PROCEDURE FOR THE DISPOSAL OF CONFIDENTIAL WASTE
Eve Scott & Pat Patrice Prepared by:
Responsible Area:
Corporate Services Directorate Date Approved:
11th October 2007
COMMITTEE:-
Governance Group.
Approval Information:
Approved By:
Reference to Standards for Better Health Domain
Sign
Director
Print Name
Helena Corder
Version No. Approved:
V1
Review Date:
October 2010
C9
Core/Development standard Performance indicators
History of Document
1. all records appropriately disposed of at the end of their rention period 2. no adverse incidents regarding security of the record during disposal.
CONTENTS Section headings
Page
Introduction
3
Associated Policies and Procedures
3
Aims & Objectives
3
Scope of the Procedure
3
Definition of Confidential waste
3
Large Volumes of Confidential Waste
4
Day to day disposal of confidential waste
4
References & Bibliography
5
Appendices
6
Consultations with individuals/groups or subcommittees
7
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1.
Introduction The PCT has a duty of care to patients and staff to ensure confidential waste is disposed of properly. This procedure lays out the process to be followed to ensure the disposal of confidential waste in such a way that the information contained within it cannot be accessed.
2.
Associated Policies and Procedures This procedure is one of a set that underpins the Records Management Policy. It should be used in conjunction with this policy and its associated policies and procedures, namely • • • •
3.
Code of Conduct on Confidentiality Freedom of Information Policy Incident Reporting Policy Procedure for the Storage, Transfer and Tracking of clinical records. Aims & Objectives
This procedure aims to ensure that all confidential records are disposed of in an appropriate manner and that no information is inadvertently disclosed.
4.
Scope of the Procedure This procedure must be complied with by all directly employed staff of the PCT. It is offered to the independent contractors as 'best practice' for them to use as appropriate in their sphere of responsibility as they equally have a duty of care to ensure that confidential waste is disposed of without inappropriate disclosure. Non compliance with this procedure may lead to disciplinary action being taken against a member of staff.
5.
Definition of Confidential waste Confidential waste is defined as paper waste containing person identifiable information. Waste which is business sensitive would also be classed as confidential waste.
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5.1
Large Volumes of Confidential Waste On occasions, it maybe necessary to dispose of large volumes of confidential waste. This must be given to licensed contractors to carry out the waste disposal. Such a situation must be discussed initially with the Corporate Services Manager before organising collection of the waste. It is probable that costs will have to be borne by the Directorate requesting the use of an external contractor to undertake the disposal. The contractor must provide the PCT with a certificate of destruction each time confidential waste is disposed of, to provide the PCT with an auditable trail.
6.
Day to day disposal of confidential waste Day to day disposal of confidential waste should be done using a shredder. All PCT staff must have access to such a shredder. Once shredded, the waste does not need to be disposed of using a confidential waste route. Options should be explored as to how it can be recycled. Linear shredders are acceptable for the destruction of confidential waste. However, when replacing or purchasing a shredder, consideration should be given to the purchase of a cross cutting shredder for complete destruction of confidential waste. NB: should there be a time delay between the collation of confidential waste for shredding and the shredding, then the waste must be stored in a secure manner to prevent disclosure of the information it contains.
Version Control Document Title Document number Author Contributors Version Date of Production Review date Postholder responsible for revision Primary Circulation List Web address
Restrictions
Procedure for the Disposal of Confidential Waste TBC Eve Scott and Pat Patrice N/A V1 th 27 April 2007 April 2010 Records Manager All staff notified via team brief http://www.kirklees-pct.nhs.uk/publicinformation/publications/policies-and-procedures/informationgovernance/ None
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