3.2 Follow agreed ways of working for recording information, storing information, sharing information

3.2 Follow agreed ways of working for: recording information, storing information, sharing information

Handle Information in Care Settings Answers

Care Learning

5 mins READ

This guide will help you answer The RQF Level 2 Diploma in Care Unit 3.2 Follow agreed ways of working for: recording information, storing information, sharing information.


As a health and social care worker, it’s critical to follow specific protocols, known as “agreed ways of working,” particularly when it comes to handling information. These guidelines safeguard the privacy and dignity of individuals and ensure that everyone gets the best possible care. This unit will delve deep into the best practices for recording, storing, and sharing information within the context of your role.

Recording Information

Importance of Accurate Recording

Recording accurate information is crucial. It helps build a clear picture of an individual’s health and care needs. This data assists other professionals in making well-informed decisions about the care and services that the individual requires.

Legal and Organisational Requirements

You must adhere to both legal and organisational requirements when recording information. Guidelines may vary between organisations but generally align with the Data Protection Act 2018 and the General Data Protection Regulation (GDPR).

Key Points to Consider

  • Accuracy: Make sure all information is correct and up-to-date. Double-check details like medication doses, personal details, and care plans.
  • Timeliness: Record information as soon as possible. Delayed recording can lead to errors and outdated information.
  • Confidentiality: Keep information confidential. Only share details with those who need to know to provide care.
  • Consistency: Use the same format and terminology as your colleagues to maintain uniformity.

Methods of Recording

  • Electronic Records: Increasingly, care settings are moving to electronic health records. These are efficient and reduce errors.
  • Paper Records: Some settings still use paper records, which must be kept secure and legible.
  • Verbal Records: Sometimes information is passed verbally. Always follow up with written or electronic documentation to ensure accuracy.

Storing Information

Safe Storage Principles

The way information is stored is crucial to maintaining confidentiality and integrity. Improper storage can result in data breaches and compromised patient safety.

Legal and Organisational Requirements

Like recording, storing information also falls under the regulations specified by the Data Protection Act 2018 and GDPR. Additionally, your organisation will have specific policies on storing information securely.

Key Points to Consider

  • Confidentiality: Store information in a way that only authorised personnel can access it.
  • Security: Use locked cabinets for paper records and password-protected systems for electronic data.
  • Backups: Regularly back up electronic information to prevent data loss.
  • Retention: Follow guidelines for how long you should keep records before safely disposing of them. Some records might need to be kept indefinitely, while others can be disposed of after a certain period.

Methods of Storage

  • Physical: Use locked filing cabinets or secure rooms for paper records. Restrict access to authorised staff only.
  • Digital: Use encrypted databases and secure login credentials for electronic records. Regularly update software to protect against breaches.
  • Cloud Storage: If your organisation uses cloud storage, ensure it complies with GDPR and other relevant regulations.

Sharing Information

Importance of Appropriate Sharing

Sharing information is sometimes necessary for delivering effective care. However, it must be done responsibly to protect individuals’ privacy and rights.

Legal and Organisational Requirements

You must always comply with the Data Protection Act 2018, GDPR, and organisational policies when sharing information. This ensures that information is shared legally and ethically.

Key Points to Consider

  • Consent: Always seek consent before sharing personal information. There are exceptions in emergencies, but these are rare.
  • Need to Know: Only share information with those who need it to provide care. For example, sharing details with a colleague who is not involved in the person’s care is inappropriate.
  • Accuracy: Ensure that the information shared is accurate and relevant. Incorrect information can lead to poor care decisions.
  • Method of Sharing: Use secure methods for sharing information. Face-to-face communication is often best, but encrypted emails and secure portals can also work.

Methods of Sharing Information

  • Face-to-Face: Ideal for discussing sensitive information. Ensure the setting is private.
  • Telephone: Useful in many situations, but care must be taken to verify the identity of the person you’re sharing information with.
  • Email: Always use secure, encrypted email systems. Avoid sharing sensitive information through unsecured channels.
  • Written Reports: Sometimes, a formal written report is necessary. Ensure it is delivered securely and only to the authorised person.

Example answers for unit 3.2 Follow agreed ways of working for: recording information, storing information, sharing information

Here are example answers for a care worker completing Unit 3.2 on following agreed ways of working for recording information, storing information, and sharing information:

Example Answer 1: Recording Information

“Recording information accurately is crucial in my role. For instance, when documenting a care visit, I ensure to note the date, time, and specific details of the care provided. I use electronic records in our system, double-checking all entries for accuracy, especially medications and dosages administered. This ensures that the next colleague reviewing the notes has accurate information to proceed with care.”

Example Answer 2: Storing Information

“In my workplace, storing information securely is a top priority. We use locked cabinets for paper records and password-protected systems for electronic data. I make sure all paper documents, like daily logs and care plans, are properly filed away immediately after use. For digital records, I follow our protocols for regular software updates and password changes to maintain security.”

Example Answer 3: Sharing Information

“Sharing information appropriately is essential for coordinated care. I always ask for consent before sharing any personal details with colleagues or other professionals. There was a time when I needed to share a patient’s medication updates with their GP. I ensured I had the patient’s consent and used our secure email system to send the information, double-checking that all details were accurate and up-to-date.”

Example Answer 4: Legal and Organisational Requirements in Recording

“I am aware of the importance of adhering to the Data Protection Act 2018 and GDPR when recording information. Our organisation has clear policies on what needs to be recorded and how. For example, I always use the agreed-upon terminology and formats in the care records. By following these guidelines, I help ensure we comply with legal standards and provide consistent and reliable information.”

Example Answer 5: Confidentiality in Storing Information

“Maintaining confidentiality when storing information is non-negotiable. I understand that only authorised personnel should access these records. For instance, I never leave patient files unattended on my desk and always lock them away securely. For electronic records, I make sure to log out of the system when I’m finished, and I report immediately if any unusual activity is detected.”

Example Answer 6: Ensuring Accuracy in Sharing Information

“Ensuring the accuracy of shared information is vital for effective care. When sharing details about a patient with another care worker or health professional, I always cross-check the information for accuracy. Once, I had to share a patient’s dietary needs with the kitchen staff. I used a secure communication channel and double-checked the dietary plan to ensure no details were missed. This helped in providing the patient with the appropriate meals as per their care plan.”

These examples are tailored to reflect the common scenarios and responsibilities a care worker might encounter while addressing the requirements of Unit 3.2.


Adhering to agreed ways of working for recording, storing, and sharing information is paramount in the care sector. By following these guidelines, you ensure that individuals receive the highest standard of care while safeguarding their personal information. Always stay updated with your organisation’s policies and legal requirements to maintain best practices. Remember, accurate, secure, and appropriate handling of information is not just a regulatory obligation; it’s an ethical duty to the people in your care.

How useful was this post?

Click on a star to rate it!

As you found this post useful...

Follow us on social media!

We are sorry that this post was not useful for you!

Let us improve this post!

Tell us how we can improve this post?

You cannot copy content of this page