How to Archive Guide within the care industry.pptx

Archiving guide for care providers

1. Service Guide to Archiving To This From This

2. “To you it’s just paperwork, to me – it’s my whole life.” My life was dumped in this box and left in the garage Why is Archiving important?

3. Remember – there are consequences when using data, if we don’t follow our procedures: Heavy Fines of up to €20 million, or 4% of the firm’s worldwide annual revenue. Open to Hackers. Loss of business. Loss of reputation of The Trust. Loss of systems. Loss of information. Unable to support our people.

4. Data Breaches in 2023 – So far

5. What you will need… Shredding bags. Archiving boxes. Archiving envelopes. Sticky labels to go on your envelopes. The Documents & Data Retention Rules (GOV0929GUID) – available on SharePoint under the Archiving tile.

6. Service Documents Archiving your service documents (e.g., sign-in book, Comms book, etc) will be exactly the same, but the retention period will be different. All documents from the year before should be kept in service – please check the Documents & Data Retention Rules document for this information if you are unsure. Staff meeting Jan to Dec 2022 Destroy End Dec 2028

7. Throughout the year, keep a labelled envelope in your filing cabinet for each type of document for each of your individuals. Ann Other’s Support Plan is due a review. So, what do you do with the old Support Plan? Put it in an envelope and type your service name and ‘Ann Other’s Support Plans 2023’ on a label. Stick the label to the envelope, and each time it’s reviewed add the previous Support Plan to this envelope. At the end of the year, your archiving is already done! Top Tip

8. DO… Keep all documents separate – service, document type, person, year . Keep all of one individuals' envelopes together. Type on the labels for the envelopes exactly what is inside. Take off any staples and paperclips before adding documents to envelopes. Seal the envelopes. DO NOT… Put any poly pockets or hard back books inside the envelopes. Mix different document types together. Mix different individuals’ documents in one envelope. Use abbreviations or initials. You must use the full name of the individual and service.

9. What your archiving should look like… Service Name Ann other support plans Jan to December 2023

10. Archiving previous Individuals information If we have stopped supporting the Individual then you type on the label: Your service name, then the individual’s name, what it relates to, and THE DATE THAT THE PERSON LEFT US Please type this updated information on any of their envelopes that you have for them. Update the Administrator with this information through the Admin Requests on SharePoint. The Administrator will update the individual’s archived records. Details of Item Service Name Ann Other support Plans May to November 2021 Left 22 June 2022

11. Individuals Finances Archiving our Individuals finance documents (e.g., petty cash, reconciliation sheets, etc) is exactly the same, but the retention period is 7 years , therefore it will have a destroy date for 7 years after the current financial year.

12. Individuals Finances Put all the contents of the finance for that person that we support, individual receipts, petty cash slips and balance sheets into A5 envelopes in month order, removing staples. W rite the service name, Name of the Individual, Finances and month and year on the envelope. These must be put into one large brown archiving envelope (labelled as per the process), at the end of the financial year . Service House Ann Other Finances Jan to Dec 21 Destroy End Dec 2028

13. Service-Related Documents Archiving your service documents (e.g., sign-in book, Comms book, staff meetings, etc) will be exactly the same, but the retention period will be different as it will have a destroy date. All documents from the year before should be kept in service.

14. Security DO NOT… Leave archiving unattended.

15. DO… Lock archiving and shredding bags away when it’s unattended. Be aware of who is using the room/area where the archiving is stored. Travel in pairs with archiving. Security