Safe Haven Procedure - Actions to be taken in event of fax sent or received in error.

If you have accidentally sent a confidential document to the wrong ‘Safe Haven’/ other destination:

Your responsibility is to:

• Inform your manager
• Complete an Incident Report Form

Manager’s responsibility is to:

• If number known, contact the recipient and ask/arrange for the information to be returned.
• If number unknown, print out the Report Sheet (action as above).
• Check, complete and action the Incident Report Form
• Inform the Data Protection/Caldicott Co-ordinator
• Identify if there is a need for staff training requirements. Remember to consider other contributory factors.

If a confidential document has been received by your fax machine in error:

Your responsibility is to:

• • Inform your manager that you have received an incorrectly addressed fax containing confidential information.
• • Tell your manager:
  • Who sent it
  • The date sent
  • Who the intended recipient was
• • Ensure that it is given to the named recipient or returned to its source

The Manager’s responsibility is:

• Record the sender, date sent and the intended recipient (there is no need for the content to be disclosed or recorded).
• Contact the sender and inform them of the receipt of the document.
• If possible, pass document(s) to intended recipient
• Otherwise, if possible, return document(s) to originator
• Pass all details to the Data Protection/Caldicott Co-ordinator

An Equality & Diversity Rapid Impact Assessment has been completed for this procedure. No negative impacts have been identified.