Presentation is loading. Please wait.

Presentation is loading. Please wait.

1 Improved Support for Collaboration Collaboration Toolkit Prepared for Capital Ambition by Private Public Ltd.

Similar presentations


Presentation on theme: "1 Improved Support for Collaboration Collaboration Toolkit Prepared for Capital Ambition by Private Public Ltd."— Presentation transcript:

1 1 Improved Support for Collaboration Collaboration Toolkit Prepared for Capital Ambition by Private Public Ltd

2 2 How to use this toolkit The Collaboration Toolkit represents the combined result of our work in defining and developing improvements to inter-agency collaboration. The intention is that you can quickly get to the information and solutions you need without stepping through a complex and unwieldy report. You can get started straight away by clicking on the Homepage. Each relevant section is hyperlinked – and further links should take you to the information you need. For information on the scope of this Toolkit click here. click here For any questions or to suggest updates, contact

3 3 1.Improving interactions between agencies that can be easily streamlined Improving links between existing secure and contact directories, including Health and Local Government Extending information sharing solutions to encompass other organisations, including Schools, Care Homes and other Third Party Providers 2.Deploying collaboration tools that save time and promote joint working Between Local Authorities and within Local and Regional Partnerships LAsHealthSchools3 rd sectorCent GovPoliceCJ LAs Primary focus Health Secondary focus Schools 3 rd sector Cent Gov Out of scope Police CJ Toolkit scope

4 4 Identifying key information flows Breakdown of High Risk flows in example London Borough Service areaCategoryType of infoPartnersFlows Children & familiesLooked after children, child protection, childrens social care Child protection register, case information and assessments Met police, PCT, YOT, schools, probation, voluntary sector, courts, housing 40% Housing & Community care Adult social care, housing, temp accomm and homeless assessment Case information, personal data including rent deposits, security issues Multi-agency teams inc police, probation, PCT, MHT, + housing associations, hostels, external OOH team, removals companies 40% Corporate services (e.g. Legal, finance) HR data, adoptions and fostering HR data, meeting agendas External suppliers, Audit Commission, various inc parents 10% Environment & culture Health, safety and licensing Licensee info and enforcement info Police, central gov agencies10%

5 5 Home org Partner organisations Local Authority Health Central Gov Police Criminal Justice Schools Private / 3 rd sector / citizens Local Authority Example interactions Housing – temp acc Hospital discharge Benefits - DWP Child protection Youth Justice Looked after children Care homes Case transfers (children) Child protection Trading Standards Form 78 – CTN report ProbationCAF External solicitors Guidance and recommended solutions General guidance - sharing sensitive information Secure transfer across government networks Secure transfer outside government networks Sharing contacts & availability – London Shared Directory Collaboration Toolkit – Homepage

6 6 Information uploaded to NOTIFY website Alert sent to relevant neighbouring borough contact Contact is able to log on to NOTIFY and view information LA - LA: Housing and temp accommodation

7 7 File printed and faxed to secure location Received by second authority Scanned and uploaded to case management solution LA - LA: Case transfers (children & families)

8 8 PCT sends names and NHS numbers as an attachment Section 2 or 5 forms handwritten and sent as fax LA team receives and enters into relevant system LA - Health: Hospital discharge

9 9 Print out excel spreadsheet Fax or courier to hospital Manual input into local systems LA - Health: Child protection plan

10 10 Sent using DWPs secure encryption server DTA (Data Transfer Appliance) LA – Central Gov: Benefits and DWP or Sent using GCmail (service owned by DWP)

11 11 Staff register for separate GSI addresses Staff log on to GSI accounts and send information Info received securely by HMRC LA – Central Gov: Trading Standards

12 12 Social worker finds colleague with CJSM account Info sent to named contact at Met using.pnn address Info received at Met Info sent by fax or other means or LA - Police: Child protection

13 13 Merlin generates fax or secure using CJSM Borough staff receive via CJSM LA - Police: Merlin form 78s

14 14 YOT exports info from local case management system Sent as an attachment using CJSM Assessment info entered into local systems Received by YJB LA – Criminal Justice: Youth Justice Board

15 15 LA – Criminal Justice: Probation Social worker logs into CJSM or GCmail or asks colleague Info sent to named contact in probation Info received at probation Info sent by fax or other means or

16 16 Teacher requests LA webmail account Signs protocol and usage doc Teacher sends report as attachment using LA webmail LA helpdesk sets up account and adds users LA - Schools: Looked After Children

17 17 Practitioner faxes securely Double sealed in envelope Received / decrypted by recipient Compressed using WinZip or LA – Schools: CAF

18 18 Social worker phones all care homes individually Tries to anonymise data and send via standard Care home receives and responds on availability LA - Private / 3 rd Sector: Care homes or

19 19 Sent using standard Uploaded to shared webspace (e.g. Huddle) Solicitors receive or download Send by recorded mail or courier or LA – Private / 3 rd Sector: Solicitors

20 20 Summary of issues with current practice Comms & Process User awareness of options Time wasted printing and retyping hard copy info No Protective Marking Schema Lack of team or group mailboxes Difficult finding the right recipient No confirmation of receipt Existing solutions Maintaining fax machines Multiple logons for multiple systems High risk info sent in the clear Limited access to existing secure systems Unwieldy secure addresses Inability to prioritise Files blocked or not received (encrypted zip)

21 21 The seventh principle of the Data Protection Act states:- Appropriate technical and organisational measures shall be taken against unauthorised or unlawful processing of personal data and against accidental loss or destruction of, or damage to, personal data There are therefore two equally important aspects to sharing sensitive data:-. 1)Finding the right technical solution and ensuring it is fit for purpose for enabling:- a)Secure transfer across government networks b)Secure transfer outside government networks 2)Ensuring organisational awareness – via communications and training for staff and partner organisationscommunications and training for staff and partner organisations Sharing sensitive information

22 22 Five step plan 1 Audit information flows 2 Confirm benefits with services & partners 3 Draft or update corporate policy 4 Source partner specific material 5 Plan and conduct training Communications and training: staff and partner organisations

23 23 Communications and training: staff and partner organisations 1Audit information flows Produce or update your list of high risk information flows 2Check benefits with services & partners Ensure all parties understand how training and increased info security will benefit customers 3Draft or update corporate policy See key content items on next page – and ensure it is updated for any new systems – e.g. Gcmail 4Source partner specific material For example local intranet or internet resources - e.g. https://protectinginfo.nationalschool.gov.uk/ https://protectinginfo.nationalschool.gov.uk/ 5Plan and conduct training Usually no more than an hour – and should also include partner orgs Five step plan (continued)

24 24 Communications and training: staff and partner organisations 3) Draft or update corporate policy and guidance There are no common guidelines laid down but ICO advice recommends a security policy is in place to cover risk of loss of sensitive information. Also, documents such as the Pan-London Information Sharing Principles of Good Practice and Proforma or the North East London Information Sharing Protocol all emphasise the need to specify how sensitive information will be securely exchanged. Having a corporate policy makes it much easier for practitioners to comply with local agreements. Key points covered by London boroughs within corporate guidance include:- Assess the risk if info goes astray Mitigate risks as far as possible Only send encrypted docs Dont send more info than you need Ask for receipt from recipient Keep a record of what you send Dont use fax if you can avoid it Encrypt memory sticks or CDs Treat non-secure mail as post card Encrypt memory sticks or CDs In doubt? Consider risk of not sharing Consider using group mailboxes Draft or update corporate policy

25 25 Communications and training: staff and partner organisations 4) Source partner specific material Some organisations make their own e-learning material available more widely – e.g. Schools at https://protectinginfo.nationalschool.gov.uk/https://protectinginfo.nationalschool.gov.uk/ You may also find it useful to pinpoint information for partner staff to reference. For example the Mets internal guidance at:- Policy.htm : Or the NHSmail help pages which explain which domains are secure Source partner specific material

26 26 Sharing sensitive information - Solutions Secure transfer across government networks 1GCmailClearly branded local government solution 2CJSMLow cost and wide usage but CJ focused 3Partner systemOption to apply for accounts on partner systems – e.g. NHSmail, GSI If available, the first choice should always be a jointly accessible online application or database (e.g. Case management tools, ContactPoint). In order of preference the next best options for local authority staff looking to transfer info to health, central gov, police, criminal justice or other local authorities are:- Click here for diagram showing government network connections Note: for large files (>10Mb), you will need to follow local guidelines on encryption and use of memory sticks / DVD / CD Secure transfer across government networks

27 27 Sharing sensitive information - Solutions Secure transfer across government networks Diagram courtesy of Gov Connect Network diagram - GC

28 28 Sharing sensitive information - Solutions Secure transfer across government networks 1) GCmail This is the mail service provided by the Government Connect secure network for all local authorities in England. Similar to the GSI as used by central government, it allows local authority staff to have a address separate to their usual . PROSCONS Clear local government identity New service – limited take up at present and partners may not be familiar Simple address Depending on your system – there may be a licence charge for additional mailboxes Support from central GC teamMust undergo training before use Click here for Implementation Options

29 29 Sharing sensitive information - Solutions Secure transfer across government networks 2) CJSM – Criminal Justice Secure CJSM has been used by Youth Offending Teams for the last 3-4 years, and has recently seen take up increase in other service areas – especially child protection where the Metropolitan police recently introduced new guidelines on data security. Staff will either have address address depending on the local implementation. PROSCONS Already in use and understood by many partners – especially police Criminal Justice branding off putting if not using for related reason Server solution can enable anyone in authority to be mailed by adding cjsm.net to address Additional users may incur a cost long term from OCJR Can be difficult to understand concept of adding cjsm.net to existing addresses. Click here for Implementation Options

30 30 Sharing sensitive information - Solutions Secure transfer across government networks 3) Partner system – e.g. NHSmail, GSI Several trading standards departments in local authorities have already set up GSI addresses to allow communication with central government departments, giving staff address. It is also possible for staff in social care to request NHSmail addresses – and log on using webmail. PROSCONS Partners see you as if on same network Not a corporate solution – different departments will be registered for different external mail services No set up or support cost for local authority Relies on support from central government or NHS teams With NHSmail, no brand identity for individual orgs –

31 31 Sharing sensitive information - Solutions Secure transfer across government networks 1) GCmail – Implementation options There are two fundamentally different ways in which authorities have implemented Gcmail – with major differences for the end user – meaning that service areas must be involved in the decision making process:- a)Completely separate service to standard The user logs onto a completely separate webmail service (usually Outlook based) in order to send and receive secure mail using their gcsx.gov.uk address. This clearly differentiates secure mail and allays any fears about compliance with the GC Code of Connection. (e.g. LB Barking & Dagenham) b)Integrated with standard Implemented as a separate mailbox within your current Outlook installation. As implemented in Torbay, with the support of the central GC team, when you go to send a mail, a pop up box appears asking whether you want to send it Unclassified or Secure. If Secure then it is sent from your.gcsx.gov.uk address over the GCSX network. GCmail implementation options

32 32 2) CJSM – Implementation options Every borough YOT has made a decision three years ago on how to implement CJSM, but there is still the option to change if circumstances require:- a)Secure webmail service – separate from standard mail Users log on to a secure internet based service and are blocked from sending messages to insecure recipients. Depending on local ICT support – Outlook on individual machines can be configured to check and send mail as a separate account. (e.g. Brent, Ealing) b)Integrated with standard If the authority has installed a CJSM server, then you will be able to send and receive secure mail from your usual inbox – providing you use the cjsm.net extension on outgoing mail – and senders do the same with your address (e.g. Havering, Newham) Sharing sensitive information - Solutions Secure transfer across government networks CJSM implementation options

33 33 Sharing sensitive information - Solutions Secure transfer outside government networks AThird party encryption tools Can encrypt both content and attachments – partners can read and reply via a web interface BSecure web spaces or extranets Allows files or attachments to be uploaded securely and alerts sent to recipients to log on and respond After extensive discussion and research, we have concluded that there are two equally valid practical options for communication with external partners:- Note: despite widespread usage, we have not included WinZip or similar tools in this list. For security reasons, encrypted zip files are often blocked at firewalls and therefore not guaranteed to reach recipients. Along with issues over version incompatibility, we cannot recommend this as a preferred tool. Click here Click here for a quick comparison of solutions vs key requirements Secure transfer outside government networks

34 34 Third party encryption tools Secure webspace Secure Zip Local installCorporate install Remote server Remote Server Local Server Anyone can receive?Yes No Integrates with existing ? Yes No Simple for senders and recipients? Yes No Handles large files?No YesNo Possible to expand as pan-London solution? Yes NoYes Files transfer freely without security issue? Yes No Easy to send to large numbers of recipients? Yes No Sharing sensitive information – Requirements Secure transfer outside government networks

35 35 Sharing sensitive information - Solutions Secure transfer outside government networks A)Third party encryption tools It is only practical to send an encrypted if the recipient organisation is able to read without any installing any additional local software. All of the products we have examined offer an web interface for external recipients to log on, and retrieve and reply to secure messages. We have not recommended any specific products – but have identified two key different delivery models, with many variations underneath:- A1Local installInstalled on every machine – with sent from the desktop over internet via link from Outlook (Software as a Service model) A2Corporate solutionInstalled on corporate server – with no need to set up on individual machines Third party encryption tools

36 36 Sharing sensitive information - Solutions Secure transfer outside government networks A1) Third party encryption tools: Local install Corp data centre Sender Recipient Org A Org B Provider Secure web server Effective path and file attachments Local install

37 37 Sharing sensitive information - Solutions Secure transfer outside government networks A1) Third party encryption tools: Local install In a similar way to WinZip, you can install a piece of software on you local machine that allows you to encrypt local mail, and recipients to read your mail and any attachments by logging on to a secure website using their own chosen password. Products include: Voltage Secur , ZixCorp ZixMail, Websense Hosted PROSCONS No need to phone up and give password as with secure zip files Like WinZip, needs to be installed corporately or on individual user machines Unlike Winzip – your attachment does not run the risk of being blocked for security Offers the possibility of discount via pan- London procurement and branding No need for local web server at borough – or any software at recipient side

38 38 A2) Third party encryption tools: Corporate solution Corp data centre Sender Recipient Org A Org B Provider Secure web server Sharing sensitive information - Solutions Secure transfer outside government networks Locally hosted web server Effective path Option 2 Option 1 Corporate solution

39 39 A2) Third party encryption tools: Corporate solution Borough installs solution on local server and is able to automatically route securely to particular recipients – for example by maintaining a local administered list of domains for preferred partners. Recipients log on to a server web server hosted remotely (Option 1) or on the borough premises (Option 2). Products include PGP Universal Gateway, ZixVPM, Voltage Secur Gateway, MessageLabs, Websense, IronMail PROSCONS No need to phone up and give password as with secure zip files Admin involved in maintaining rules for routing mail securely No need for local install Difficult to create shared London solution if hosted on individual servers Invisible for borough end users For thousands of users, usually works out cheaper than Local Install Sharing sensitive information - Solutions Secure transfer outside government networks

40 40 B) Secure webspaces or extranets Sharing sensitive information - Solutions Secure transfer outside government networks Secure web server hosted by local authority (e.g. Sharepoint) or as a remote service (e.g. Huddle) Org A Org B Org C Alert that file is available File up/down loaded securely Secure webspaces or extranets

41 41 B) Secure webspaces or extranets A potentially simple solution that has become more practical as it becomes easier to manage security. New tools allow users to allow particular users access to particular spaces, and send alerts when new files are uploaded. Increasingly used for collaboration between Central Government departments. Sharing sensitive information - Solutions Secure transfer outside government networks PROSCONS No need for any local installation – unless choosing to host your own webspace Admin involved in managing user access Able to use space to store calendars and other joint working information Not a solution for encrypting info in day to day s – only valid for files Straightforward to create jointly branded London solution Already in use by many authorities

42 42 Objective Create low cost London-wide shared directory for health and local government that enables staff to share up-to-date calendar and contact information Benefits More efficient information sharing between health & local authority organisations and more time spent serving patients and residents Problem Professionals working in cross-sector partnerships have difficulty identifying the right contacts and arranging joint meetings in order to share information Solution London Shared Directory – a database hosted by NHS Tower Hamlets that enables free/busy and contact info to be shared on a daily basis over N3 Sharing contacts and availability London Shared Directory

43 43 Low cost of entry – two to three days work from external consultant and minimal local project management Supported - until at least October 2010 – thanks to funding from Capital Ambition Tried and trusted – five trusts and one local authority are already connected in the North East London Care Community Unique solution – with no national or other regional alternative planned Professionals need it – for existing users this has become an essential part of integrated working London Shared Directory – Reasons to join

44 44 London Shared Directory - FAQ Who can join? Health and local authorities including London Borough, PCTs, MHTs and acute trusts Who is using it already? NHS Tower Hamlets, LB Newham, Homerton NHS Trust, East London NHS Foundation Trust, NHS Newham Acute & PCT How do I join? The first step is to get in contact with the project team (see contact page). We can then advise further on the basic requirements and the process for connection. We recommend joining at the same time as other local partner organisations so you can share calendar and contact info from day one. How much does it cost? This depends on local expertise. In practice the key costs will be any local project resource and the cost of external configuration, estimated at 2-3 days work. There is no ongoing charge and central support is in place until October 2010 Are there plans for future collaboration? There are plans for a project Phase 2 to enable further collaboration (e.g. Unified Comms or roaming profiles). We are not aware of any other plans for a similar shared directory on a regional or national basis Who is the service provider? The current service provider is Eurodata Systems – they provide ongoing support and can connect new joiners – depending on local skills and knowledge

45 45 London Shared Directory - Contacts Nick Tjaardstra, Private Public Ltd Project Lead Niall Canavan, NHS Tower Hamlets Senior Responsible Owner, Board Member Brian Dunleavy, Eurodata Systems Lead Technical Contact


Download ppt "1 Improved Support for Collaboration Collaboration Toolkit Prepared for Capital Ambition by Private Public Ltd."

Similar presentations


Ads by Google