Email And Personal Productivity Software

Published Date: 02 Nov 2017

In every childcare setting information, must be carry out in the correct way. Such as:

Adequate relevant and not excessive.

Accurate

Not kept longer then necessary

Processed in accordance with the data subject’s right

Secure

Not transferred to countries that don’t have adequate protection.

Fairly and lawful proceeded.

Processed from the limited purpose.

Relating to confidentiality

Paper –based documentations

Electronic – based documentations

In every day you will gain and share a variety of information. Sometime this be orally transmitted or some written confidentiality information. It is very important that you think about how you are maintaining the confidentiality of the children you are working with or even your colleagues. It is very important not leave paper- based documents lying around for anyone to see, in many childcare setting at prevent staff from taking home and any records to avoid their loss and even to prevent breach of confidentiality as a person’s partner friend or even young children get to see them.

As a childcare provider you should be specific the reason for requiring the information to be gather and what they are going to use it for. It is very important to be very clear about any data you handle and ensure that individual know why you intend to use their data.

In every childcare setting working with children and young people have the same responsibilities, except that the information they hold is about children and young people who are vulnerable because of their age. According to the data protection act places responsibilities on organization holding personal information to such as:

Keep it secure.

Make sure it’s accurate

Keep it up to date.

Use it only as needed.

On behalf of babies, young children, childcare practitioner and even parent/carer have the right under the data protection act to have information corrected if it is wrong. The data protection act and the privacy and electronic communications regulation also give people the right to stop personal information being used for any sort of direct marketing , for example unwanted mail, or information about the children or even childcare practitioners.

It is a requirement of the act that the data being processed meet the purposed that it was intended for, is kept updated is accurate and stored for no longer than necessary. The types of data protection act used will vary depending on the size of the childcare organization and the number of individual that information is held on.

Identify the need for accurate, legible up to date record keeping within your setting.

Then accurate information need to be record so that parents/carer can pass this on to HMRC for the calculation of tax and benefit that they are entitled to any childcare support. It is very important to ensure that record are legible to all working within setting, for example child journals, dietary requirement, medication are documented and other document you may have record in your setting such as children admission form. Legibility is very important in every childcare setting, to ensure that correct information is submitted to the HMRC for tax purpose. It is very important to ensure that records are legible to all working within the childcare setting. Because all young learning journals where medication and dietary requirement are documented.

Also legibility is very important to recording every single child at risk of receiving a double dose of medication. Because some children had medicate problem such as asthma

However in case of any concerns about the safeguarding of babies and young children and even childcare practitioner, you should have a designated person in your setting who will gather information in confidential about a situation and consider if extended support is needed. You can contribute to making the recording sharing and storing of information a success by following the policy and procedure guidelines of our setting.

Different types of reports in the childcare setting:

Accident book report

Incident book report

Risk assessment report

Assessment report

Other office report in the childcare business.

Medication report and food requirement

Children journal report

In childcare setting are some general rules that should be followed for legible report keeping. Such as;

When it comes to young children, you are not allowed to passes any information to anyone.

It is possible; information should be recorded in black ink.

Sometime handwriting should be legible.

According to the data protection act, it is important to practice not to use white correction fluid when amending record as they should be transparent.

Make sure that any information is recorded and agreed within an agreed time frame.

Ensure storage is secure and confidential.

As childcare practitioners you will most certainly have time when you are concerned about the important of maintaining confidentiality but ensuring safeguarding for young children in your care.

When working in the childcare setting, it is very important to up data the information regard about any medication changed, food requirement or even particular need that a child may have. In addition, up to data contact information is highly important. Sometime parents/ carer will come to you say that they had change their address, or telephone numbers

In childcare setting there are different ways of recording financial information. Computer accounting software available to home childcare or school providers, although computer account ting software is available to purchase, a basic spreadsheet packages can be utilized just as effectively for producing regular accounts. When working with children and young people never give their information to anyone who you didn’t know and always kept the document safe.

Explain the different ways of recording digital and paper record in the childcare setting.

In every childcare setting, they should aim of this policy is to give all their staff guideline on what information is confidential and in what circumstances such as information may be passes on and to ensure that information is not inappropriately passed on to a third party.

Methods and systems for recording digital or paper storages in the childcare setting.

To protect ourselves and the young children, because of the nature of the work we do.

Because of legislative obligation.

To protect people’s personal information and their right to privacy.

To control access to information goes out on a need know basis only.

Everyone’s right to privacy is protected to some extent by legislative guideline. All childcare setting treat information of a personal nature given to them by young children and their families as confidential. However, it is acknowledged that there are some grey areas as to what personal information is and indeed when personal information can’t become confidential. An example of such a situation is in the case of suspected child abuse, as we all have a legal duly to refer such incidence to appropriate bodies.

Maintaining secure storages systems for information.

As childcare practitioners, you can contribution to making the recording, sharing and storing of information a success by following the guideline of your setting. Increasingly now, information is electronically stored so you have to ensure that it has limited access and is protected.

For example of how to record information on electronically and paper basis;

Ensure reports are made to the designed person such as your supervision or line manager.

Ensure all agreed people are informed.

To ensure any information is shared as agreed by your setting.

To ensure computer has a security system.

Use agreed names or initials, avoid use of photocopies images.

To ensure passwords are not shared

Record as agreed.

There are different types of recording, when opened a childcare business

Manual record

You will need to provide a Tax and Vat

You will to contributions their own National Insurance

Basic financial rules

In childcare setting those information are very important in the setting before open a childcare business. If you are child-minders or childcare practitioner’s members should also be careful about not passing on information about the young children and their families who come to your home or daycare. If you record information about young children and their families, you must comply with the data protection act 1998. In way of complying with the data protection act provision for example;

Using password protected computer files to keep record.

Keeping written information about young children and families securely in a lockable personal record box so no one can access it.

When open a childcare business, you must first starting out as child-minder you need to develop a marketing plan. You will start thinking about what parents / Carer want to know when they are making childcare choice. Simple tell friends and families about your business plan and how their can help. Also you will need to think about financial planning, to able to make an income from child-minding you have to plan how to handle you’re financial. It help you to set the amount you charge parents or carer, but you need to think about the expense of running your child- minding business for example provide meals, snacks, safety equipment, play materials, toiletries and also insurance and membership of NCMA.

Identify the primary types of data storages for digital and paper record, and evaluate the best option for a home childcare setting.

There are two different types of data storages record in the home childcare setting. The two types of data are;

Primary data

Secondary data

In the field of public data, the distinction between primary and secondary data depends on the home childcare setting. This is an important concept because the same data set by childcare provide could be primary in one analysis and secondary data in another. In some childcare setting storage their information in the cupboard and the have to make sure that is lack with key at time. Other storage their information on the computer, they have to provide a password for it in case someone go into it.

The different types of data storage in childcare setting, there are so many way of storage information in the childcare business.

Paper record.

Email and personal productivity software.

Electronic remote access

Laptop or notebook

Mobile storage devices

Data transfers

Breach management

Audit trial monitoring.

It is very important to read the policies and procedures to ensure the protection of personal data is to know what data is held, where it is help and what the consequence would be should that data be lost or even stolen. As childcare minding, you should conduct on audit identifying the types of personal data held within our organization, to identifying and listing all information reposition holding personal data. When storage information in the computer devices, you much have a security passwords used to access application, databases or pc (computer). However password should include number or lowercases letters.

Also it is very important to kept young children information safe, when working with the NCMA and EYFES.

Never share the information with anyone else even if is your family member or not. It means that don’t trust anyone with information.

According to the data protection act apply equally to personal data help on ICT system and on paper file, in your childcare business because every information you are held the personal data and sensitive data held on paper files as a reference. However paper and digital record files containing personal data should be handled in such a way to restrict access only to those persons with business reason to access them. Personal and sensitive information held on paper or digital record files must be kept hidden, so that no one can access to it expect you.

My reference;

Course material

Childcare book (textbook)

And my own