Approval
IMGG
Date
25
user identifiable information
Chain:
Approved
May
2018
Managers
See Roles and Responsibilities, specific functions
Version Control
to this policy include:
• Ensuring team members are aware of
Version
Date
Author
Reason
Information Sharing responsibilities
number
for New
• Ensure all Information Sharing arrangements
Version
are formalised through the creation of
V1.0
Feb 2011 Lucy
Initial
Information Sharing Agreements.
Wicks
draft
V2.0
Mar
Richard
New
2018
Carter
policy
format
4 | P a g e I n f o r m a t i o n S h a r i n g P o l i c y