A5: Managing information and data

• Range of methods used to collect data

  • Focus groups
  • Open-question surveys/interviews
  • Observation
  • Public databases
  • Journals and articles
  • Carrying out practical investigations
  • Closed-question surveys
  • Official statistics
• Focus groups

  Group of people discussing a particular topic
• Open-question surveys/interviews

  For longer answers hence more information
• Observation

  For example experimental studies, taking vital signs etc
• Public databases

  Information accessible by everyone
• Journals and articles

  • Nursing Standards
  • British Medical journal
  • Journal of Public Health
• Carrying out practical investigations

  Clinical trials of medicines, trials about talking therapy vs drug treatment
• Closed-question surveys

  For short 'yes or no' answers
• Official statistics

  Collect and published by organisations such as PHE and WHO
• Considerations when selecting ways to collect and record information and data

  • Data type: qualitative or quantitative data
  • Quantitative data includes measurements such as length, height, age, time or mass
  • Qualitative data is usually text-based, describing something in a way that may involve numbers but will also contain descriptive text
  • The most appropriate method of data collection (manual vs automated)
  • The most appropriate way to present the information or data (for example graphs, charts and tables)
  • Depth of analysis required (for example spreadsheets and databases)
  • The intended audience
  • Storage method (for example digital or paper-based)
• A5.3 The importance of accuracy, attention to detail and legibility of any written information or data in order to:

  • Comply with legal requirements (for example General Data Protection Regulations (GDPR)
  • Limit liability (for example ensuring anonymity and informed consent) 
  • Provide an accurate account of events 
  • Inform integrated working and data sharing 
  • Ensure accurate analysis of findings 
  • Support with audit trails 
  • Ensure reproducibility of results
• Data sources in health and science environments

  • Results of investigations
  • Patient history
  • Patient test results
  • Published literature
  • Real-time observation
• Results of investigations

  • Strengths: consistent results produced under controlled conditions
  • Limitations: possibility of over-extrapolation
• Patient history

  • Strengths: provides detailed information over time
  • Limitations: may not be accurate or complete
• Patient test results

  • Strengths: laboratory and test accreditation ensures standardisation
  • Limitations: results are open to subjectivity
• Published literature

  • Strengths: peer review improves validity
  • Limitations: could be based on small-scale/biased research or come from fraudulent sources
• Real-time observation

  • Strengths: immediate data
  • Limitations: possible subjectivity
• AI/machine learning

  Use of bioinformatics tools to analyse and process large data sets
• Mobile technology and applications

  Capture health informatics and location data - track and trace
• Cloud-based systems

  Use of electronic health records (EHRs) enables easier data sharing for further analysis
• Digital information management systems


  Enable a digital audit trail
• Data-visualisation tools

  Consolidate multiple data sources for presentation
• Data Protection Act 2018


  Controls the use of personal information by organisations, businesses or the Government
• GDPR 2018

  Provides a set of principles with which any individual or organisation processing sensitive data must comply
• Local ways of working/organisational policies to ensure compliance with legislation and regulations, depending on the sector

  1. Ensuring that data is stored securely (electronically or paper-based)

  2. Restricting the use of mobile devices in order to ensure confidentiality

  3. Preventing potential conflicts of interest
• A5.7 How to ensure confidentiality when using screens to input or retrieve information or data:

  • Logging out of a system when leaving the screen 
  • Protecting login and password information 
  • Being aware of the surroundings 
  • Using secure internet connections 
  • Using privacy screen filters where appropriate 
• Positive uses of social media in health and science sectors

  • Awareness campaigns/disseminating information
  • Correcting misinformation
  • Crisis communication/monitoring
  • Monitoring public health
  • Data gathering
  • Establishing support networks
  • Recruitment
  • Marketing
• Restrictions on the use of social media in health and science sectors

  • Not posting sensitive/personal information about oneself or others on social media, in line with an organisation's code of conduct
  • Maintaining professional boundaries when interacting with individuals external to the organisation
  • Sharing inaccurate/non-evidence-based information
• A5.9 The advantages and risks of using IT systems to record, retrieve and store information and data: 

  • Advantages: 
  • Ease of access 
  • Ease of sharing and transferring data 
  • Speed of data analysis 
  • Security (for example password protected) 
  • Standardisation of data 
  • Enables continuous and/or real-time monitoring of data 
  • Cost and space saving 
  • Enables integrated working and supports safeguarding practices
  • Risks: 
  • Security breaches - accidental or malicious 
  • Potential for corruption of data 
  • Lack of access due to system failure
• A5.10 How security measures protect data stored by organisations, by: 

  • Controlling access to information (for example levels of authorised logins and passwords) 
  • Allowing only authorised staff into specific work areas 
  • Requiring regular and up-to-date staff training in complying with data security
  • Making regular back-ups of files 
  • Using up-to-date cyber security strategies to protect against unintended or unauthorised access 
  • Ensuring that back-up data is stored externally (for example cloud-based or separate servers)
•  A5.11 What to do if information is not stored securely:

   • Secure the information where possible

   • Record and report the incident to the designated person, following organisational policies and procedures