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

004. Transportation of Health Records Within and Outwith Organisation Boundaries

1. Opening Statement

Patients' Health Records contain personal and sensitive information and are highly confidential documents. Care must be taken when transporting them within or outwith the hospital.

2. Transportation of Health Records within Hospital

Local procedure for transporting to clinics/secretarial staff and wards. Use of trolleys. Local procedure for porter delivery.

3. Transportation of Health Records to other Hospitals within the Health Board Area

Physical controls e.g. Sealed boxes. Dedicated portering service if applicable.

4. Transportation of Original or Copy Health Records to Hospitals or Authorised Agencies outwith the Internal Mail Delivery Service

Physical controls e.g. Recorded Delivery, Taxi, sealed boxes, double envelopes etc. Photocopy sent to reduce risk of losing original etc.

5. Lifting and Handling of Health Records

Proper use of trolleys, keep bundles manageable, See manual handling policy

6. Staff Transportation of Health Records

Staff awareness of procedures for safe and confidential physical transportation of health records throughout the organisation.

Definition of Terms & Acronyms

Reference (National/local guidelines, standards and legislation)

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

Policy 002 : Confidentiality/Security and the Release and Management of Information

Policy 008 : Case record Tracking / Tracering