HPP 4: data security and retention of health information

Name:

Date:

Class:

Quick Questions

Shade in the A or B circle for each question.

1. A clinic stores patient files in a database. Which action best meets the security part of HPP 4?

A Leave the files open so any staff member can browse them

B Use passwords and restrict access to staff who need the records

2. Which statement about HPP 4 is correct?

A Health information must be protected from misuse and loss

B Health information must be collected only with a signed form

3. A physio's laptop with patient records is stolen. It had no password or encryption. What does this show?

A The security safeguards were not reasonable, so HPP 4 was likely breached

B HPP 4 does not apply because the laptop was stolen

4. Under HPP 4, what should happen once health information is no longer needed and its retention period has ended?

A Keep it forever in case it is useful one day

B Destroy it safely or permanently de-identify it

5. Which is a safe destruction method for old paper health records?

A Shred them or use a secure document destruction service

B Put them in the general recycling bin whole

Match the Pairs

Draw a line connecting each item on the left to its match on the right.

Left column		Right column
1HPP 4		ANo security safeguards are in place, so the records could be misused or lost. Access should be restricted and the records protected, for example with passwords and encryption.
2retention period		BHealth Privacy Principle 4: health information must be kept secure from misuse and loss, and not kept longer than needed
3A security safeguard that protects health information from misuse and loss		CSecurely delete the file and shred the printed copies
4Safe destruction once the retention period ends		DPassword-protect the patient file and restrict access to authorised staff
5Keep every patient record forever, just in case it is useful later		EHPP 4 says health information must not be kept longer than needed. Keeping it forever breaks the retention rule. It should be destroyed or de-identified when the retention period ends.
6Store health records in an open shared folder anyone in the office can view		FThe length of time health information must be kept before it can be destroyed or de-identified

Definitions

HPP 4

Fill in the Blanks

Complete each line of code by filling in the missing parts.

______ FROM records WHERE age_years > 7;

DELETE FROM logs WHERE expiry _ '2025-06-30'

______ ALL ON records FROM visitor;

UPDATE logs SET name = ____ WHERE id = 5;

IF today > expiry THEN _______(record)

Spot the Error

Shade in the letter of the line that contains an error.

Question 1

A SET retention_years TO forever

B SET record_age TO 9

C IF record_age > retention_years

D destroy(record)

E END IF

Question 2

A SET storage TO plain_text

B SET password TO required

C SET access_log TO on

Question 3

A FOR each staff member

B IF role = clinician

C allow_access(record)

D ELSE allow_access(record)

E END FOR

Question 4

A SET retention_years TO 7

B IF age < retention_years

C destroy(record)

D END IF

Question 5

A IF age > retention_years

B shred(paper_copies)

C move_to_recycle_bin(file)

D END IF

Answer Key

HPP 4: data security and retention of health information

Section A: Quick Questions

B — Use passwords and restrict access to staff who need the records

A — Health information must be protected from misuse and loss

A — The security safeguards were not reasonable, so HPP 4 was likely breached

B — Destroy it safely or permanently de-identify it

A — Shred them or use a secure document destruction service

Section B: Match the Pairs

HPP 4 → Health Privacy Principle 4: health information must be kept secure from misuse and loss, and not kept longer than needed

retention period → The length of time health information must be kept before it can be destroyed or de-identified

A security safeguard that protects health information from misuse and loss → Password-protect the patient file and restrict access to authorised staff

Safe destruction once the retention period ends → Securely delete the file and shred the printed copies

Keep every patient record forever, just in case it is useful later → HPP 4 says health information must not be kept longer than needed. Keeping it forever breaks the retention rule. It should be destroyed or de-identified when the retention period ends.

Store health records in an open shared folder anyone in the office can view → No security safeguards are in place, so the records could be misused or lost. Access should be restricted and the records protected, for example with passwords and encryption.

Section C: Definitions

HPP 4 — Health Privacy Principle 4: health information must be kept secure from misuse and loss, and not kept longer than needed. Destroy or de-identify it safely when the retention period ends.

Section D: Fill in the Blanks

DELETE FROM records WHERE age_years > 7;

DELETE FROM logs WHERE expiry < '2025-06-30'

REVOKE ALL ON records FROM visitor;

UPDATE logs SET name = NULL WHERE id = 5;

IF today > expiry THEN destroy(record)

Section E: Spot the Error

A — HPP 4 says health information must not be kept longer than needed. The retention period must be a fixed number of years, such as 7, not 'forever'.

A — HPP 4 requires reasonable security safeguards against misuse and loss. Health data stored as plain text can be read by anyone who gets the file, so storage should be encrypted.

D — Giving access to staff who do not need it risks misuse of health information, which breaks HPP 4. Staff without a clinical role should be denied access: deny_access(record).

B — The record should only be destroyed once it is older than the retention period. Using < would destroy records that are still needed. It should be IF age > retention_years.

C — Safe destruction means the data cannot be recovered. A recycle bin still holds the file, so digital copies must be securely wiped: wipe(digital_copies).