Responsibilities for information resources

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This factor measures specific responsibilities of the job for information resources (for example computerised; paper based, microfiche) and information systems (both hardware and software for example medical records). 

It takes account of the nature of the responsibility (security, processing and generating information, creation, updating and maintenance of information databases or systems) and the degree to which it is shared with others. It assumes that all information encountered in the NHS is confidential. 

Level 1:    Records personally generated information
Level 2:            (a) Responsible for data entry, text processing or storage of data compiled by others, utilising paper or computer-based data entry systems, or 
(b) occasional requirement to use computer software to develop or create statistical reports requiring formulae, query reports or detailed drawings /diagrams using desktop publishing (DTP) or computer aided design (CAD).
Level 3:        (a) Responsible for taking and transcribing formal minutes, or
(b) regular requirement to use computer software to develop or create statistical reports requiring formulae, query reports or detailed drawings /diagrams using desktop publishing (DTP) or computer aided design (CAD), or 
(c) responsible for maintaining one or more information systems where this is a significant job responsibility.
Level 4: (a) Responsible for adapting / designing information systems to meet the specifications of others, or
(b) responsible for the operation of one or more information systems at department / service level where this is the major job responsibility.
Level 5: (a) Responsible for the design and development of major information systems to meet the specifications of others, or
(b) responsible for the operation of one or more information systems for several services where this is the major job responsibility. 
Level 6: Responsible for the management and development of information systems across the organisation as the major job responsibility.
Level 7: Corporate responsibility for the provision of information systems for the organisation.
Definitions and notes:

General point on double counting
Care must be taken with the consideration of the information resources factor in the case of jobs which are predominantly about direct care for patients/clients; clinical technical services, such as imaging and calibrating complex medical equipment; and jobs whose main role is giving advice directly relating to patient/client care on clinical, social care or clinical technical services issues.  These jobs will score under the patient/client care factor. However, because these jobs require the jobholder to manipulate information in connection with the service they provide, panels may believe it is appropriate to score this under the information factor. 

It is, in most cases, inappropriate for jobs scoring high levels under the patient/client care factor also to score highly under the information factor when the information is relevant to the actual job, as this is deemed to have been considered under the patient care factor.  Measuring it again in the information factor will invariably constitute double-counting and may lead to inflation of the band outcome.

Records personally generated information (level 1) includes personally generated: 

  • clinical observations 
  • test results
  • own court or case reports 
  • financial data 
  • personal data
  • research data

in whatever form the data is recorded (manuscript, word processed, spreadsheets, databases). 

Data entry, text processing or storage of data (level 2a) includes word processing, typing or producing other computerised output such as drawings; inputting documents or notes compiled by others (for example test/research results, correspondence, medical or personnel records); collating or compiling statistics from existing records; pulling and/or filing of medical, personnel or similar records. 

Occasional (level 2b) at least two or three times per month on average.

Develop or create statistical reports requiring formulae, (levels 2b and 3b) refers to a job requirement to produce statistical reports which require setting up and /or adjusting formulae. 

Query reports (levels 2b and 3b) are computer generated structured reports used to request information from a database.

Taking and transcribing formal minutes (level 3a) includes board or trustee meetings, case conferences or similar where formal minutes are required, which are published to a wider audience than those attending the original meeting, and where this is a significant job responsibility. It does not include taking notes at departmental meetings or similar, or processing notes taken by others. 

Regular (level 3b) at least two or three times a week on average. 

Responsible for maintaining one or more information systems as a significant job responsibility (level 3c) includes responsibility for updating software, operating help facilities for an information system(s); managing storage and retrieval of information or records.

Responsible for adapting /designing information systems (levels 4a and 5a) refers to an ongoing and specific job responsibility for modifying or creating software, hardware or hard copy information systems.

Note: Level 5a is appropriate where the jobholder is responsible for the design and development of an entire system or equivalent.

Responsible for the operation of one or more information systems (levels 4b and 5b) includes direct responsibility for managing the operation of one or more systems which process, generate, create, update or store information. 

Responsible for the operation of one or more information systems for several departments/services (levels 5b) includes responsibility for several departments/ services which process, generate, create, update, or store information as a principal activity. 

Responsible for the management and development of information systems (levels 6) is appropriate only where it is the principal job responsibility and where it covers the whole organisation.

Corporate responsibility (level 7) refers to accountability, normally at board or equivalent level, for information resources across the organisation(s). 

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