4.2. Describe how to ensure the security of data when sharing information

This guide will help you answer 4.2. Describe how to ensure the security of data when sharing information.

Sharing information in health and social care settings is necessary for delivering quality care. It ensures professionals can communicate effectively, coordinate care, and act in individuals’ best interests. However, it’s equally important to protect the security of data during this process. Failing to secure data can lead to breaches of confidentiality, harm to individuals, and legal consequences. In this guide, we will look at how to maintain data security when sharing information.

What are the Data Protection Laws?

Laws provide strict guidance on handling data in the UK. The primary legislation governing this is the Data Protection Act 2018, which incorporates the principles of the General Data Protection Regulation (GDPR). These laws dictate how information should be collected, stored, shared, and disposed of.

Principles include:

• Data must be collected for a specific purpose.
• It must be kept accurate and up to date.
• Only necessary information should be processed.
• Data must be kept secure against unauthorised access.
• It should only be shared with authorised individuals who have a legitimate reason.

Failing to comply with these laws can result in fines, loss of public trust, or reputational damage. Everyone handling personal data must follow these legal requirements.

Types of Personal Data

Personal data refers to information that identifies individuals. Examples include names, addresses, and contact numbers. Sensitive data includes information such as medical records, health conditions, race, ethnicity, religion, or criminal history.

When sharing sensitive data, extra care must be taken to prevent misuse. If inappropriate people gain access to this information, it could result in discrimination or distress for the individual involved.

Protecting the Confidentiality of Information

Confidentiality means keeping information private and only sharing it with those who need it. This protects an individual’s right to privacy and helps build trust between professionals and service users. To safeguard confidentiality:

• Seek permission from the individual before sharing their data wherever possible.
• Use secure methods to communicate information.
• Limit shared details to the minimum necessary to meet the purpose.
• Keep records documenting who accessed or shared the data and why.

Maintaining confidentiality is also a legal requirement. If it’s breached, the organisation and individual responsible may face disciplinary action, fines, or legal consequences.

Using Secure Communication Methods

Secure communication is vital for protecting data. There are different ways to share information, and each method must be secure to prevent unauthorised access or interception.

Emails
Use encrypted email systems approved by your organisation for sending sensitive data. Encryption scrambles the content so it cannot be read without the correct key. Avoid using personal email accounts for professional communications.

Phone Calls
When sharing information over the phone:

• Confirm the recipient’s identity before discussing any details.
• Ensure you cannot be overheard by unauthorised individuals.
• Avoid giving sensitive information unless it’s an emergency.

Paper Documents
Keep physical documents locked away when not in use. If you need to transport them, use a secure envelope. Avoid leaving documents unattended, even briefly.

Digital Sharing Platforms
Use platforms that meet your organisation’s security standards. These often require login credentials and encrypt data as it is shared. Avoid using unapproved platforms for transferring information.

Following Organisational Policies

Every organisation has policies on data protection and information sharing. These are in place to adhere to laws and protect service users. Familiarise yourself with these rules and follow them consistently.

Policies may include guidelines on:

• Who has access to sensitive data
• How records should be stored
• What can be shared and under what circumstances

Managers and data protection officers can offer advice if you’re unsure about procedures.

Authorising Access to Information

Information must only be shared with people who have the authority to access it. Check whether the recipient has a valid reason for requesting the information, such as providing care or conducting legal action.

Use access control systems such as passwords, PIN codes, or keycards to protect digital and physical storage. Revoke access when it’s no longer required.

Training and Education

Proper training helps staff understand how to secure data. Many organisations provide courses or workshops covering topics like:

• GDPR compliance
• Recognising data breaches
• Using secure communication methods
• Reporting concerns about data use

Through training, staff can learn their responsibilities and the risks involved in sharing information incorrectly.

Encrypting Data

Encryption is a technological process that makes data unreadable to anyone without a decryption key. Whether it’s a file being shared electronically or a USB stick used to transport records, encryption ensures that if the data is intercepted, it remains protected.

To encrypt data:

• Follow software guidelines from your organisation.
• Set strong passwords for encrypted files.
• Test the encryption process to ensure the information can still be accessed by those who need it.

Secure Disposal of Data

When information is no longer needed, dispose of it securely. Don’t simply throw away paper records or delete files. Use proper methods like:

• Shredding paper documents
• Using software to permanently delete digital files
• Wiping old hard drives before recycling or donating devices

Disposal is part of maintaining security throughout the full data lifecycle.

Reporting Breaches

Sometimes mistakes happen, and a breach of security occurs. Get familiar with your organisation’s reporting procedure for these situations. Reporting helps the organisation respond appropriately, protect affected individuals, and learn how to prevent future incidents.

If you suspect a breach:

• Inform your line manager or data protection officer.
• Document what happened and when.
• Take steps to secure the data and prevent further risk.

The quicker breaches are reported, the better organisations can limit the damage.

Keeping Passwords Secure

Passwords are one of the simplest tools for securing information, but they’re not effective if they’re weak or shared. Best practices for passwords include:

• Using combinations of letters, numbers, and symbols.
• Avoiding dictionary words or easily guessed personal details.
• Not writing passwords down where others can access them.
• Setting different passwords for different systems.

Change passwords periodically to reduce the risk of them being compromised.

Using Two-Factor Authentication

Two-factor authentication (2FA) adds an extra layer of security. It usually requires a password plus a second confirmation method, such as:

• A fingerprint scan
• A code sent to your mobile phone
• A physical security token

Implementing 2FA wherever possible strengthens data protection.

Monitoring and Auditing Records

Organisations should have systems that monitor who accesses information and when. Auditing records keeps a log of actions, ensuring accountability and spotting any unauthorised access or potential misuse.

If irregularities are found during audits, investigate them and take corrective action. Monitoring creates transparency within the organisation.

Minimising Data Collection

Only collect the information necessary for delivering care. Avoid recording excessive details unless they’re required by law or critical to the individual’s care. Keeping minimal amounts of data reduces the risk of sharing more information than needed.

Secure Data Transfers

When transferring data—whether electronically or physically—take precautions to protect it during transit. Examples include:

• Encrypting files before sending them.
• Using secure postal services that track items.
• Ensuring computers or devices used to share data have up-to-date antivirus software.

Secure transfers are especially important when sharing information outside your organisation.

Communicating the Purpose of Sharing

Always explain why information is being shared. If discussing sensitive details with colleagues or external providers, clarify the reason for sharing it. This builds trust with the individual whose data is being handled and prevents misunderstandings.

How a Culture of Security Benefits All

Encouraging professionalism and accountability regarding data helps everyone involved. When individuals know their information is secure, they feel respected and valued. It reinforces trust between service users, staff, and organisations.

Final Thoughts

Protecting the security of data while sharing information requires both legal awareness and practical actions. From encryption to organisational policies, every measure matters. Following the proper procedures creates a safe framework for communication and protects individuals’ right to privacy.