Implementation plan, digital records and training

Summary

The Department of Health and Social Care partially fulfilled a request for implementation plans, digital record policies, and training statistics, providing specific documents for the Mental Health division and internal training data while refusing requests for non-existent policies and external accredited training records.

Key Facts

• Implementation plans for most divisions were verbal arrangements rather than physical documents.
• The requested new policy document and procedure for digital health records do not exist.
• No staff attended formal accredited Records Management training as recorded by the Department.
• The Department provided data on staff completing the mandatory 'Principles of Record Keeping for DHSC' eLearning module instead.
• The response was issued on 27 April 2017 by Chief Executive Malcolm Couch.

Data Disclosed

• 2017-04-12
• 2017-04-27
• 170 employees
• 938 employees
• 2014-2015
• 2015-2016
• Section 11(3)(a)
• FOI IM80830I
• FOI IM84-338i

Exemptions Cited

• Section 11(3)(a) - Practical refusal reason (information not held)

Data Tables (1)

Data Tables (reformatted)

Full Response Text

Department of Health and Social Care

Rheynn Slaynt as Kiarail y Theay

Page 1 of 3 FOIA/DHSC/rvsd/01

Chief Executive: Malcolm Couch

By email:

Freedom of Information Team Department of Health & Social Care Chief Executive’s Office Crookall House Demesne Road Douglas Isle of Man, IM1 3QA Tel: Email: Website: Date: FOI Reference: (01624) 642621 foi.dhsc@gov.im www.gov.im/dhsc 27 April 2017 IM84-338i

Dear REQUEST UNDER THE FREEDOM OF INFORMATION ACT 2015 (“the Act”) Thank you for your request to the Department of Health and Social Care, dated 12 April 2017. Your request You asked for: Question 01: “Question 3 response to FOI IM80830I - the response refers 'as part of the implementation plan' - provide a copy of the implementation plan and copies of the instruction sent to each division.” Question 02: “Nobles Hospital Retention of Records Policy provided as an answer to FOI IM80830I, Paragraph 8 Digital Health Records, states a new policy document and procedure will be produced - provide copies of both of these documents and details of who authored them.”
Question 03: “How many staff of DHSC have attended accredited Records Management training in the following years:  2014 – 2015  2015 – 2016” Response to your request We are pleased to be able to provide a response to your request with answers to some of your questions; while our aim is to provide information whenever possible, in this instance we are unable to provide some of the information you have requested. The reasons and are shown as part of the corresponding answers below. Question 01: Question 3 response to FOI IM80830I - the response refers 'as part of the implementation plan' - provide a copy of the implementation plan and copies of the instruction sent to each division. In response to Question 01, implementation plans refer to both verbal arrangements and physical documents. Please find the Mental Health division’s implementation plan in

Page 2 of 3 FOIA/DHSC/rvsd/01 Appendix 01, and a copy of the accompanying email instructions in Appendix 02. Appendix 01 is the latest version of this working document; it is updated regularly in regard of any progress and changes. Implementation plans for the rest of the Department have been verbal arrangements and updates. Question 02: Nobles Hospital Retention of Records Policy provided as an answer to FOI IM80-830i, Paragraph 8 Digital Health Records, states a new policy document and procedure will be produced - provide copies of both of these documents and details of who authored them. In response to Question 02, under Section 11(3)(a) of the Act we have to refuse this question on the grounds that a practical refusal reason applies, namely, we do not hold the information you have requested. Question 03: How many staff of DHSC have attended accredited Records Management training in the following years: o 2014 – 2015 o 2015 – 2016 Following clarification with you we established “accredited” referred to an officially recognised or authorised course of study, whereby you gave the example of the D/CPS in Records and Information Management for the Public Sector offered by University of Liverpool. In response to Question 03, no members of staff have attended formal accredited Records Management training as authorised or recorded by the Department in the timeframes specified. However, individuals may have independently carried out their own accredited training, which is information we do not hold. To provide you with some additional assistance with your question, the Department has been able to provide you with the following data for those staff members who have newly passed our eLearn Vannin eLearning module entitled ‘Principles of Record Keeping for DHSC’, as follows: o In 2014 – 2015 170 employees completed this course o In 2015 – 2016 938 employees completed this course This forms part of our mandatory training schedule. Refresher training for this, and other modules, takes place annually. Your right to request a review
If you are unhappy with this response to your Freedom of Information request, you may ask us to carry out an internal review of the response, by completing a complaint form and submitting it electronically or by delivery/post to the FOI Co-ordinator, Department of Health & Social Care, Chief Executive’s Officer, Crookall House, Demesne Road, Douglas, Isle of Man, IM1 3QA. An electronic version and paper version of our complaint form can be found by going to our website www.gov.im/about-the-government/freedom-of-information/how-to- make-a-freedom-of-information-request/ .
Your review request should explain why you are dissatisfied with this response, and should be made as soon as practicable. We will respond as soon as the review has been concluded.

Page 3 of 3 FOIA/DHSC/rvsd/01 If you are not satisfied with the result of the review, you then have the right to appeal to the Information Commissioner for a decision on:

1. Whether we have responded to your request for information in accordance with Part 2 of the Freedom of Information Act; or
2. Whether we are justified in refusing to give you the information requested.
   In response to an application for review, the Information Commissioner may, at any time, attempt to resolve a matter by negotiation, conciliation, mediation or another form of alternative dispute resolution and will have regard to any outcome of this in making any subsequent decision.
   Further information about Freedom of Information requests can be found on the Information Commissioner’s website at: www.inforights.im/information-centre/freedom-of-information. Should you have any queries concerning this letter, please do not hesitate to contact us. Yours Sincerely

Freedom of Information Team Department of Health and Social Care

Appendix 01 Appendix 02