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National lockdown: Stay at home

Our top tips to help you get started on the data security and protection toolkit

Here are some tips from social care providers like yourself to help you through the process of completing the toolkit and registering for, and working with, NHSmail.

Organisational data service (ODS) code

You’ll need this code to gain access to the toolkit and NHSmail. If you don’t know your code it can take a while to find it.

For more information about the ODS code and how to find it see the Digital Social Care website.

Check your current toolkit status

You can search your organisation's toolkit status on the NHS Digital website.

Digital social care guidance (for printing)

The step by step workbook is particularly helpful and we recommend that you have the guidance to hand for easy reference when you're working on the toolkit.

Register of processing activities (ROPA)

The toolkit requires you to share details of your register of processing activities (ROPA). The ROPA must clearly map who you share personal data with both within and outside your organisation.

Its purpose is to map your data flows, rather than to record each episode of data sharing.

The Information Commissioners Office states that the ROPA should be updated regularly to reflect the current situation regarding how you process personal data. 

Printable resources

You may find it useful to print out these documents:

Other information

Contractual requirements for Cloud storage

NHS or Local Authority service contracts often include restrictions on the physical location of data storage so if you hold one we recommend you check that your Cloud storage arrangements comply. The ICO website has more information on how Cloud storage works.   

Improving the visibility of your NHSmail account

NHS Net's Desktop Configuration Guide for NHSmail gives details of how to link your NHSmail and Outlook accounts for greater visibility of your NHSmail account.  

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