Data Security Awareness Level 1

presented by First name Surname,

Job Title 15pt
Using this slide pack
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• You can use the notes section below the slides to assist with your
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• Make sure you read the notes section below the slides for further
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2
Welcome
• NHS Digital delivers information and technology for
better health and care.
• We have developed this presentation to:
– Help health and care staff use and share information in a
lawful and secure way.
– Promote good practice that should be adapted for your
working environment.

3
Description

• Your organisation is required to provide annual training on topics

such as:
– The Data Protection Act
– The Freedom of Information Act
– The adoption of technology – building and maintaining public trust in how
we use and share information
– Information security policy and procedure
• This presentation provides an overview and guidance and good
practice on the above topics.
• Author: NHS Digital (Data Security Centre and External IG Delivery)
• Duration: Approx. 1 hour

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Learning Objectives

By the end of this session you will understand:

• The principles and terminology of information governance (IG).
• Basic data security / cyber security terminology.
• The importance of data security to patient/service user care.
• That law and national guidance requires personal information to be protected.

And be able to:

• Explain your responsibilities when using personal information.
• Identify some of the most common data security risks and their impact.
• Identify near misses and incidents and know what to report.
• Distinguish between good and poor practice when using personal information.
• Apply good practice in the workplace.

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Why is Data Security important in Health and Care?

• Data Security has always been important. Technology enables us to

deliver a better quality of
• More complex now technology is so central to care
delivery of health and care.
• Use technology so does not pose
unacceptable risk to organisation or patients / Information can be shared
more quickly
service users.
• We all have a duty to protect people’s
information in a safe and secure manner. Powerful analysis can be
performed to improve the
future of care

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Safe data, safe care

• Good information underpins

good care. Patient and service
user safety is supported by:
- Confidentiality
- Integrity, and
- Accessibility.
• Patients / service users must
feel assured that their
information is used
appropriately.
• You can help with this by
following the good practice set
out in this presentation.
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Confidentiality, Integrity, Availability
• Confidentiality is about privacy
and ensuring information is only
accessible to those with a
proven need to see it.
• Integrity is about information
stored in a database being
consistent and un-modified.
• Availability is about information
being there when it’s needed to
support care.

8
Scenario
• Jane falls badly and hurts her leg.
• The paramedics ask Jane for her details and whether she is allergic to any
medications but Jane isn’t sure.
• The paramedics attempt to access Jane’s Summary Care Record,
[Confidentiality – the Paramedics have a proven need to see the record.]
But there is a telephone network outage preventing access.
• The paramedics administer morphine, but Jane is allergic – a fact held on
her record – and goes into anaphylactic shock. [Integrity – the record is
correct and unmodified but was not available.]
• In hospital she is kept in intensive care.
• In this case, the lack of information Availability has had a direct impact on
patient care.

9
Summary

• This section introduced:

– The concepts of confidentiality,
integrity and availability, and
– Why data security is important to
patient and service user care.
• The next section looks in more
detail at the threats to patient and
service user information, and the
legal obligations of all staff in health
and care when accessing patient
information.

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Information and the Law
• We will now look in more detail at managing patient and service user
information in health and care. This section covers:
1. Confidentiality - good practice.
2. The Data Protection Act, including the rights of patients and service users.
3. The Freedom of Information Act, including how to comply.
4. Good record keeping.

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Types of information

• In health and care settings, there are various types of personal

information.
• It is important to be able to identify these different types of
information so that they can be appropriately protected when they are
used and shared.
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Types of information
• In health and care settings, you might see:
– Confidential information.
– Sensitive information.
– Personal information.
– Pseudonymised information
– Anonymised information.
• These different types of information are defined in the
notes section below.

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The Value of Information

• Health and care information is valuable.

• Poor security can cause personal, social and reputational damage.
• Some of the common ways that information is lost:
Losing information,
including paper records, Theft of information, such Insecure storage and
over the phone, via as by clicking on links to disposal of information
faxes, loss of computers fake websites (phishing) leading to loss or theft
or mobiles phones
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Common law duty of confidentiality
• Information that individuals disclose in confidence
should not be used or shared further without a lawful
reason: The lawful reasons are:
– The consent of the individual.
– Where there is a legal reason to disclose information.
– Where there is a public interest justification.
• A decision to disclose without consent should be made
by senior staff.
• Check what the procedure is in your organisation.
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The Caldicott Principles

• Principle 1: Do you have a justified purpose for using confidential

information?
• Principle 2: Is it absolutely necessary to do so?
• Principle 3: Are you using the minimum information required?
• Principle 4: Are you allowing access to this information on a strict need-to-
know basis only?
• Principle 5: Do you understand your responsibility and duty to the subject
with regards to keeping their information secure and confidential?
• Principle 6: Do you understand the law and are you complying with the law
before handling the confidential information?
• Principle 7: Do you understand that the duty to share information can be as
important as the duty to protect confidentiality?

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Confidentiality – Good practice

• We all have a legal duty to respect

the privacy and to use personal
information appropriately.
• The main aspects of confidentiality
good practice are:
– Informing people
– Sharing information for care
– Sharing information for non-care

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Confidentiality - Informing People

• You should inform patients and service users that you are accessing and
using their information.
Explain Give choice
Clearly explain to people how you will use their Give people a choice about how their
personal information and point them to
information is used and tell them whether
additional information about this – for example,
that choice will affect the services offered to
on your organisation’s website, in a leaflet or
them.
on a poster.

Meet expectations
Only use personal information in ways that people would reasonably expect.

• You don't need to obtain consent every time you use information for the
same purpose, providing you have previously informed the individual.
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Confidentiality - Sharing information for care
• Sharing information with the right people can be just as important as
not disclosing to the wrong person.
• Note the duty to share for care where the right conditions are met.

Check Best practices

Ensure that the data protection, record
Check that the individual understands
keeping and security best practices
what information will be shared and has
covered later in this presentation are
no concerns.
met.

Respect objections
Normally, if the individual objects to any proposed information sharing, you must
respect their objection even if it undermines or prevents care provision. Your
Caldicott Guardian or Information Governance lead will be able to advise on what
to do in these circumstances.

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Confidentiality - Sharing information for non-care

• In many cases - obtain consent

• If there is a risk of immediate harm:
- Share first.
- Then inform the person responsible for IG as soon as possible.

Ask Advice Action

Find out who is Discuss the request Provide the
responsible for managing with this person. information only when
information sharing
authorised to do so.
requests in your
organisation.

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Data Protection

Rights under the Act include:

• To be told what personal
information is being used
for.
• To see and have a copy of
your personal information.
• To have objections to
processing considered in
some circumstances.

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Rights of Individuals

• Individuals have rights in relation to their information including:

– Make subject access requests.
– Have inaccuracies corrected.
– Have information erased (where it has not been relied upon to
provide health or care).
– Object to direct marketing.
– Restrict the processing of their information.
• Patient / service users might be able to view their record
online – online access should not reveal information that they
do not already know relating to 3rd parties.

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Data Protection - Good Practice 1

• Follow your organisation’s policies and procedures.

• No surprises - handle people’s information as you’d
expect others to handle your personal information.
• Be open, honest and clear about:
– Why you need personal information.
– What you intend to do with it.
– Who you may share it with.
– How the individual can obtain a copy.

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Data Protection - Good Practice 2
• Remember - patients and service users have a right
to see information recorded about them. So make sure
you:
– Record clearly so that others can rely on your entries.
– Be accurate and keep information up-to-date.
• Follow your organisation’s rules when disposing of
personal information.
• Note the impact of the General Data Protection
Regulation (GDPR).
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The Freedom of Information Act 2000

The Act allows anyone from anywhere in the The Act only applies to information that already
world to make a written request for information exists in a recorded form.
held by a public body.

Coverage - not all organisations have to comply with the Act. Is your organisation type listed below?
• Local authorities, health bodies and regulators, dentists, general practitioners, optical contractors
and pharmacy businesses must comply with the Act.
• Private health and care providers should check their contract for any duty to comply with the Act.
• Charities and similar organisations may deal with FOI requests on a voluntary basis.

25
 Handling FOI requests

• FOI requests should be handled by trained staff.

• Normally, you should not try to handle a request yourself.
• If you are not sure whether a request is BAU or FOI, ask.
• If your organisation is subject to the Act:
– Make sure you know who is responsible for managing
requests.
– Send any FOI requests to the person responsible immediately.

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 Activity - Can you recognise a valid request?
Identify which ones you think are valid FOI requests and Valid Not
which you think are not valid FOI requests valid
A. Please send me a copy of my social care record
B. How many GPs work in the practice?
C. When’s my daughter’s next appointment?
D. How much did the Trust spend on rail travel last year?
E. How many staff have passed their IG training?
F. What services are being considered for closure in the
next year?

27
Record keeping - Good practice

Poor quality information presents a risk

to patients, service users, staff members
and the organisation. It is vital that
records are:
• Accurate and up to date.
- Know ‘what and why’ needs
recording in the correct
system/record.
- Check the information.
- Report errors.
• Recorded and complete.
- At the time events occur.
- Include NHS number.
- Don't create duplicate records.

Seek help if you are uncertain.

28
Scenario
• Bill is seeking treatment for depression and has not told his work
colleagues.
• Due to a data entry error, the clinic contacts him at work rather than
on his personal number.
• His colleague answers, and is mistaken for Bill.
• The colleague discovers Bill’s condition and proceeds to tell other
colleagues.
• Embarrassed, Bill resigns and makes a formal complaint to the
clinic.

This scenario shows the importance of:

• Entering information accurately into the correct systems.
• Verifying identity before disclosing confidential information.
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Summary

• We all have a responsibility to use information lawfully.

• Sharing information can improve speed and quality of
service.
• Make sure it is shared in a secure way.
• Gain consent where necessary.
• Allow individuals to check the accuracy of information
held about them.
• If you are unsure - seek advice from those who are
responsible for IG in your organisation.
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Avoiding threats to data security
This section looks in more detail at potential threats to
the security of information in the workplace.
You will learn about:
• Social engineering.
• Email phishing and malware.
• Good practice for protecting information.

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Social engineering
Those who want to steal data may use tricks to manipulate people to
give access to valuable information. This is called social engineering.

On the phone: A social engineer might call and pretend to be a fellow employee or a trusted
outside authority (such as law enforcement or an auditor).

In the office: "Can you hold the door for me? I don't have my key/access card on me." How often
have you heard that in your building? While the person asking may not seem suspicious, this is a
very common tactic used by social engineers.

Online: Social networking sites have opened a whole new door for social engineering scams.
One of the latest involves the criminal posing as a Facebook "friend”. But you can never be
certain the person you are talking to on Facebook is actually the real person. Criminals are
stealing passwords, hacking accounts and posing as friends for financial gain.
32
The fake ICT Department

• Criminals have set up call centres that make calls to health

organisations or social care providers.
• They ask for your username, password, email address or
other details about where you work.
• They may ask you to click on a malicious web or email link.
• Your ICT department or provider will not need to ask these
types of questions.

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Social Engineering - what you can do

• Always be vigilant:
– When using the phone,
– Receiving unsolicited emails,
– Using social media, or
– Walking around your place of work. Stay Vigilant
• If it’s safe to do so:
– Challenge suspicious behaviour, and
– Request proof of identification.

34
Email phishing and malware
Email though efficient has risks:
• Criminals use email attachments and links to
trick people into providing information.
• Email attachments may be executable files
that contain malicious software (malware).
This is known as phishing and the emails
aim to force you to make a mistake.
• Never give your login details to anyone.
• If you receive an email requesting sensitive
information that looks as though its from a
colleague - double check by phoning the
colleague.
• Do not open links or attachments in
unsolicited emails.
Report suspicious emails to your ICT
department or provider. 35
Phishing - what to do

• Be vigilant:
– Do not install any new software unless authorised.
– Think - Is someone trying to extract or extort
information?
– Discuss issues with your manager and ICT
department/provider.
• If you do identify a phishing email, take these Stay Vigilant
steps:
– Do not reply.
– Select the email, right-click it and mark it as junk.
– Block suspicious email domains.
– Inform your local ICT department or provider - your
organisation is likely to have a process for dealing
with spam.

36
Macros
• Macros are a series of actions that a program such as Microsoft Excel
may perform to work out some formulas.

Always be vigilant - do you trust the source of the document?

37
Malware
• Malicious software (malware) can:
– Be on your computer and evade detection.
– Make your computer run slowly or perform in unusual
ways.
• Your ICT department or provider will:
– Ensure that you have up-to-date antivirus software
installed.
– Assist if you suspect your computer is not performing as it
normally does.

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Good practice - Setting passwords

• Use strong passwords on all your devices to prevent

unauthorised access - use different passwords for each
account.
• Follow simple guidelines to create strong passwords, e.g.
• The National Cyber Security Centre (NCSC) guidance on:
– Setting secure passwords: https://
www.ncsc.gov.uk/blog-post/three-random-words-or-thinkrandom-0 .
– Using a password manager: https://
www.ncsc.gov.uk/blog-post/what-does-ncsc-think-password-manage
rs
.
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Good Practice - Locking Devices

• Lock your device as soon as you stop using it.

• Set passcodes on mobile phones, laptops, PCs and
tablets.
• If you see a colleague's device open and unlocked, lock it
for them and gently remind them to do so in future.
• On corporate mobile devices - activate the lock function.
• Tip: select the Windows Key + L on your keyboard to
quickly lock your laptop or PC.

40
Good practice - Removable drives

• Do not use unauthorised USB

drives.
• Do not plug in any non-approved
devices to charge via a USB cable.
• Scan USB drives before use.
• Ask your ICT department or provider
if you are unsure.
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Good practice - Untrusted websites

• Be vigilant when you visit a website that is declared

"untrusted".
• If a web browser states that you are about to enter an
untrusted site, be very careful – it could be a fake
phishing website that has been made to look genuine.
• A browser may display a red padlock or a warning
message stating ‘Your connection is not private’."

42
 Good practice - Mobile devices
Digital Do’s

• Read, understand and comply with your organisation's policy and

procedures.
• Seek advice from your line manager if any aspects of the policy or
procedures are unclear.
• Store your digital assets securely when not in use.
• Update antivirus software if your digital asset prompts you to do
so.
• Keep regular backups of the data stored on digital assets – store
appropriately, according to your organisation’s policies.
• Report any lost or stolen digital asset to the police immediately.
• Follow your organisation’s incident management procedure.
• Ensure that digital assets and passes are handed back if you are
leaving the organisation.
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Good practice - Mobile devices
Digital Don’ts
• Don’t use your own device for business purposes unless authorised.
• Don’t use work-provided digital assets for personal use unless
authorised.
• Don’t connect your work-provided digital asset to unknown or
untrusted networks – for example, public Wi-Fi hotspots.
• Don’t allow unauthorised personnel, friends or relatives to use your
work-provided digital assets.
• Don’t attach unauthorised equipment of any kind to your work-
provided digital asset, computer or network.
• Don’t remove or copy personal information, including digital
information (such as by email, on a USB stick), off site without
authorisation.
• Don’t leave digital assets where a thief can easily steal.
• Don’t install unauthorised software or download software or data from
the internet.
• Don’t disable the antivirus protection software 44
Good practice - Disposal of confidential information

• Take special care to securely dispose of:

– Paper records that contain confidential information
– Desktop computers
– Servers
– Multifunction devices (e.g. Printers/Photocopiers)
– Laptops, tablet computers and electronic notebooks
– Mobile telephones
– Digital recorders
– Cameras
– USB devices
– DVDs, CDs and other portable devices and removable media.
• Follow your organisation’s processes for secure disposal.

45
 Good practice - Clear desks
• Follow your organisation’s clear desk
policy.
• Do not leave information in unsecure
locations.
• Having a clear desk means reduced
potential for leaving sensitive
information unattended, reducing the
risk of a breach.

46
Summary
• In this section you have learnt about different types of
data security threat, how to spot them, and what to do.
• The learning also covered good practice in the
workplace.
• The last section covers what to do if you identify that a
security incident or breach has occurred.

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Breaches and incidents
• The section covers:
– Identifying breaches and incidents
– Reporting breaches and incidents
– Avoiding breaches and incidents
– Everyday scenarios where information can be lost.

• Covers two categories:

– A breach of one of the principles of the Data Protection Act 1998
and/or confidentiality law.
– Technology-related incidents.

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Different types of incident
Breaches Cyber incidents

Identifiable data lost in transit Phishing email

Lost or stolen hardware Denial of service attack

Lost or stolen paperwork Social media disclosure

Data disclosed in error Website defacement

Data uploaded to website in error Malicious damage to systems

Non-secure disposal – hardware Cyber bullying

Non-secure disposal – paperwork

Technical security failing

Corruption or inability to recover data

Unauthorised access or disclosure

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Most reported breaches in health and care
• From the Information Commissioner trend reports
about breaches and incidents:
– Faxes that are sent to the wrong number or misplaced.
– Lost or stolen paperwork.
– Failure to adhere to principle 7 of the Data Protection Act
1998.

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Incidents using technology
Website defacement
This term is used to describe an attack on a website that changes the content of the
site or a webpage. It may also involve creating a website with the intention of
misleading users into thinking that it has been created by a different person or
organisation.

Social media disclosure Denial of service attack

This term is used to describe the This term is used to describe an attempt
disclosure of confidential or sensitive to make a machine or network resource
information by an organisation’s unavailable to its intended users.
employees through a social media site.

Malicious damage to systems

This term is used to describe what happens when a person intentionally sets out to
corrupt or delete electronic files, information or software programs.

51
Consequences of breaches and incidents

• How can an important decision about a person’s care

be made if:
– Their record was no longer available, was wrong or
incomplete; or
– Someone had tampered with it.
• By now you should understand why security measures
are in place.
• We all need to help ensure that information is
protected in the best way possible.
52
Reporting incidents

In your notification Near misses where

Notify the right team you should include data was nearly lost
Read your about the incident
A data incident takes when, where and or where there was
organisations Fair
place (Typically your ICT what business activity nearly a breach
Use of ICT policy
or IG team) you were conducting should also be
when it happened. reported.

53
Postal breach
The situation - Miss Broom is waiting to receive The organisation’s reaction - The organisation's
information from her social worker. She opens her information governance lead telephones Miss Broom
post one morning and finds that, as well as her own to apologise for the error and asks her to keep the
letter, the envelope contains two further letters letters safe whilst arrangements are made for
addressed to other people. someone to collect them.
Miss Broom contacts the organisation and tells an
administrative officer about the additional letters.
She receives an apology and the promise of a call
back.

Consequences - The organisation wrote a formal apology to Miss Broom and to the two individuals that she received
letters about. Both individuals were deeply concerned that Miss Broom (who they did not know) now knew important
information about them. One of them wrote to their local paper about the breach.
Senior staff in the local authority spent the next two weeks responding to media queries about the number of
breaches the organisation had experienced. The other individual, who had suffered from a similar breach the previous
year, instructed his solicitor to bring legal proceedings against the local authority.

54
Postal checklist

55
Email breach
The situation - Mr. Foster has recently been diagnosed with depression and has joined a
support group to help him through his care.
The organisation emails information to support group members each month. Recently,
they have started to receive emails and phone calls from individuals who are upset about
the disclosure of their names and email addresses to more than 500 people.

The organisation’s reaction - The organisation

undertakes an investigation and finds that a new
member of staff had sent out the email. They had
mistakenly put the list of all the support group
members’ email addresses in the ‘CC’ field –
rather than the ‘BCC’ field – of all the individual
emails.

Consequences - Everyone who received the email could identify who was a member of
the depression support group. The investigation also finds that all existing staff members
involved in sending out emails knew what to do, but had not supervised the new member
of staff.

56
Email checklist
• Before emailing any external parties:
– Check whether it is acceptable to send personal information.
– Confirm the accuracy of the email addresses.
– Check that everyone on the copy list has a genuine ‘need to
know’.
– Use the minimum identifiable information (e.g. NHS number).
– Check encryption requirements.
• Where email needs to be sent to an unsecure recipient:
– Check they understand and accept the risks or
– If you can encrypt the email.

57
Phone breach

• The situation - Joe, a practice manager, receives a call from a

local hospital requesting information about Mrs Smith, one of
the practice patients. He knows she has been referred to that
hospital for cancer investigation so he gives the information to
the caller.

• The result - The next morning, Mrs Smith phones the practice
and tells Joe that her brother-in-law has information about her
health that he can only have obtained from the practice. At that
point, Joe realises he had no proof that the previous day's call
was from the local hospital.

58
Phone checklist

• Where possible:
– Confirm the enquirer’s name, job title and organisation.
– Confirm the reason is appropriate.
– Take a contact phone number, e.g. main switchboard number.
– Check whether the information can be provided - if in doubt,
tell the enquirer you will call them back.
– Provide the information only to the enquirer.
• Record your name and details about disclosure, along
with the recipient’s details.

59
Fax breach

The consequences - This is

What happens - The fax goes
The situation - Rachel works in not the first such error made
to a local golf club where the
a care home and is asked to by Rachel’s organisation and
manager calls the local
fax some service user the Information
newspaper. An embarrassing
information to a local general Commissioner’s Office, once
article about negligence and
practice. However, she is in a informed, carries out an
breach of confidentiality soon
rush and accidentally gets one investigation that results in a
follows.
of the numbers wrong. £100,000 fine.

60
Fax checklist

• If it is absolutely necessary to send information by fax, if

possible:
– Fax personal details separately from clinical details.
– Phone the fax recipient to inform them you are going to send
confidential information.
– Ask the recipient to acknowledge the fax.
– Double check the fax number and use pre-programmed
numbers.
– Use a fax cover sheet.
– Request confirmation that the fax was received.
– Remove the original document from the fax machine.
61
Data security risks 1
Last week, someone in a high
visibility vest visited a Social
Care office as well as a GP
practice. He followed a member
of staff into the building and told
the receptionist that he needed
everyone's details for a
'software update'. He then sold
these details to other criminals.
Let’s find out what else he
found.

62
Data security risks 2
• Doors: Nearly every door was open; even “restricted access” doors
had been propped open to allow for a delivery.
• Visitors: The receptionist was happy to direct him to the server room…
he wasn’t even asked to sign in or show a visitor’s badge.
• Desks: There was so much information in unoccupied office areas. He
randomly dispersed memory sticks on the desks; hopefully someone
will plug one into their machine and it can start installing malware.
• Other areas: The server room door was unlocked, meaning he could
disrupt the server causing connectivity problems.
• As there is so little physical security, he can potentially come and go as
he pleases…perhaps next week.

63
Summary

• In this presentation, you’ve heard why data security is

important, the legal obligations for staff working in
health and care, threats to the security of information,
and how to identify a potential incident or breach.
• Hopefully you can now see why good data security is
important, and why we are all bound by legal
requirements to protect health and care information.
• You should complete the assessment to finish your
training.
64
Module summary
• Having completed this session, you should understand:
– The principles and terminology of information governance (IG).
– Basic data security / cyber security terminology.
– The importance of data security to patient/service user care.
– That law and national guidance requires personal information to be protected.
• And be able to:
– Explain your responsibilities when using personal information.
– Identify some of the most common data security risks and their impact.
– Identify near misses and incidents and know what to report.
– Distinguish between good and poor practice when using personal information.
– Apply good practice in the workplace.

65
Resources
1. The NHS Care Record Guarantee . London: NIGB, 2011.
2. Department of Health. Information Security Management: NHS Code of Pra
ctice
. London: DH, 2007.
3. Records Management Code of Practice for Health and Social Care 2016
IGA, 2016
4. Website of the Information Governance Alliance
5. Caldicott 1 - Report on the Review of Patient-Identifiable Information .
London: Caldicott Committee, 1997
6. Caldicott 2 - Information: To Share Or Not To Share? The Information Gov
ernance Review
. London: Independent Information Governance Oversight Panel, 2013
7. Caldicott 3 - Review of Data Security, Consent and Opt-Outs . London:
National Data Guardian, 2016 66
References
1. Information Commissioner’s Office.
Chelsea and Westminster Hospital NHS Foundation Trust
monetary penalty notice.
2. Department of Health. Confidentiality: NHS Code of Practice.
London: DH, 2003.
3. The National Cyber Security Centre - Creating passwords:
https://www.ncsc.gov.uk/blog-post/three-random-words-or-th
inkrandom-0
.
4. The National Cyber Security Centre - Password Managers:
https://www.ncsc.gov.uk/blog-post/what-does-ncsc-think-pa
ssword-managers 67
Assessment
• Learners are required to undertake an individual assessment to
test their understanding.
• Organisations should ensure assessments are undertaken and
scores are collated so that where necessary, learners with further
questions or struggling with understanding can be supported.
• Learners should attempt all of the following 10 questions, and
then provide the answers for marking according to their
organisation's local processes.
• Organisations should mark and record the scores attained – the
pass mark is 80%

68
Assessment

Question 1: Which of the following statements on the types of information used

in health and care is correct? Tick one option from the answers listed below.
A Personal information applies only to living people
B Personal information applies only to patients
C A person’s name and address are needed for them to be identified
D An unusual name will not identify an individual
E Anonymised information cannot be personal or confidential

69
Assessment
Question 2: Which of the following statements on the topic of confidentiality is
correct? Tick one option from the answers listed below.
A It is not necessary to explain how someone’s personal information
will be used
B It is not necessary to give them a choice about how their personal
information is used
C It is not necessary to tell them before their personal information is
shared for the first time
D It is not necessary to get consent every time you subsequently
share someone’s personal information for the same purpose

70
Assessment
Question 3: Which of the following statements on the Data Protection Act 1998
is correct? Tick one option from the answers listed below.
A The Act only applies to patient or service user information
B The Act only applies to personal information in digital form
C The Act prevents information being shared for health and care
purposes
D Organisations can be fined or face legal action for breaching the
principles of the Act

71
Assessment
Question 4: Which of the following statements on the Freedom of Information
Act is correct? Tick one option from the answers listed below.
A The Act puts a duty on organisations to supply information to
individuals who make a written request
B Individuals can submit a request for information in writing or over the
telephone
C Organisations must respond to a valid request within 10 working
days
D If necessary, organisations have a duty to create new information in
order to meet a FOI request

72
Assessment
Question 5: Which of the following represents an example of good practice in
record keeping? Tick one option from the answers listed below.
A Storing commonly used records in your drawer
B Including each person’s NHS number

C Creating duplicate records for each person

D Preventing people from checking their own details

E Updating records at the end of each month

73
Assessment
Question 6: Which of the following represents an example of good practice in
physical security? Tick one option from the answers listed below.
A Having a sign-in procedure for visitors
B Sharing your ID badge with a colleague who has forgotten his
C Propping open fire doors when the weather is warm
D Leaving service user records on your desk in case you need them
later

74
Assessment
Question 7: Which of the following should not be used to send personal
information unless absolutely necessary? Tick one option from the answers
listed below.
A Post
B Email
C Fax
D Telephone

75
Assessment

Question 8: Which of the following is likely to increase the risk of a breach when
sending personal information? Tick one option from the answers listed below.
A Using a trusted postal courier service
B Verifying the identity of telephone callers
C Using a secure email system
D Leaving messages for telephone callers
E Encrypting any personal information

76
Assessment
Question 9: Which of the following statements best describes how to respond to
an incident? Tick one option from the answers listed below.
A All incidents should be reported

B An incident should be reported only if it results in personal

information being revealed
C An incident should be reported only if it results in personal
information being lost
D An incident should be reported only if it results in harm to a service
user
E There is no need to report an incident

77
Assessment

Question 10: Which of the following is least likely to create a security risk?
Tick one option from the answers listed below.
A Leaving sensitive documents on your desk

B Using a company USB at work

C Using an unauthorised mobile phone for work matters

D Leaving a restricted access door open

78
Assessment

Question 11: Which of the following is characteristic of a secure password?

Tick one option from the answers listed below.

A No more than 5 characters in length

B Contains your username
C Contains a mix of character types
D Similar to previous passwords

79
Assessment

Question 12: Under which of the following circumstances is it acceptable to

use your work-provided digital asset for personal browsing? Tick one option
from the answers listed below.
A To connect to your personal webmail
B If you don’t stay online too long
C When you are working outside the office or home
D Only if you have been authorised to do so by your organisation

80
Assessment

Question 13: Which of the following is the best course of action if you
receive a phishing email? Tick one option from the answers listed below.
A Reply to the email
B Forward the email to your colleagues
C Notify your IT department/provider
D Open the attachments
E Click on the links in the email

81
Assessment

Question 14: Consider the following statement. “If your computer is running
slowly you should disable the anti-virus software.” Tick one option from the
answers listed below.
A This statement is true

B This statement is false

82
Assessment
Question 15: Which of the following represents an example of good practice
in data security? Tick one option from the answers listed below.
A Attaching unauthorised equipment to your work-provided digital
asset
B Updating the anti-virus software on your work-provided digital
asset
C Using your work-provided digital asset for personal reasons not
consistent with your organisation’s policy
D Downloading software or data from the Internet to your work-
provided digital asset
E Connecting your work-provided digital asset to an unknown
network

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End
• You have reached the end of this presentation.

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