Introduction
In response to a demand from members, ASLEC have developed an E portfolio system that is available to all registered organisations. The system is web based and will provide a mirror of the existing paper portfolio. The intention is that the system will enable organisations to access the portfolio from any computer with internet access. This will mean that portfolio compilation, audits and reviews can be conducted remotely cutting costs and providing a permanent record of an operatives career path.

Security
The system is totally secure and has different levels of access. All servers are under the control of ASLEC and are automatically backed up with secure off site facilities. The server capacity is sufficient for 1000 portfolios and will be increased as required. Line access is of the highest available speed.

The system complies with the Data Protection Act 1998

The E Portfolio System
The system uses standard Microsoft software that has been configured for the industry’s specific needs. The system is simple to use and a user help line is available through the ASLEC office.

Levels of E Portfolio Service

1. Level 1 Portfolio Set Up
   This level is to provide a portfolio which will show the person’s basic information and will include name, place of work, a photograph, occupation and all folders ready for evidence to be uploaded either by the Registered Organisation under the DIY arrangement or by ASLEC under the Managed service.
    
2. Level 2 The DIY Service
   As stated above, this is based on ASLEC setting up and providing a basic portfolio and the Registered Organisation uploading evidence. A helpline to ASLEC is available to assist but anyone operating the system must attend a half-day training course. There is no charge for this service level.
    
3. Level 3 Portfolio Conversion from paper to e format.
   This provides a one-off facility for ASLEC to convert an existing paper portfolio to an e portfolio. Once converted the portfolio will be managed by the Registered Organisation under the level 2 service DIY.
   
    
4. Level 4 The Managed Service
   For this service, ASLEC will provide all the facilities necessary for managing the portfolio. This will include uploading of documents liaison with the Qualified Supervisor and/or Authorised Officer, advise on refresher training and on site assessments etc. This service relies on the Organisation providing a point of contact with whom ASLEC can liase so that documents and other information for uploading can be provided. This service includes the conversion of an existing paper portfolio to e format but does not include the Portfolio set up charge. There is a minimum contract period of 3 years.
    

Schedule of Fees

Conditions

1. The person in whose name the portfolio will be in must be a registered person or has commenced the on-line registration process.
    
2. Registered Organisations must comply with the Data Protection Act 1998 – see guidance below.
    
3. All fees are payable 30 days following order.
    
4. All data controllers and data processors must attend a half day familiarisation course.
    
5. All information held is under the ownership of the Registered Organisation.
    

Data Protection
The Data Protection Act requires all organisations which handle personal information to comply with a number of important principles regarding privacy and disclosure.
The Act states that anyone who processes personal information must comply with eight principles. These state that information must be:

1. Fairly and lawfully processed
    
2. Processed for limited purposes
    
3. Adequate, relevant and not excessive
    
4. Accurate and up to date
    
5. Not kept for longer than is necessary
    
6. Processed in line with individuals' rights
    
7. Secure
    
8. Not transferred to other countries without adequate protection
    

In addition to the above the Act requires that “Data Controllers” register with the Information Comissioner. Data controller means a person who (either alone or jointly or in common with other persons) determines the purpose for which and the manner in which any personal data are, or are to be, processed. “Data Processors” are not required to register. The ASLEC Director has registered as the Data Controller for this e portfolio scheme and the advise we have received from the Information Commissioners Office is that every registered organisation must register a person who acts as their data controller. This person is likely to be the Authorising Officer or the Responsible Manager. An annual registration fee of £35 is payable and this can be done on-line www.ico.gov.uk

The Act also allows people to find out what personal information is held about them by . This could be on computer or in some paper records, and covers the information held on the E portfolio system. The Information Commissioner's Office, is responsible for looking after the rights of individuals and making sure personal information isn't misused. Complaints are usually dealt with informally, but if this isn't possible, enforcement action can be taken. In order to comply with the Data Protection Act the Registered Organisation must inform operatives that they are holding an e portfolio for them and that they have rights of access which includes a paper copy.


The Next Step
Once you have decided on the service level you require contact the ASLEC office 01273 491145 in order to talk through your requirements. Once you have decided what your requirements are, you will be sent an application form to complete.