Information Governance Records Management Guidance Note Number 007: Health Records Policies and Procedures Polices and Procedures

001. Retention, Destruction and Archiving Of Health Records

1. Opening Statement

The data protection act 1998 sets out a series of standards which NHS Boards and other NHS Bodies must meet in order to comply with the law. One of these is that they must comply with the Fifth Data Protection Principle which is that "Personal Data processed for any purposes shall not be kept for longer than is necessary for that purpose or those purposes".

2. Retention Periods

Legal requirement is (x) years but local policies may differ. List local retention periods for deceased, current, non current health records etc.

3. Exceptions

List categories that must not be destroyed e.g. pre 1948 etc.

4. Process

List your local procedure for:

Identification of records suitable for destruction
Recording date of destruction
Confidential destruction/ disposal of health record

Definition of Terms & Acronyms

Reference (National/local guidelines, standards and legislation)

Links (related policies and guidance) can also include web links if applicable:

NHSMEL (2000)17 : Data Protection Act 1998 www.sehd.scot.nhs.uk/mels/200017.doc

Records Management Code of Practice ( NHS Scotland)

Policy 007 : Medical Records Filing System