Information Sharing - How? What? When?

There are two distinct types of information sharing –

• Organisations may share large amounts of data with one or more partner organisations on a regular basis, or
• Practitioners may share information with each other on an ad hoc basis as individual situations require

Large scale/regular information sharing between organisations

For example, schools sharing attendance data with the local authority

This type of information sharing is governed by statute or can be supported by an Information Sharing Protocol which is designed to support bulk or regular sharing of information between IT systems or organisations. This is a useful tool with which to manage large scale, regular information sharing. It creates a routine for what will be shared, when and with whom and provides a framework in which this regular sharing can take place with little or no intervention by practitioners.

The London Borough of Richmond has agreed to adopt the Pan London Information Sharing Protocol due to be launched by the end of 2009.

Sharing information about individuals on a case-by-case basis

For example, headteacher sharing information about a child with Social Services

Information Sharing Protocols are not required before frontline practitioners can share information about a person. By itself, the lack of an Information Sharing Protocol must never be a reason for not sharing information that could help a practitioner deliver services to a person.

Where practitioners have to make decisions about sharing information on a case-by-case basis that are not clearly covered by statute, the decision to share or not share information must always be based on professional judgement. It should be taken in accordance with legal, ethical and professional obligations, and informed by training and experience.

The Government has recently provided guidance for all agencies to use, so that a consistent approach can be applied.  This should replace any existing local guidance.

This guidance is for practitioners and managers who have to make decisions about sharing personal information on a case-by-case basis, whether they are:

• Working in the public, private or voluntary sectors;
• Providing services to children, young people, adults and/or families; and
• Working as an employee, a contractor or a volunteer.

This includes front-line staff working in health, education, schools, social care, youth work, early years, family support, offending and criminal justice, police, advisory and support services, and culture and leisure.