“Maybe stories are just data with a soul.”

Brené Brown


Record Keeping


Record Storage

Record Storage

Organisations need to have in place clear systems for the management, storage and disposal of personal or confidential information.  In relation to disposal, it is important to be mindful of the Statute of Limitations.  It is likely that the employer (managing agent) of a Guidance Service will have already developed policy on the disposal of records within their organisation.  National Records, such as electronic databases, will normally follow the policy of the managing agency.


 The Data Protection Act places an obligation on organisations to take appropriate measures to prevent ‘"unauthorised access to, or alteration, disclosure or destruction of the data and against their accidental loss or destruction".

The security of personal information is all-important. High standards of security are essential for all personal information and staff members need to be aware of the importance of security.


Self-help data security checklist

  Yes No
1. Are paper records secured in fireproofed filing cabinets Yes No
2. Are rooms where records are stored secure when not in use Yes No
3. Is it clear who is authorised to access records Yes No
4. Is information displayed on screen concealed by automatic screen savers Yes No
5. Are there back-up procedures in operation, including outreach Yes No
6. Are all computers protected by anti-virus software and firewalls Yes No
7. Is information on laptops and memory sticks routinely deleted and backed up onto the network Yes No
8. Are there security procedures in place for outreach work Yes No

The Data Protection Commissioners ‘Guide for Data Controllers’ can be downloaded at: