Create a data protection record
Open the Young Person record.
Click Data Protection.
Click New Data Protection.
Fill in the relevant information.
Note: If the resolution date is blank, or in the future, the data protection record is active and generates a P within the Status Indicator bar.
Close a data protection record
You close a record by adding a resolution date to the record. Once the date has passed, the P indicator disappears from the Status Indicator bar.
When should I shield a record?
Here are typical examples of when you would shield a record:
You’re informally notified that a young person is deceased. You could shield the record until you receive formal notification.
There is a Serious Case review involving the young person. You can restrict the record to named individuals only.
A young person’s parent or relation are members of staff. As the young person may disclose sensitive information, you can restrict access.
You can create different data protection records, for example:
Records shielded from all other users, except the user that created the record.
Records shielded from specific users.
Shield from all users
To shield a record from all users, use the data protection type with the count type of SHIELDED. You need to select the person that should have access from the Practitioner field.
Count Types
Count Type: S
Category: IYSS
Table: LU_DATA_PROTECTION_TYPE
Shield from a specific user
To shield a record from a specific user, use the data protection type with the count type of SHIELDUSER. You need to select the shielded person from the Practitioner field.
Count Types
Count Type: SU
Category: IYSS
Table: LU_DATA_PROTECTION_TYPE
Shield multiple users
To shield a record from multiple users, add the following fields using screen design:
ShieldFromPersonsGRD
AddPersonsMENU
RemovePersonBTN
DataProtectionSelectMultipleCHK
DataProtectionSelectMultipleLBL
You can add multiple person records to the grid, eliminating the need to add individual SHIELDUSER Data Protection records. Ensure that the Select Multiple People tick box is ticked; otherwise, the Add Persons dropdown menu will be greyed out and unusable.
Unable to see shielded records in the Data Protection Grid
If you are unable to see the shielded records you have added, select the Show Shielding checkbox. If the checkbox is not showing, you need to add this using Screen design.
Admin Override
System administrators can override shielded records via the Role Administration screen. By setting the Shielding Mode option to Admin Override, users within that role can access the record.
Reporting on shielded records
By default, shielded records are excluded from reporting. You can change this by the following:
Click Admin Tools.
Select MI Administration.
Select Configuration.
From here, under the Shielded section, you can select to count Shielded records within the MI (Management Information).
📌Note: Do keep in mind that doing so will pull through ALL shielded records, so it may not be appropriate to enable this configuration based on the records that are shielded.