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Client: University College London Hospitals (UCLH) NHS Foundation Trust

Data Mapping Exercise

University College London Hospitals (UCLH) NHS Foundation Trust The NHS Chief Executive, after high profile large scale data losses in the public sector, mandated that all NHS organisations are to map their flows of personal data and provide assurance that they are secure. As part of this national Information Governance Assurance initiative UCLH was required to; 
  • Undertake a comprehensive data mapping exercise of transfers of person identifiable information for patients and staff occurring between UCLH and other organisations, and interdepartmental transfers
  • Identify and risk assess the method (email, fax, post, etc) by which the information is being transferred
  • Implement risk improvement plans to control risks relating to transfers of personally identifiable information
  • Provide assurance through the mandated completion of the Information Governance Toolkit Annual Assessment that the flows of personal data are secure
This action was taken to reduce public and patient fears about the processes in place to safeguard personal data and restore confidence in the NHS.Pinnacle Consulting were appointed to undertake UCLH’s data mapping exercise working closely with the hospital staff. Over 100 operational areas needed to complete the exercise. Pinnacle Consulting customised a spreadsheet to reflect UCLH information security concerns and controls.  This was sent to the responsible individuals to be completed for all flows of person identifiable information. We carried out one to one meetings to go through the tasks required to complete spreadsheet to help ensure the cooperation of responsible individuals. We then validated and clarified specific details of the returned spreadsheets, and assessed the risks of all flows.Pinnacle Consulting produced a summary report of our findings for the Trust including recommendations for follow on actions and suggestions for how the risks may be mitigated. A level of trust was created with the departments participating in the exercise, by offering help and advice throughout. The task was completed within the Connecting for Health deadlines to give UCLH enough time to implement the plans to control risks and to provide assurance that all flows of person identifiable information are secure.
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