Information Security for Schools and Children's Services

There will be a full Children's Services security review in the near future, but until this happens we would ask that you examine your security procedures for sharing information with other agencies e.g. school nurses, Connexions, SEN, School visits etc.

ICT Services for Schools and Children's Services has created an information security guidance which should be followed to ensure information remains as secure as possible at all times.

Do not routinely supply outside agencies with information relating to your pupils without the necessary security precautions.

• Do not share student or parent/guardian detailed information unencrypted via email
• When sending detailed student or parent/guardian information to external agencies e.g. Health, it must be encrypted
• Please log a call with ICT Service Desk for encryption

Request for information from Health Professionals (e.g. School Nurse)

If you are asked to share student or parent/guardian detailed information via email the following guidance will help keep things secure:

• Is there an agreement to share the information? - ask why the information is being requested
• Contact details of person requesting the information
• Create a report containing required information and save it on the secure transfer drive (L) between schools and
• LA. If you do not have access to the L drive please request it via the Service Desk
• Log a call with the ICT Service Desk - phone 0191 246 1870

The report will then be picked up by ICT Services who will encrypt the information. The information will then be passed to Carol Dawson, PCT Child Health information Service Manager. The health worker [e.g. school nurse] should then contact Carol, and the information will be passed on.

Request for information from LA contacts (e.g. EWO, Connexions, SEN etc)

If you are asked to share student or parent/guardian detailed information within the LA you should follow the procedure below.

• Check there is a folder on the L drive for that contact e.g. EWO, SEN. If not ‐
• Log a call with the ICT Service Desk - phone 0191 246 1870 and request the folder is created
• Once the folder is created place the information in there and inform the person requesting it that you have done so.

Education Visits

There will be instances when Name, D.O.B, address, etc. for pupils are a definite requirement (i.e. trip abroad/residential). It is suggested that only the pupil's initial and surname be included and not full forename. It is also requested that extra vigilance be demonstrated with the regard to the transport, storage and access of the information. For example - if 20 contact forms are taken off site than 20 should be returned and disposed of securely [shredded if possible].

Please remember

• Avoid sharing information using the fax as much as possible.
• If it is necessary to send information via the postal service e.g. Royal Mail, then this should always be done by Recorded Delivery.
• You should never transport detailed pupil or parent/guardian information outside of school on a laptop or pen‐drive.

We are not asking anyone to stop sharing information as part of their day to day job. We are asking that you become more vigilant and more security conscious, by taking these simple precautions around safeguarding of data

Do's

• Logout of all systems when not in use
• Lock your machine when leaving it unattended - Press CTRL + ALT + Delete followed by K

Don'ts

• Never share your login details, or write them down

However there may be occasions when the Service Desk or ICT Technicians ask for this information to enable them to solve your call more efficiently. Passwords can be reset if required.

• Never let students use your login details or your PC/laptop

You would not give them your bank account details and PIN number

• Never send any student related information to third parties without suitable protection [e.g. encryption]
• Do Not take personal student information out of school on a laptop, pen drive, or e‐mail to your

Contact

ICT Service Desk

Phone: 0191 246 1870

Email: education.it@newcastle.gov.uk