Electronic Record Systems The Service Provider will maintain an electronic recording system that “the System” documents all of the information below as a minimum, including the ability to provide the data required against Appendix 1: KPIs and Appendix 2: Management Information. Electronic Records Name Risk Assessments (Council and Service Provider) Gender Support Plans Date of birth Case notes Nationality Assessments Ethnicity Education and employment details Religion Visitors log National Insurance Number Incident logs Passport Number Safeguarding alerts (each member of the family) Disability/impairment/other health issues Social worker details and contact Medical registrations and appointments Social worker visit dates Electronic attachment of care pathway plans, education plans etc. Start and end date of placement The System needs to meet the requirements of the Council and shall be capable of recording dates for every interaction and producing a report of key areas in a chronological format. Any other information that the Service Provider intends to collect in relation to this contract will be advised in writing to the Council and not collected until express written consent is obtained from the Council. The System used will be hosted in the United Kingdom (UK) or on a fixed server maintained by the Service Provider. Any systems that operate outside of the UK in a based environment or any other environment where servers are not within ‘cloud’ the UK, shall only be permitted where the express written authority of the Council is sought and obtained, following due diligence by the Council. The System and any associated hardware will follow these broad principles: Will only be accessible by authorised staff within the organisation Password protected where sensitive personal, identifiable information is held Passwords will not be shared Held on a fixed server (unless hosted elsewhere and not by the Provider) that is maintained in a room or building that can be locked when there is not a member of staff presence Fixed desktop PCs and laptops will be maintained in lockable room or building Portable media eg. Laptops/netbooks/tablets will not be removed from the – Centre unless security can be reasonably guaranteed The Service Provider must implement secure Wi-Fi and not permit portable media to be used on any unsecured or public network within or outside of the office
Electronic Record Systems The Service Provider will maintain an electronic recording system “the System” that documents all of the information below as a minimum, including the ability to provide the data required against Appendix 1: KPIs and Appendix 2: Management Information. Electronic Records Name Gender Date of birth Nationality Ethnicity Religion National Insurance Number Passport Number (each member of the family) Social worker details and contact Social worker visit dates Electronic attachment of care pathway plans, education plans etc. Start and end date of placement Risk Assessments (Council and Service Provider) Support Plans Case notes Assessments Education and employment details Visitors log Incident logs Safeguarding alerts Disability/impairment/other health issues Medical registrations and appointments The System needs to meet the requirements of the Council and shall be capable of recording dates for every interaction and producing a report of key areas in a chronological format. Any other information that the Service Provider intends to collect in relation to this contract will be advised in writing to the Council and not collected until express written consent is obtained from the Council. The System used will be hosted in the United Kingdom (UK) or on a fixed server maintained by the Service Provider. Any systems that operate outside of the UK in a ‘cloud’ based environment or any other environment where servers are not within the UK, shall only be permitted where the express written authority of the Council is sought and obtained, following due diligence by the Council. The System and any associated hardware will follow these broad principles: Will only be accessible by authorised staff within the organisation Password protected where sensitive personal, identifiable information is held Passwords will not be shared Held on a fixed server (unless hosted elsewhere and not by the Provider) that is maintained in a room or building that can be locked when there is not a member of staff presence Fixed desktop PCs and laptops will be maintained in lockable room or building Portable media – eg. Laptops/netbooks/tablets will not be removed from the Centre unless security can be reasonably guaranteed The Service Provider must implement secure Wi-Fi and not permit portable media to be used on any unsecured or public network within or outside of the office
ps2017539-itt-lacplacements-appendix2c-v01.docx