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IT and Information Security Policy Policy Title IT and Information Security Policy Policy Number OP06 Version Number 4.1 Ratified By Information Governance Assurance Group Date Ratified 15/05/2018 Effective From 01/09/2019 Author(s) Derek Prudhoe, IT Directory and Security Manager (name and designation) Sponsor Nick Black, Chief Digital Information Officer Expiry Date 01/09/2021 Withdrawn Date Unless this copy has been taken directly from Pandora (the Trust’s Sharepoint document management system) there is no assurance that this is the most up to date version This policy supersedes all previous issues IT and Information Security Policy v3 Version Control Version Release Author/ Ratified by/Authorised Date Changes Reviewer by (Please identify page no.) 1.0 20/03/2013 D Prudhoe Health Informatics 06/03/2013 Policies OP6a Assurance Committee & OP6b merged 2.0 04/08/2015 D Prudhoe Health Informatics 04/03/2015 Minor edits to Assurance Committee remove references to CfH 3.0 07/12/2017 D Prudhoe Health Informatics 21/11/2017 Minor updates Assurance Group – remove references to obsolete equipment. 4.0 31/05/2018 D Prudhoe Information 15/05/2018 6.7.1 minor Governance Assurance update to Group introduction 6.7.2 removed reference to Information Security Policy 6.8.2 (b) removed advice to remove hard drive 6.8.2 (d) reworded statement on downloading and installing software, added exception for smart devices 6.8.2 (e) added exception for Apple devices 6.8.2 (f) added exception for Apple devices 6.8.2 (i) added IT and Information Security Policy v4 2 new section for Smart Devices security settings 6.9.3 (a) added additional information for smart devices 6.10.18 Updated to reflect changed process 10. updated group name 4.1 01/09/2019 D Prudhoe Information 02/04/19 6.8.2 – Governance Assurance updated to Group match guidance in OP17 IT and Information Security Policy v4 3 Contents Contents .......................................................................................................................... 4 1 Introduction ............................................................................................................. 5 2 Scope of the IT and Information Security Policy ......................................................... 5 3 Aim of Policy ............................................................................................................. 6 4 Duties (Roles and Responsibilities) ............................................................................ 6 5 Definition of Terms ................................................................................................... 6 6 IT and Information Security Policy ............................................................................. 7 6.1 Policy Statements ..................................................................................................................... 7 6.2 Keeping Information Secure .................................................................................................... 8 6.3 Transfers and Disclosure of Data ............................................................................................. 8 6.4 System Security ........................................................................................................................ 8 6.5 Breaches of the policy ............................................................................................................ 12 6.6 Policy Review and Evaluation ................................................................................................ 12 6.7 Remote Access to Gateshead Network from Home .............................................................. 13 6.8 Mobile Access to Gateshead Network ................................................................................... 15 6.9 Use of Removable Media ....................................................................................................... 19 6.10 Network Security ................................................................................................................ 22 6.11 Legal requirements ............................................................................................................ 27 7. Training .................................................................................................................. 28 8. Diversity and Inclusion ............................................................................................ 28 9. Monitoring Compliance with the Policy ................................................................... 28 10. Consultation and Review ........................................................................................ 28 11. Implementation of Policy (Including Raising Awareness) ......................................... 28 12. Associated documentation...................................................................................... 28 Appendix A - Checklist for Home/Remote Access ............................................................ 30 IT and Information Security Policy v4 4 IT and Information Security Policy 1 Introduction 1.1 The Need for an IT and Information Security Policy The data stored in information systems used by the Trust represents an extremely valuable asset. As systems proliferate, and with the increasing reliance of the NHS on information technology for the delivery of healthcare, it becomes necessary to ensure that these systems are developed, operated, used and maintained in a safe and secure fashion. The increasing needs to transmit information across networks of computers renders data more vulnerable to accidental or deliberate unauthorised modification or disclosure. The use of computers in clinical care activities offers advantages to NHS patients if handled securely, but could present serious hazards if security is inadequate. All NHS organisations need to proactively assess, monitor and manage the risks associated with their IT assets and information services. Indeed, NHS information systems are considered to be key components of the UK’s Critical National Infrastructure. 2 Scope of the IT and Information Security Policy 2.1 This Policy is applicable to all existing and proposed systems and is effective from the date of issue of this policy. The manager responsible for each system must ensure that all risks are identified and all reasonable measures are taken against security breaches. The system administrator for each system will be responsible for ensuring that a current System Specific Security Policy for that system is maintained. 2.2 The value of information, physical assets or processing capability to be protected needs to be estimated and recorded, along with the impact of possible disclosure, inaccuracy, incompleteness or unavailability of that information. The cost of countermeasures should be commensurate with the threats to security, the value of the assets being protected and the impact of security failure. 2.3 The Trust policy is to ensure that IT systems, including computer systems, network components and electronically held data, are adequately protected from a range of threats. The policy and associated guidelines cover all aspects of the environment: IT systems, administration systems, environmental controls, hardware, software, data and networks. It will apply to all stages of the system lifecycle, from feasibility study through to operation. 2.4 The policy applies to: a) all staff employed by the Trust, and to locums, students and trainees on temporary placements; IT and Information Security Policy v4 5 b) other individuals and agencies who may gain access to data, such as volunteers, visiting professionals or researchers, and companies providing IT services to the Trust. 2.5 The requirements of the IT Security Policy are mandatory wherever they are applicable. 3 Aim of Policy 3.1 This document defines the IT and Information Security Policy for Gateshead Health NHS Foundation Trust and Sets out the Trust’s policy for the protection of the confidentiality, integrity and availability of IT and Information Systems. Establishes the Trust and user responsibilities. Provides reference to documentation relevant to this policy. 3.2 The objective of this policy is to ensure the security of the Trust’s IT and Information Systems. The Trust will: Ensure Availability Ensure that the IT systems, administration systems, environmental controls, hardware, software, data and networks are available for users. Preserve Integrity Protect the the IT systems, administration systems, environmental controls, hardware, software, data and networks from unauthorised or accidental modification ensuring the accuracy and completeness of the Trust’s assets. Preserve Confidentiality Protect assets against unauthorised disclosure. 4 Duties (Roles and Responsibilities) The Trust will take all reasonable steps to ensure that users of IT and Information Systems are aware of acceptable use policies and legal obligations relating to them. All staff and Non-Executive Directors are obliged to adhere to this policy. It is the responsibility of the individual to ensure that they understand this policy. Managers at all levels are responsible for ensuring that the staff for whom they are responsible are aware of and adhere to this Policy. They are also responsible for ensuring staff are updated in regard to any changes in this Policy. 5 Definition of Terms 5.1 For the purposes of this policy document, IT and Information security is characterised as the preservation of the confidentiality, integrity and availability of Trust information
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