Sections
1. Special information - rules on retention
2. Disposal - applies to all staff: documents that can be disposed of straight away
3. Corporate documents - applies to all staff
Corporate Departmental documents - some documents apply to all staff and to the specific departments
- Estates & Facilities
- Information governance
- Procurement
- Risk management and governance
- IT
- Finance
- Trust secretariat
- Management bridge
- Chaplaincy
- Communications
- Medical legal
- Patient advice and liaison service
- Patient information
4. Clinical documents - applies to all clinical staff
Clinical special documents - applies to specific departments/information
- Occupational health records
- Radiology
- Research & Development
- Pharmacy
- Pathology
Section 1: Special Rules on retention
Goddard Enquiry - Guidance on retention of documents issued in 2015
Categories of document for retention
Your organisation is asked to retain any and all documents; correspondence; notes; emails and all other information - however held - which contain or may contain content pertaining directly or indirectly to the sexual abuse of children or to child protection and care. For the purposes of this appendix, the word "children" relates to any person under the age of 18.
Such information may include, but is not limited to, the following:
It is not possible to produce a definitive list under (g). Accordingly we invite you to ensure that no documentation relating to the award of Honours to any person is destroyed pending the outcome of the Independent Inquiry.
We agreed the following
- Any patient paper records that we know to involve investigations or concerns into child protection or vulnerable adults will be marked not for disposal until the outcome of the Goddard enquiry is known. The safe guarding teams will identify any patients records that need to be marked not for disposal and send the list through to myself.
- Epic records - currently there are no plans to dispose of any records so no special action is required for patient records held on Epic
- Staff personal files for anyone involved in investigations. The safeguarding team will notify HR & departments to mark files not for disposal until the outcome of the enquiry is known
- The following records will be held by the safeguarding team indefinitely until the outcome of the enquiry is known, investigation files, policies including drafts and any information that is covered by point C & D below
The Trust Retention and Destruction schedule will be updated to reflect these decisions
Public Records Act 1958
The 30 year rule under the Public Records Act 1958 is being reduced from 30 years to 20 years, by 2024 any records that are 20 years old will need to be transferred to a public records archive. There is a transition to this change from 2015 to 2024, reducing one year each year. Health Records are exempt from this change. Records that show a 30 year retention rule have been amended to 29 years for 2016.
Section 2: Disposal
Applies to all staff: identifies documents/emails that can be deleted either immediately or once actioned
- Emails
- Read receipts
- Connect bulletins - these are available on connect
- Junk mail or marketing emails
- Out of office messages
- System administrator messages
- Meeting request acceptances, declined
- Emails dealt with unless they need to be retained as per the retention schedule
- Other documents
Section 3: Corporate documents
Applies to all staff
| Reference | Record Type | Retention Period | Electronic Paper Both | Notes | Final action | Trust Guidance National Guidance |
|---|---|---|---|---|---|---|
| Reference 1 | Record Type Audit Records | Retention Period 2 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 2 | Record Type Supporting documentation for the audit | Retention Period 6 months | Electronic Paper Both Both | Notes Retain for 6 months after audit report produced |
Final action
Destroy confidentially |
Trust Guidance National Guidance Trust guidance |
| Reference 3 | Record Type Departmental Business plans, cases and strategies | Retention Period See notes | Electronic Paper Both Both |
Notes
Directorate 20 yrs. Departmental 5 yrs |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 4 | Record Type Departmental budget and finance information | Retention Period 6yrs | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance Trust guidance |
| Reference 5 |
Record Type
Business Continuity Plan |
Retention Period
Life time Old 'v' 3 yrs |
Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance Trust addition |
| Reference 6 | Record Type Communication material - current | Retention Period Life time | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance Trust guidance |
| Reference 7 | Record Type Communication material- old versions | Retention Period TBD | Electronic Paper Both Both | Notes | Final action Offer to Archivist | Trust Guidance National Guidance Trust guidance |
| Reference 8 |
Record Type
Other complaints (non pals) |
Retention Period 8yrs | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance Trust guidance |
| Reference 9 | Record Type Complaint files - copies pf PALS retained by department | Retention Period 1 yrs | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance Trust guidance |
| Reference 10 | Record Type Databases and logs | Retention Period 10yrs | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance Trust guidance |
| Reference 11 | Record Type Diaries (office) | Retention Period 1 yr | Electronic Paper Both Paper | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance Trust guidance |
| Reference 12 | Record Type Electronic diaries | Retention Period 12 months | Electronic Paper Both Electronic | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance Trust guidance |
| Reference 13 | Record Type Drafts | Retention Period See notes | Electronic Paper Both Both |
Notes
Destroy once document approved |
Final action
Destroy confidentially |
Trust Guidance National Guidance Trust guidance |
| Reference 14 | Record Type E mails | Retention Period See notes | Electronic Paper Both Electronic |
Notes
Retain emails for a task or piece of work until that has been resolved and then delete the emails. Emails should not be retained once read/actioned unless the email needs to be retained as evidence of a decision/action, where possible if that is the case save the email in the appropriate network folder Patient identifiable emails that need to retained as a record of advice or clinical update should be copied into EPIC as soon as possible. Delete email once this has been filed. |
Final action
Destroy confidentially |
Trust Guidance National Guidance Trust addition |
| Reference 15 | Record Type Form templates | Retention Period See notes | Electronic Paper Both Electronic |
Notes
Current and last version |
Final action
Destroy confidentially |
Trust Guidance National Guidance Trust guidance |
| Reference 16 |
Record Type
General correspondence |
Retention Period 2 yrs | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 17 | Record Type Incident forms - copies retained in department | Retention Period 2 yrs | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance Trust guidance |
| Reference 18 | Record Type Invoices - copies held by individual departments | Retention Period 2 yrs | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance Trust guidance |
| Reference 19 | Record Type Non trust committee meeting Papers | Retention Period 5 yrs | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 20 |
Record Type
Notebooks - meeting and other |
Retention Period 1yr | Electronic Paper Both Paper | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance Trust guidance |
| Reference 21 | Record Type Policies, procedures, guidelines, work processes, flow charts | Retention Period 10 yrs | Electronic Paper Both Both |
Notes
After document has been superseded |
Final action Offer to Archivist | Trust Guidance National Guidance National guidance |
| Reference 22 | Record Type Project files | Retention Period 6 yrs | Electronic Paper Both Both |
Notes
Except estates & facilities |
Final action Offer to Archivist | Trust Guidance National Guidance National guidance |
| Reference 23 | Record Type Patient Surveys | Retention Period 2 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 24 |
Record Type
Patient valuable records |
Retention Period 6 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 25 | Record Type Phone Message Book | Retention Period 2 yrs | Electronic Paper Both Paper | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 26 |
Record Type
Reports (all others) |
Retention Period 5 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance Trust guidance |
| Reference 27 | Record Type Record of custody and transfer of keys | Retention Period 2 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 28 | Record Type Supporting documents for reports | Retention Period See notes | Electronic Paper Both Both | Notes Retain until report approved then destroy | Final action Destroy confidentially | Trust Guidance National Guidance Trust guidance |
| Reference 29 | Record Type Staff surveys | Retention Period 2yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance Trust guidance |
| Reference 30 | Record Type Statistics | Retention Period 3 yrs | Electronic Paper Both Both |
Notes
From date of submission to DH |
Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 31 | Record Type Templates | Retention Period Lifetime | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance Trust guidance |
| Reference 32 |
Record Type
Training materials - current |
Retention Period Lifetime | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance Trust guidance |
| Reference 33 |
Record Type
Training materials - old versions |
Retention Period 2 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance Trust guidance |
| Reference 34 | Record Type Training course attendance records - signed attendance sheets | Retention Period 6 months | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance Trust guidance |
| Reference 35 |
Record Type
Training evaluation/feedback |
Retention Period 1 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance Trust guidance |
Retention periods apply to specific departments / information
| Reference | Record Type | Retention Period | Electronic Paper Both | Notes | Final action | Trust Guidance National Guidance |
|---|---|---|---|---|---|---|
| Reference 1 | Record Type Accounts - Annual (Final - one set only) | Retention Period 29 yrs | Electronic Paper Both Both | Notes | Final action Offer to archivist | Trust Guidance National Guidance National guidance |
| Reference 2 | Record Type Accounts - Cost | Retention Period 29 yrs | Electronic Paper Both Both | Notes Following the end of the financial year to which they relate |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 3 |
Record Type
Accounts - Working papers |
Retention Period 3 yrs | Electronic Paper Both Both |
Notes
From completion of audit |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 4 |
Record Type
Accounts - Minor records (passbooks, paying-in slips, cheque counterfoils, cancelled/discharged cheques (other than cheques bearing printed receipts - see Receipts), accounts of petty cash expenditure, travelling and subsistence accounts, minor vouchers, duplicate receipt books, income records, laundry lists and receipts). |
Retention Period 2 yrs | Electronic Paper Both Both |
Notes
From completion of the audit |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 5 |
Record Type
Advice notes (payment) Remittance advice notes that are attached to weekly creditor payment runs - breakdown of all invoices that make up the payment. |
Retention Period 1.5 yrs | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 6 |
Record Type
Audit records (internal and external) - original documents |
Retention Period 2 yrs | Electronic Paper Both Both |
Notes
From completion of the audit |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 7 |
Record Type
Audit reports (including management letters, VFM reports and system, final accounts memorandum) |
Retention Period 2 yrs | Electronic Paper Both Both | Notes After formal clearance by Statutory Auditor |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 8 | Record Type Bank automated clearing system (BACS records) | Retention Period 6 yrs | Electronic Paper Both Both | Notes After year end |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 9 | Record Type Bank statements | Retention Period 2 yrs | Electronic Paper Both Both |
Notes
From completion of the audit |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 10 | Record Type Benefactions (records of) - gifts/ endowment funds | Retention Period 5 yrs | Electronic Paper Both Both |
Notes
After the end of the financial year in which the Trust monies became finally spent or the gift in kind is accepted. In cases where the Benefaction Endowment Trust fund/ capital interest remains permanent records should be permanently retained by the organisation. |
Final action Offer to archivist | Trust Guidance National Guidance National guidance |
| Reference 11 | Record Type Bills, receipts and cleared cheques | Retention Period 6 yrs | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 12 |
Record Type
Budgets (including working papers, reports, virements and journals) |
Retention Period 2 yrs | Electronic Paper Both Both |
Notes
From completion of the audit |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 13 |
Record Type
Capital charges data |
Retention Period 2 yrs | Electronic Paper Both Both |
Notes
From completion of the audit |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 14 |
Record Type
Capital paid invoices |
Retention Period 6 yrs | Electronic Paper Both Both |
Notes
After the end of the financial year to which they relate. The Limitation Act, 1980 |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 15 | Record Type Cash books | Retention Period 6 yrs | Electronic Paper Both Both |
Notes
Following the end of the financial year to which they relate The Limitation Act, 1980 |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 16 | Record Type Cash sheets | Retention Period 6 yrs | Electronic Paper Both Both |
Notes
Following the end of the financial year to which they relate The Limitation Act, 1980 |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 17 |
Record Type
Contractual arrangements with hospitals or other bodies outside the NHS, including papers relating to financial settlements made under the contract (e.g. waiting list initiative, private finance initiative) |
Retention Period 6 yrs | Electronic Paper Both Both | Notes After the end of the financial year to which they relate |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 18 | Record Type Creditor payments | Retention Period 3 yrs | Electronic Paper Both Both | Notes Following the end of the financial year to which they relate |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 19 |
Record Type
Debtors records - cleared |
Retention Period 2 yrs | Electronic Paper Both Both |
Notes
From completion of audit |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 20 |
Record Type
Debtors records - un-cleared |
Retention Period 6 yrs | Electronic Paper Both Both |
Notes
From completion of audit |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 21 | Record Type Demand notes | Retention Period 6 yrs | Electronic Paper Both Both | Notes Following the end of the financial year to which they relate |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 22 | Record Type Estimates - including supporting calculations and statistics | Retention Period 3 yrs | Electronic Paper Both Both | Notes Following the end of the financial year to which they relate |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 23 | Record Type Excess fares | Retention Period 2 yrs | Electronic Paper Both Both | Notes Following the end of the financial year to which they relate |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 24 |
Record Type
Expense claims - including travel & subsistence claims and claims and authorisations |
Retention Period 5 yrs | Electronic Paper Both Both | Notes Following the end of the financial year to which they relate |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 25 | Record Type Fraud case files/ investigations | Retention Period 6 yrs | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 26 | Record Type Fraud national proactive exercises | Retention Period 3 yrs | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 27 | Record Type Funding Data | Retention Period 6 yrs | Electronic Paper Both Both |
Notes
Following the end of the financial year to which they relate |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 28 | Record Type General medical services payments | Retention Period 6 yrs | Electronic Paper Both Both | Notes After the year end |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 29 | Record Type Invoices | Retention Period 6 yrs | Electronic Paper Both Both |
Notes
Following the end of the financial year to which they relate The Limitation Act, 1980 |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 30 |
Record Type
Ledgers Including cash books, ledgers, income & expenditure journals, nominal rolls, non exchequer funds records (patient monies) |
Retention Period 6 yrs | Electronic Paper Both Both |
Notes
Following the end of the financial year to which they relate The Limitation Act, 1980 |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 31 | Record Type Non-exchequer funds records (i.e. funding received by the organisation that does not directly relate to patient care e.g. charitable funds) | Retention Period 29 yrs | Electronic Paper Both Both |
Notes
Although technically exempt from the Public Records Acts, it would be appropriate for authorities to treat these records as if they were not so exempt. Company charities are required by company law to keep their records and accounting records for at least three years but the Charity Commission recommends that they be kept for at least 6 years. The majority of non¬company |
Final action Offer to archivist | Trust Guidance National Guidance National guidance |
| Reference 32 |
Record Type
Patient Monies (i.e. smaller sums of donated money) |
Retention Period 6 yrs | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 33 | Record Type Payments | Retention Period 6 yrs | Electronic Paper Both Both | Notes After year end |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 34 |
Record Type
Patient travel claims |
Retention Period 6 yrs | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance Trust guidance |
| Reference 35 | Record Type Payroll - i.e. list of staff in the pay of the organisation | Retention Period 6 yrs | Electronic Paper Both Both |
Notes
After termination of employment For superannuation purposes authorities may wish to retain such records until the subject reaches benefit age |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 36 | Record Type PAYE records | Retention Period 6 yrs | Electronic Paper Both Both |
Notes
After termination of employment |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 37 | Record Type Positive predictive value performance indicators | Retention Period 3 yrs | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 38 | Record Type Private Finance Initiative records | Retention Period 30 yrs | Electronic Paper Both Both | Notes | Final action Offer to archivist | Trust Guidance National Guidance National guidance |
| Reference 39 | Record Type Receipts | Retention Period 6 yrs | Electronic Paper Both Both |
Notes
Following the end of the financial year to which they relate The Limitation Act, 1980 |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 40 | Record Type Superannuation forms - SD55 (ADP) and SD55J (copies) | Retention Period 10 yrs | Electronic Paper Both Both | Notes Originals are sent to NHS Pensions Agency |
Final action
Destroy confidentially |
Trust Guidance National Guidance Trust guidance |
| Reference 41 |
Record Type
Superannuation accounts |
Retention Period 10 yrs | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 42 |
Record Type
Superannuation registers |
Retention Period 10 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 43 | Record Type Tax forms | Retention Period 6 yrs | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 44 |
Record Type
Trust documents without permanent relevance/ not otherwise mentioned |
Retention Period 6 yrs | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 45 | Record Type VAT records | Retention Period 6 yrs | Electronic Paper Both Both | Notes After the end of the financial year to which they relate |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 46 |
Record Type
Wages /Salary records |
Retention Period 10 yrs | Electronic Paper Both Both |
Notes
After termination of employment For superannuation purposes authorities may wish to retain such records until the subject reaches benefit age |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 47 |
Record Type
Commissioning decisions |
Retention Period 6 yrs | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference | Record Type | Retention Period | Electronic Paper Both | Notes | Final action | Trust Guidance National Guidance |
|---|---|---|---|---|---|---|
| Reference 1 |
Record Type
Approved suppliers lists |
Retention Period 11 yrs | Electronic Paper Both Both |
Notes
Consumer Protection Act 1987 |
Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 2 |
Record Type
Approval files (contracts) |
Retention Period 6 yrs | Electronic Paper Both Both | Notes After end of the year the contract expired |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 3 |
Record Type
Contracts - financial - Approval files - Approved suppliers lists |
Retention Period
15 yrs 11 yrs |
Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 4 |
Record Type
Contracts - non-sealed (property) on termination |
Retention Period 6 yrs | Electronic Paper Both Both |
Notes
After termination of the contract The Limitation Act, 1980 |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 5 | Record Type Contracts - non sealed (other) on termination | Retention Period 6 yrs | Electronic Paper Both Both | Notes After the termination of the contract The Limitation Act, 1980 |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 6 | Record Type Contracts - sealed (and associated records) | Retention Period 15 yrs | Electronic Paper Both Both |
Notes
Contracts under seal and associated records should be kept for a minimum of 15 years after which they should be reviewed. |
Final action Offer to archivist | Trust Guidance National Guidance National guidance |
| Reference 7 | Record Type Delivery notes | Retention Period 2 yrs | Electronic Paper Both Both | Notes Following the end of the financial year to which they relate |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 8 | Record Type Products - liability | Retention Period 11 yrs | Electronic Paper Both Both |
Notes
Consumer Protection Act 1987 |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 9 | Record Type Requisitions including non stock order books and virement forms | Retention Period 1.5 yrs | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 10 |
Record Type
Stock control reports |
Retention Period 1.5 yrs | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 11 | Record Type Stores records - major (stores ledgers etc.) | Retention Period 6 yrs | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 12 |
Record Type
Stores records - minor (requisitions, issue notes, transfer vouchers, goods received books etc.) |
Retention Period 1.5 yrs | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 13 |
Record Type
Supplies records - minor (eg. invitation to tender and inadmissible tenders, routine papers relating to catering and demands for furniture, equipment, stationery and other supplies) |
Retention Period 1.5 yrs | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 14 |
Record Type
Tenders (successful) |
Retention Period Tender period plus 6 year limitation period | Electronic Paper Both Both |
Notes
The Limitation Act 1980 |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 15 |
Record Type
Tenders (unsuccessful) |
Retention Period 6 yrs | Electronic Paper Both |
Notes
The Limitation Act, 1980 |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference | Record Type | Retention Period | Electronic Paper Both | Notes | Final action | Trust Guidance National Guidance |
|---|---|---|---|---|---|---|
| Reference 1 |
Record Type
Buildings and engineering works, inclusive of major projects which come to fruition - final accounts, surveys, bills of quantities, all formal contract documents e.g. executed agreements, conditions of contract, specifications and documents on the appointment and conditions of engagement of private buildings and engineering consultants. |
Retention Period 29 yrs | Electronic Paper Both Both | Notes | Final action Offer to archivist | Trust Guidance National Guidance National guidance |
| Reference 2 |
Record Type
Buildings and engineering works, inclusive of major projects abandoned or deferred - formal contract documents e.g. executed agreements, conditions of contract, specifications and documents on the appointment and conditions of engagement of private buildings and engineering consultants. |
Retention Period 10 yrs | Electronic Paper Both Both | Notes | Final action Offer to archivist |
Trust Guidance National Guidance
Local guidance from Estates - changed from National guidance of 30 years to 10 years |
| Reference 3 | Record Type Town and Country Planning documents | Retention Period 29 yrs | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance Local guidance from Estates - change from national guidance |
| Reference 4 |
Record Type
Buildings - papers relating to occupation (but not Health & Safety information) |
Retention Period 3 yrs | Electronic Paper Both Both |
Notes
After occupation ceases. Construction Design Management Regulations 1994. |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 5 | Record Type Catering forms | Retention Period 6 yrs | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 6 | Record Type CCTV Images | Retention Period 31 days | Electronic Paper Both Both |
Notes
Information commissioners code of conduct |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 7 | Record Type Drawings - plans and buildings (architect signed, not copies) | Retention Period Lifetime | Electronic Paper Both Both |
Notes
Of the building to which they relate |
Final action Offer to archivist | Trust Guidance National Guidance National guidance |
| Reference 8 | Record Type Deeds of Title | Retention Period See notes | Electronic Paper Both Both |
Notes
Retain while the organisation has ownership of the building unless a land registry certificate has been issued, in which case the deeds should be placed in an archive. If there is no land registry certificate, the deeds should pass on with the sale of the building |
Final action Offer to archivist | Trust Guidance National Guidance National guidance |
| Reference 9 | Record Type Engineering works - plans and building records | Retention Period Lifetime | Electronic Paper Both Both |
Notes
Of the building to which they relate |
Final action Offer to archivist | Trust Guidance National Guidance National guidance |
| Reference 10 |
Record Type
Equipment - records of non fixed equipment, including specification, test records, maintenance records and logs |
Retention Period 11 yrs | Electronic Paper Both Both |
Notes
Consumer Protection Act 1987 |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 11 |
Record Type
Inspection reports (e.g. boilers/lifts etc.) |
Retention Period Lifetime | Electronic Paper Both Both |
Notes
Of the installation. If there is any measurable risk of a liability in respect of installations beyond their operational lives, the records should be retained indefinitely. |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 12 |
Record Type
Inventories of furniture, medical and surgical equipment not held on store charge having a minimum life of 5 years |
Retention Period See notes | Electronic Paper Both Both |
Notes
Keep until next inventory |
Final action Offer to archivist | Trust Guidance National Guidance National guidance |
| Reference 13 | Record Type Inventories of plant and permanent or fixed equipment | Retention Period 5 yrs | Electronic Paper Both Both |
Notes
After date of inventory |
Final action Offer to archivist | Trust Guidance National Guidance National guidance |
| Reference 14 | Record Type Invoices (utility) | Retention Period 6 yrs | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance Trust Addition |
| Reference 15 |
Record Type
Land surveys/registers |
Retention Period 30 yrs | Electronic Paper Both Both | Notes | Final action Offer to archivist | Trust Guidance National Guidance National guidance |
| Reference 16 |
Record Type
Laundry lists and receipts |
Retention Period 2 yrs | Electronic Paper Both Both |
Notes
From completion of Audit |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 17 |
Record Type
Leases - the grant of leases, licences & other rights over property |
Retention Period Period of the lease plus 12 years | Electronic Paper Both Both |
Notes
Limitations Act 1980 |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 18 | Record Type Manuals (operating) | Retention Period Lifetime | Electronic Paper Both Both |
Notes
Normally retain for the lifetime of the equipment. |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 19 | Record Type Maintenance contracts - routine | Retention Period 6 yrs | Electronic Paper Both Both |
Notes
From the end of the contract |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 20 |
Record Type
Plans - building (as built) |
Retention Period
Lifetime of the building |
Electronic Paper Both Both | Notes | Final action Offer to archivist | Trust Guidance National Guidance National guidance |
| Reference 21 |
Record Type
Plans - building (detailed) |
Retention Period Lifetime of the building | Electronic Paper Both Both | Notes | Final action Offer to archivist | Trust Guidance National Guidance National guidance |
| Reference 22 | Record Type Plans - engineering | Retention Period Lifetime of the building | Electronic Paper Both Both | Notes | Final action Offer to archivist | Trust Guidance National Guidance National guidance |
| Reference 23 |
Record Type
Photographs of buildings and work in progress |
Retention Period 29 yrs | Electronic Paper Both Both | Notes | Final action Offer to archivist | Trust Guidance National Guidance National guidance |
| Reference 24 |
Record Type
Property acquisition dossiers |
Retention Period 29 yrs | Electronic Paper Both Both | Notes | Final action Offer to archivist | Trust Guidance National Guidance National guidance |
| Reference 25 |
Record Type
Property disposal dossiers |
Retention Period 29 yrs | Electronic Paper Both Both | Notes | Final action Offer to archivist | Trust Guidance National Guidance National guidance |
| Reference 26 | Record Type Radioactive waste | Retention Period 29 yrs | Electronic Paper Both Both |
Notes
Radioactive substances act 1993 |
Final action Offer to archivist | Trust Guidance National Guidance National guidance |
| Reference 27 | Record Type Structure plans | Retention Period Lifetime of building | Electronic Paper Both Both | Notes | Final action Offer to archivist | Trust Guidance National Guidance National guidance |
| Reference 28 |
Record Type
Surveys - building and engineering works |
Retention Period
Lifetime of building or installation |
Electronic Paper Both Both | Notes | Final action Offer to archivist | Trust Guidance National Guidance National guidance |
| Reference 29 | Record Type Site files | Retention Period Lifetime of site | Electronic Paper Both Both | Notes | Final action Offer to archivist | Trust Guidance National Guidance National guidance |
| Reference 30 |
Record Type
Transport (staff pool car documentation) |
Retention Period 3 yrs | Electronic Paper Both Both |
Notes
Unless litigation ensues |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 31 |
Record Type
Staff car parking permits |
Retention Period 3 yrs | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 32 | Record Type Maps | Retention Period Lifetime | Electronic Paper Both Both | Notes | Final action Offer to Archivist | Trust Guidance National Guidance National guidance |
| Reference 33 | Record Type Receipt for registered and recorded delivery mail | Retention Period 2 yrs | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 34 | Record Type Specifications (e.g. equipment, services) | Retention Period 6 yrs | Electronic Paper Both Both |
Notes
The Limitation Act, 1980 |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference | Record Type | Retention Period | Electronic Paper Both | Notes | Final action | Trust Guidance National Guidance |
|---|---|---|---|---|---|---|
| Reference 1 |
Record Type
Accident Register (Reporting of Injuries, Diseases and Dangerous Occurrences register)- see also incident forms accident and incident forms |
Retention Period 10 yrs | Electronic Paper Both Both |
Notes
Reporting of injuries, diseases and dangerous occurrences regulations reg. 7, Social Security (Claims & Payment) Regulations, reg. 25 |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 2 |
Record Type
Exposure monitoring records |
Retention Period 5 yrs | Electronic Paper Both Both |
Notes
From the date the record was made. For staff records - see occupational health section. Control of substances hazardous to Health Regulations 2002 |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 3 |
Record Type
Health and safety documentation - inspections, risk assessments |
Retention Period 3 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 5 |
Record Type
Medical device alerts |
Retention Period See notes | Electronic Paper Both Both |
Notes
Retain until updated or withdrawn. Check MHRA website. www.mhra.gov.uk |
Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 6 |
Record Type
Serious incident files |
Retention Period 29 yrs | Electronic Paper Both Both | Notes | Final action Offer to archivist | Trust Guidance National Guidance National guidance |
| Reference 7 |
Record Type
NHSLA evidence and records |
Retention Period 2 yrs | Electronic Paper Both Both | Notes Retain one years evidence for reference plus the current year | Final action Destroy confidentially | Trust Guidance National Guidance Trust guidance |
| Reference | Record Type | Retention Period | Electronic Paper Both | Notes | Final action | Trust Guidance National Guidance |
|---|---|---|---|---|---|---|
| Reference 1 | Record Type Consultants recruitment records | Retention Period 5 yrs | Electronic Paper Both Both | Notes Following term of office | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 2 | Record Type CVs for non-executive directors (successful) | Retention Period 5 yrs | Electronic Paper Both Both | Notes Following completion of selection process | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 3 | Record Type CVs for non-executive directors (unsuccessful) | Retention Period 2 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 4 | Record Type Duty rosters | Retention Period 4 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 5 | Record Type Flexi Working Hours actually worked | Retention Period 0.5 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 6 |
Record Type
Industrial tribunals |
Retention Period 10 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 7 | Record Type Job advertisements | Retention Period 1 yrs | Electronic Paper Both Both |
Notes
Following termination of employment |
Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 8 |
Record Type
Job applications - successful |
Retention Period 3 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 9 |
Record Type
Job applications - unsuccessful |
Retention Period 1 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 10 | Record Type Job descriptions/ Person Specifications | Retention Period 3 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 11 | Record Type Pension Forms (all) | Retention Period 7 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 12 | Record Type Nominal rolls (e.g. lists of consultant staff etc.) | Retention Period 6 yrs | Electronic Paper Both Both | Notes | Final action Offer to archivist | Trust Guidance National Guidance National guidance |
| Reference 13 |
Record Type
Nurses training records (from hospital-based nurse training schools prior to the introduction of academic¬based training) |
Retention Period 29 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 14 |
Record Type
Personal records - major (e.g. personal files, staff records, letters of appointment, contracts, references and related correspondence, registration authority forms, training records, equal opportunity monitoring forms) |
Retention Period 6 yrs | Electronic Paper Both Both |
Notes
Summary to be retained until individual's 70th birthday or until 6 years after cessation of employment if aged over 70 years at the time. The summary should contain everything except attendance books, annual leave records, duty rosters, clock cards, timesheets, study leave applications, training plans |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 15 |
Record Type
Personal records - minor (e.g. attendance books, annual leave records, duty rosters(i.e. duty rosters held on the individual's record not the organisation or departmental rosters) clock cards, timesheets (relating to individual staff members, on call, bleep rotas) NB Includes locum doctors |
Retention Period 2 yrs | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 16 |
Record Type
Study leave applications |
Retention Period 5 yrs | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 17 | Record Type Timesheets | Retention Period 2 yrs | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 18 |
Record Type
Honorary contract documents |
Retention Period 6 yrs after the contract holder has left the Trust | Electronic Paper Both Both | Notes Advice from HR |
Final action
Destroy confidentiality |
Trust Guidance National Guidance Trust guidance |
| Reference | Record Type | Retention Period | Electronic Paper Both | Notes | Final action | Trust Guidance National Guidance |
|---|---|---|---|---|---|---|
| Reference 1 | Record Type Documentation relating to computer programmes written in-house | Retention Period Lifetime of software | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 2 | Record Type Software licences | Retention Period Lifetime of software | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 3 |
Record Type
Websense monitoring logs |
Retention Period 3 months | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance Trust guidance |
| Reference 4 | Record Type Network device logs | Retention Period 60 days | Electronic Paper Both Both | Notes Retained by HP | Final action Destroy confidentially | Trust Guidance National Guidance Trust guidance |
| Reference | Record Type | Retention Period | Electronic Paper Both | Notes | Final action | Trust Guidance National Guidance |
|---|---|---|---|---|---|---|
| Reference 1 |
Record Type
Freedom of Information Requests |
Retention Period
3 yrs 10 yrs (exemption) |
Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 2 | Record Type Information Governance toolkit Evidence | Retention Period 2 yrs | Electronic Paper Both Both | Notes Retain one years evidence for reference plus the current year | Final action Destroy confidentially | Trust Guidance National Guidance Trust guidance |
| Reference 3 | Record Type Subject access | Retention Period 3 yrs | Electronic Paper Both Both | Notes After last action | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 4 |
Record Type
Mental Health Administration Records |
Retention Period 5 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 5 | Record Type Records of the destruction of records | Retention Period 29 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 6 |
Record Type
Registry lists of public records for permanent preservation |
Retention Period 29 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference | Record Type | Retention Period | Electronic Paper Both | Notes | Final action | Trust Guidance National Guidance |
|---|---|---|---|---|---|---|
| Reference 1 | Record Type Annual reports | Retention Period 29 yrs | Electronic Paper Both Both | Notes | Final action Offer to Archivist | Trust Guidance National Guidance National guidance |
| Reference 2 |
Record Type
Meeting papers for all Trust major committee and sub committees |
Retention Period 29 yrs | Electronic Paper Both Both | Notes | Final action Offer to Archivist | Trust Guidance National Guidance National guidance |
| Reference | Record Type | Retention Period | Electronic Paper Both | Notes | Final action | Trust Guidance National Guidance |
| Reference | Record Type | Retention Period | Electronic Paper Both | Notes | Final action | Trust Guidance National Guidance |
|---|---|---|---|---|---|---|
| Reference 1 | Record Type Directorate/Trust Business plans, cases and strategies | Retention Period See notes | Electronic Paper Both Both |
Notes
Directorate 20 yrs. Departmental 5 yrs |
Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 2 | Record Type Department of health circulars and memos | Retention Period 6 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 3 |
Record Type
History of Organisation |
Retention Period 29 yrs | Electronic Paper Both Both | Notes | Final action Offer to Archivist | Trust Guidance National Guidance National guidance |
| Reference 4 | Record Type Hospital Services that the Trust provides e | Retention Period 10 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 5 | Record Type Mortgage documents | Retention Period 6 yrs | Electronic Paper Both Both | Notes After repayment | Final action Offer to Archivist | Trust Guidance National Guidance National guidance |
| Reference 6 |
Record Type
Parliamentary & MP Enquiries |
Retention Period 10 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 7 |
Record Type
Public Consultations |
Retention Period 5 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 8 |
Record Type
Quality assurance records |
Retention Period 12 yrs | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 9 | Record Type Reports (major) | Retention Period 29 yrs | Electronic Paper Both Both | Notes | Final action Offer to Archivist | Trust Guidance National Guidance National guidance |
| Reference | Record Type | Retention Period | Electronic Paper Both | Notes | Final action | Trust Guidance National Guidance |
|---|---|---|---|---|---|---|
| Reference 1 | Record Type Chaplaincy records - non patient identifiable | Retention Period 2 yrs | Electronic Paper Both Both | Notes | Final action Offer to Archivist | Trust Guidance National Guidance National guidance |
| Reference | Record Type | Retention Period | Electronic Paper Both | Notes | Final action | Trust Guidance National Guidance |
|---|---|---|---|---|---|---|
| Reference 1 | Record Type Press cuttings | Retention Period 1 yr | Electronic Paper Both Both | Notes | Final action Offer to Archivist | Trust Guidance National Guidance National guidance |
| Reference 2 | Record Type Press Releases | Retention Period 7 yrs | Electronic Paper Both Both | Notes | Final action | Trust Guidance National Guidance National guidance |
| Reference 3 | Record Type Website pages | Retention Period 29 yrs | Electronic Paper Both Both | Notes | Final action Offer to Archivist | Trust Guidance National Guidance Trust guidance |
| Ref | Record Type | Retention Period | Electronic Paper Both | Notes | Final action | Trust Guidance National Guidance |
|---|---|---|---|---|---|---|
| Ref 1 | Record Type Litigation dossiers | Retention Period 10 yrs | Electronic Paper Both Both |
Notes
Where a legal action has been commenced, keep as advised by legal representatives |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Ref 2 | Record Type Police Statements | Retention Period 10 yrs | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference | Record Type | Retention Period | Electronic Paper Both | Notes | Final action | Trust Guidance National Guidance |
|---|---|---|---|---|---|---|
| Reference 1 |
Record Type
Patient Advice and Liaison Service (PALS) records |
Retention Period 10 yrs | Electronic Paper Both Both |
Notes
After closure of the case |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 2 | Record Type Complaints (PALS) | Retention Period 8 yrs | Electronic Paper Both Both |
Notes
See also litigation dossiers |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference | Record Type | Retention Period | Electronic Paper Both | Notes | Final action | Trust Guidance National Guidance |
|---|---|---|---|---|---|---|
| Reference 1 |
Record Type
Patient information leaflets |
Retention Period 6 yrs | Electronic Paper Both Both |
Notes
After the leaflet has been superseded |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
Section 3: Clinical documents
Applies to all clinical staff and specialities.
| Reference | Record Type | Retention Period | Electronic Paper Both | Notes | Final action | Trust Guidance National Guidance |
|---|---|---|---|---|---|---|
| Reference 1 | Record Type Health records | Retention Period Indefinite | Electronic Paper Both Electronic | Notes Stored in any core clinical system and Electronic Patient Record | Final action n/a | Trust Guidance National Guidance Trust guidance |
| Reference 2 | Record Type Data warehouse | Retention Period Indefinite | Electronic Paper Both Electronic | Notes | Final action n/a | Trust Guidance National Guidance Trust guidance |
| Reference 3 | Record Type Paper Health records marked do not destroy | Retention Period Permanent | Electronic Paper Both Paper | Notes | Final action n/a | Trust Guidance National Guidance Trust guidance |
| Reference 4 |
Record Type
Paper Deceased patients |
Retention Period 8 yrs | Electronic Paper Both Paper |
Notes
CJD patients must be retained for 30 years |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 5 | Record Type Genito Urinary Medicine | Retention Period See notes | Electronic Paper Both Both |
Notes
10 yrs or <18 until 25th b’day or 10 yrs whichever is the longest |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 6 | Record Type Patient Hand held records | Retention Period See notes | Electronic Paper Both Paper | Notes Scanned into the Electronic Patient Record |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 7 |
Record Type
Paper Health records |
Retention Period See notes | Electronic Paper Both |
Notes
After conclusion of treatment - last entry in paper notes & excluding records specified elsewhere in this schedule 8 years or 15 years for research patients 26 years for Children or Obstetric patient 30 years for Mental Health patients, CJD, Transplant, Genetic, Clinical Psychology & Oncology |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 8 |
Record Type
Microfilmed Health Records With Archivist |
Retention Period Indefinite | Electronic Paper Both n/a | Notes Patient notes microfilmed from 1972 to 1987 | Final action n/a | Trust Guidance National Guidance Trust addition |
| Reference 9 |
Record Type
Microfiched Health Records To be destroyed - some >30 years old/no means to read. |
Retention Period Indefinite | Electronic Paper Both n/a | Notes Patient notes microfiched between 1990 to 1996 | Final action n/a | Trust Guidance National Guidance Trust addition |
| Reference 10 | Record Type Health records for patients under medical surveillance | Retention Period See notes | Electronic Paper Both Paper |
Notes
50 years from the date of the last entry or age 75, whichever is the longer. |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 11 | Record Type Pre-1948 records | Retention Period Permanent | Electronic Paper Both Paper |
Notes
Notes retained with archivist |
Final action n/a | Trust Guidance National Guidance Trust guidance |
| Reference 12 |
Record Type
Abortion - Certificate |
Retention Period 3 yrs | Electronic Paper Both Paper | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 13 | Record Type Accident and Emergency Registers | Retention Period 8 yrs | Electronic Paper Both Both | Notes | Final action Offer to Archivist | Trust Guidance National Guidance National guidance |
| Reference 14 | Record Type Accident and Emergency Cards |
Retention Period
8 yrs adults 25 yrs children 26 if child 17 20 yrs for mentally disordered persons 8 yrs after death |
Electronic Paper Both Paper | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 15 | Record Type Admission books - paper copies | Retention Period 8 yrs | Electronic Paper Both Paper | Notes | Final action Offer to Archivist | Trust Guidance National Guidance National guidance |
| Reference 16 |
Record Type
Angiography tapes and disks |
Retention Period 8 yrs | Electronic Paper Both Electronic | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 17 | Record Type Audit trails (Electronic Health Records) | Retention Period Permanent | Electronic Paper Both Both | Notes | Final action n/a | Trust Guidance National Guidance National guidance |
| Reference 18 | Record Type Birth registers | Retention Period 2 yrs | Electronic Paper Both Paper | Notes | Final action Offer to Archivist | Trust Guidance National Guidance National guidance |
| Reference 19 | Record Type Birth Notification |
Retention Period
25 yrs 26 yrs if child 17 8 yrs after death |
Electronic Paper Both Paper | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 20 | Record Type Chaplaincy records | Retention Period 2 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 21 |
Record Type
Child Protection register |
Retention Period
26 yrs 8 yrs after death |
Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 22 | Record Type Clinical audit records - raw data | Retention Period 6 months | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance Trust guidance |
| Reference 23 | Record Type Clinical audit records - reports - electronic | Retention Period Permanent | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance Trust guidance |
| Reference 24 | Record Type Counselling records |
Retention Period
20 years 8 years after death |
Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 25 | Record Type Death | Retention Period 2 yrs | Electronic Paper Both Paper | Notes | Final action Offer to Archivist | Trust Guidance National Guidance National guidance |
| Reference 26 | Record Type Death, Cause of Certificate Counterfoils | Retention Period 2 yrs | Electronic Paper Both Paper | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 27 | Record Type Diaries | Retention Period 2 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 28 | Record Type Discharge.register | Retention Period 8 yrs | Electronic Paper Both Paper | Notes | Final action Offer to Archivist | Trust Guidance National Guidance National guidance |
| Reference 29 |
Record Type
Did not attend letters |
Retention Period 2 yrs | Electronic Paper Both Paper | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 30 |
Record Type
Electrocardiogram (ECG) Records |
Retention Period 7 yrs | Electronic Paper Both Electronic | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 31 |
Record Type
Hearing screening records |
Retention Period 25 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance Trust guidance |
| Reference 32 | Record Type Homicide serious incident” records | Retention Period 30 yrs | Electronic Paper Both Paper | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 33 | Record Type Hospital acquired infection records | Retention Period 6 yrs | Electronic Paper Both Paper | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 34 | Record Type Hospital records not listed elsewhere in this schedule | Retention Period 8 yrs | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 35 | Record Type Human fertilisation records, including embryology records | Retention Period Child not born 10 yrs Child born 30 yrs No info about birth 50 yrs | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 36 | Record Type Paper Intensive care unit charts |
Retention Period
8 yrs adults 25 yrs children 26 yrs if child 17 20 yrs for mentally disordered persons 8 yrs after death |
Electronic Paper Both Paper | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 37 |
Record Type
Neonatal screening records |
Retention Period 25 yrs | Electronic Paper Both Paper | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 38 |
Record Type
Notifiable disease book |
Retention Period 6 yrs | Electronic Paper Both Paper | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 39 |
Record Type
Operating Theatre Lists |
Retention Period 4 yrs | Electronic Paper Both Paper | Notes | Final action Offer to Archivist | Trust Guidance National Guidance National guidance |
| Reference 40 |
Record Type
Operating Theatre Lists |
Retention Period 48 hrs |
Electronic Paper Both
Paper copy printed from electronic |
Notes | Final action Destroy confidentially | Trust Guidance National Guidance |
| Reference 41 |
Record Type
Occupational Therapy |
Retention Period See notes | Electronic Paper Both Both |
Notes
Retain for the period of time appropriate to the patient/speciality - see above |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 42 |
Record Type
Operating Theatre registers |
Retention Period 8 yrs | Electronic Paper Both Paper | Notes | Final action Offer to Archivist | Trust Guidance National Guidance National guidance |
| Reference 43 |
Record Type
Outpatient clinic lists |
Retention Period 2 months | Electronic Paper Both Paper | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance Trust guidance |
| Reference 44 | Record Type Patient Photographs/ Medical Illustrations | Retention Period 30 Years | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance Trust guidance |
| Reference 45 |
Record Type
Private patient's records |
Retention Period See notes | Electronic Paper Both Both |
Notes
See Patient Health Records |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 46 |
Record Type
Records of destruction of health records |
Retention Period Permanent | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 47 |
Record Type
Recovery Room Registers |
Retention Period 8 yrs | Electronic Paper Both Paper | Notes | Final action Offer to Archivist | Trust Guidance National Guidance National guidance |
| Reference 48 |
Record Type
Referral letters for clients referred to health or care services but not accepted |
Retention Period See notes | Electronic Paper Both Paper |
Notes
Retain for the period of time appropriate to the patient/speciality - see above |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 49 |
Record Type
Self discharge books |
Retention Period 8 yrs | Electronic Paper Both Paper | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance Trust guidance |
| Reference 50 | Record Type Urgent Laboratory results book | Retention Period 2 yrs | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance Trust guidance |
| Reference 51 | Record Type Video recordings and voice recordings |
Retention Period
8 yrs adults 25 yrs children 26 yrs if child 17 20 yrs for mentally disordered persons 8 yrs after death |
Electronic Paper Both Electronic | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 52 | Record Type Ward registers including daily bed returns | Retention Period 2 yrs | Electronic Paper Both Paper | Notes | Final action Offer to Archivist | Trust Guidance National Guidance National guidance |
| Reference 53 |
Record Type
Withdrawn referral letters |
Retention Period 2 months | Electronic Paper Both Paper | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance Trust guidance |
| Reference 54 |
Record Type
Surgical appliances - forms - AP1, 2, 3 and 4 |
Retention Period 2 yrs | Electronic Paper Both Both |
Notes
From completion of the audit |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
Retention periods apply to specific departments / information
| Reference | Record Type | Retention Period | Electronic Paper Both | Notes | Final action | Trust Guidance National Guidance |
|---|---|---|---|---|---|---|
| Reference 1 | Record Type Immunisation and vaccination records | Retention Period 10 yrs | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 2 |
Record Type
Occupational health records (staff) |
Retention Period See notes | Electronic Paper Both Both |
Notes
3 years after termination of employment |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 3 | Record Type Personal exposure monitoring record | Retention Period 40 yrs | Electronic Paper Both Both | Notes From exposure date |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 4 |
Record Type
Personnel health records for occupational health surveillance |
Retention Period 40 yrs | Electronic Paper Both Both |
Notes
From the last entry on the record |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 5 | Record Type Radiation dose records for classified persons | Retention Period 50 yrs or 75 yrs old whichever is longer | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 6 |
Record Type
Occupationally Related Diseases e.g. asbestosis, pneumoconiosis, byssinosos |
Retention Period 10 yrs | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference | Record Type | Retention Period | Electronic Paper Both | Notes | Final action | Trust Guidance National Guidance |
|---|---|---|---|---|---|---|
| Reference 1 |
Record Type
Ultrasound Records (e.g. Vascular, Obstetric) |
Retention Period
8 yrs adults 25 yrs children 26 if child 17 20 yrs for mentally disordered persons |
Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 2 |
Record Type
Mammography Screening |
Retention Period See notes | Electronic Paper Both Both |
Notes
Normal Packet - 9 years Cancers - Indefinitely Research Cases - 15 years Age Trial Cases - 9 years Deaths - 9 years |
Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 3 | Record Type X-ray films |
Retention Period
8 yrs adults 25 yrs children 26 yrs if child 17 20 yrs for mentally disordered persons 8 yrs after death |
Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 4 |
Record Type
X-Ray Referral/Request Cards |
Retention Period 8 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 5 | Record Type X-ray registers | Retention Period 30 yrs | Electronic Paper Both Paper | Notes | Final action Offer to Archivist | Trust Guidance National Guidance National guidance |
| Reference 6 | Record Type X-ray reports | Retention Period See notes | Electronic Paper Both Both |
Notes
Part of the patient record |
Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference | Record Type | Retention Period | Electronic Paper Both | Notes | Final action | Trust Guidance National Guidance |
|---|---|---|---|---|---|---|
| Reference 1 | Record Type Accreditation documents, records of inspections | Retention Period 10 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 2 | Record Type Body release forms | Retention Period 2 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 3 |
Record Type
Batch records results |
Retention Period 10 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 4 | Record Type Blood Gas results | Retention Period See Notes | Electronic Paper Both Both |
Notes
Retain for the period of time appropriate to the patient/speciality |
Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 5 |
Record Type
Bound copies of reports/records if made |
Retention Period 30 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 6 |
Record Type
Cervical screening slides |
Retention Period 10 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 7 | Record Type Day books and records of specimens received by a laboratory | Retention Period 2 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 8 | Record Type Donor records (blood and tissue) | Retention Period 30 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 9 | Record Type Equipment/ instruments maintenance logs | Retention Period Lifetime of equipment | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 10 |
Record Type
External quality control records |
Retention Period 2 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 11 |
Record Type
Forensic medicine records |
Retention Period 30 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 12 | Record Type Human | Retention Period 30 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 13 | Record Type Internal quality control records | Retention Period 10 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 14 |
Record Type
Lab file cards or other working records of test results for named patients |
Retention Period 2 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 15 | Record Type Mortuary Registers | Retention Period 10 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 16 | Record Type Near patient test data - result in patient record log | Retention Period Lifetime of instrument | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 17 | Record Type Pathological archive museum catalogues | Retention Period 30 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 18 |
Record Type
Photographic records |
Retention Period 30 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 19 |
Record Type
Post mortem registers |
Retention Period 30 yrs | Electronic Paper Both Both | Notes | Final action Offer to Archivist | Trust Guidance National Guidance National guidance |
| Reference 20 |
Record Type
Procurement, use, modification and supply records relevant to production of products (diagnostics) or equipment |
Retention Period 11 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 21 |
Record Type
Records of telephoned reports |
Retention Period 2 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 22 |
Record Type
Records relating to investigation or storage of specimens relevant to organ transplantation, semen or ova |
Retention Period 30 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 23 |
Record Type
Reports, copies Post mortem reports |
Retention Period 8 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 24 | Record Type Request forms that are not a unique record | Retention Period 1 week | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 25 |
Record Type
Request forms that contain clinical information not readily available in the health record |
Retention Period 30 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 26 | Record Type Standard operating procedures (current and old) | Retention Period 30 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference | Record Type | Retention Period | Electronic Paper Both | Notes | Final action | Trust Guidance National Guidance |
|---|---|---|---|---|---|---|
| Reference 27 | Record Type Blocks for electron microscopy | Retention Period 30 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 28 |
Record Type
Electrophoretic strips and immunofixation plates |
Retention Period 5 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 29 | Record Type Foetal serum | Retention Period 30 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 30 |
Record Type
Frozen tissue for immediate histological assessment |
Retention Period 10 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 31 |
Record Type
Frozen tissue or cells for histochemical or molecular genetic analysis |
Retention Period 10 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 32 |
Record Type
Grids for electron microscopy |
Retention Period 10 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 33 | Record Type Human DNA | Retention Period 4 weeks diagnostic specimens 30 yrs generic disorders | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 34 |
Record Type
Human tissue and/or cells for therapeutic use Raw data Traceability data |
Retention Period
10 yrs 30 yrs |
Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 35 |
Record Type
Microbiological cultures |
Retention Period See notes | Electronic Paper Both Both |
Notes
24-28 days after final report of a positive culture issued. 7 days for certain specified cultures - see RCPath document |
Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 36 | Record Type Museum specimens (teaching collections) - Stained slide | Retention Period Permanently | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 37 |
Record Type
Newborn blood spot screening cards |
Retention Period 5 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 38 | Record Type Paraffin blocks | Retention Period 30 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 39 | Record Type Records relating to donor or recipient sera | Retention Period 11 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 40 |
Record Type
Serum following needle stick injury or hazardous exposure |
Retention Period 2 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 41 | Record Type Serum from first pregnancy booking visit | Retention Period 1 yr | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 42 | Record Type Wet tissue | Retention Period 4 weeks | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 43 | Record Type Whole blood samples, for full blood count | Retention Period 24hrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference | Record Type | Retention Period | Electronic Paper Both | Notes | Final action | Trust Guidance National Guidance |
|---|---|---|---|---|---|---|
| Reference 44 | Record Type Annual reports | Retention Period 15 yrs | Electronic Paper Both Both | Notes | Final action Offer to Archivist | Trust Guidance National Guidance National guidance |
| Reference 45 |
Record Type
Autopsy reports, specimens, archive material and other where deceased has been subject if a coroners autopsy |
Retention Period See notes | Electronic Paper Both Both |
Notes
These are coroner records - copies may only be lodged on the health record with the coroners permission |
Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 46 | Record Type Blood bank register, blood component audit trail and fates | Retention Period 30 yrs | Electronic Paper Both Both | Notes | Final action Offer to Archivist | Trust Guidance National Guidance National guidance |
| Reference 47 |
Record Type
Blood for grouping antibody screening and saving and or cross matching |
Retention Period 1 week at 4°C | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 48 |
Record Type
Forensic material - criminal cases |
Retention Period Permanently | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 49 | Record Type Refrigeration and freezer charts | Retention Period 11 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 50 |
Record Type
Request forms for grouping, antibody screening and cross matching |
Retention Period 1 month | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 51 |
Record Type
Results of grouping, antibody screening and other blood transfusion-related tests |
Retention Period 30 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 52 | Record Type Separated serum/ plasma stored for transfusion purposes | Retention Period Up to 6 months | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 53 | Record Type Storage of material following analysis of nucleic acids | Retention Period 30 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 54 | Record Type Worksheets | Retention Period 30 yrs | Electronic Paper Both Both | Notes | Final action | Trust Guidance National Guidance National guidance |
| Reference | Record Type | Retention Period | Electronic Paper Both | Notes | Final action | Trust Guidance National Guidance |
|---|---|---|---|---|---|---|
| Reference 1 | Record Type Prescriptions - Chemotherapy | Retention Period 2 yrs | Electronic Paper Both Both |
Notes
After last treatment |
Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 2 |
Record Type
Clinical drug trials |
Retention Period 5 yrs | Electronic Paper Both Both |
Notes
After completion of trail |
Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 3 | Record Type FP10, TTOs, outpatients, private | Retention Period 2 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 4 |
Record Type
Parenteral nutrition |
Retention Period 2 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 5 | Record Type Unlicensed medicines dispensing records | Retention Period 5 | Electronic Paper Both Both |
Notes
(Requirement of MHRA Guidance Note No. 14. Permanent record of batch details kept) |
Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 6 | Record Type Raw material request and control forms | Retention Period See Notes | Electronic Paper Both Both |
Notes
At least 5 years (Part of batch record, so product liability issues apply) |
Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 7 | Record Type Resuscitation box | Retention Period 1 yr | Electronic Paper Both Both | Notes After the expiry of the longest dated item | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 8 |
Record Type
Chemotherapy, aseptic worksheets, parenteral nutrition, production batch records |
Retention Period 11 yrs | Electronic Paper Both Both | Notes Products liability extends this to 11 years after expiry | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 9 |
Record Type
Environmental monitoring results |
Retention Period 1 yr | Electronic Paper Both Both |
Notes
After expiry date of products As electronic record - in perpetuity |
Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 10 |
Record Type
Equipment validation |
Retention Period
Lifetime of equipment |
Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 11 |
Record Type
QC documentation, certificates of analysis |
Retention Period See notes | Electronic Paper Both Both |
Notes
5 years or 1 year after expiry of batch whichever is longer |
Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 12 |
Record Type
Refrigerator temperature |
Retention Period 1 yr | Electronic Paper Both Both |
Notes
(Refrigerator records to be retained for the life of any product stored therein, particularly vaccines) |
Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 13 |
Record Type
Standard operating procedures |
Retention Period 15 yrs | Electronic Paper Both Both |
Notes
After superseded by revised version As electronic record - in perpetuity |
Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 14 | Record Type Invoices | Retention Period 6 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 15 | Record Type Order and delivery notes, requisition sheets, old order books | Retention Period See notes | Electronic Paper Both Both |
Notes
Current financial year plus one |
Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 16 |
Record Type
Picking tickets/ delivery notes |
Retention Period 3 months | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 17 |
Record Type
Ward pharmacy requests |
Retention Period 1 yr | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 18 | Record Type Controlled drug destruction records (pharmacy and ward based) | Retention Period 7 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 19 | Record Type Controlled drug prescriptions (TTOs/OP) | Retention Period 2 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 20 | Record Type Controlled drug order books, ward orders and requisitions | Retention Period 2 yrs | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 21 |
Record Type
Controlled drug registers and CDRB’s (pharmacy and ward based) |
Retention Period 2 yrs | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 22 | Record Type Extemporaneous preparation worksheets | Retention Period 13 yrs | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 23 |
Record Type
Aseptic worksheets (adults) |
Retention Period 13 yrs | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 24 | Record Type Aseptic worksheets (paediatrics) | Retention Period 26 yrs | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 25 | Record Type External orders and delivery notes | Retention Period 2 yrs | Electronic Paper Both Both | Notes | Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 26 | Record Type Clinical trials | Retention Period 5 yrs | Electronic Paper Both Both | Notes |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference | Record Type | Retention Period | Electronic Paper Both | Notes | Final action | Trust Guidance National Guidance |
|---|---|---|---|---|---|---|
| Reference 1 |
Record Type
Trial Master File (responsibility of Sponsor and Chief Investigator to ensure that documents are retained |
Retention Period 5 yrs | Electronic Paper Both Both |
Notes
After the conclusion of the trial |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 2 |
Record Type
Trial Subject’s Medical Files (Sponsor and Chief Investigator’s responsibility to ensure retained) |
Retention Period 5 yrs | Electronic Paper Both Both |
Notes
After the conclusion of the trial (There should be a flag or divider in health records for documents pertaining to research indicating that the patient has been recruited to a clinical trial or other research |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 3 |
Record Type
Marketing authorisation (holders must arrange for essential clinical trial documents (including case report forms) other than subjects medical files,to be kept by the owner of the data) |
Retention Period See notes | Electronic Paper Both Both |
Notes
15 yrs after completion or discontinuation of the trial or 2 yrs after the granting of the last marketing authorisation in the European Community and when there are no pending or contemplated marketing applications in the European Community or 2 years after formal discontinuation of clinical development of the investigational product |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 4 | Record Type Trial subject’s medical files | Retention Period See notes | Electronic Paper Both Both |
Notes
Retain in accordance with applicable legislation and in accordance with the maximum period of time permitted by the hospital, institution or private practice |
Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 5 |
Record Type
All other documentation pertaining to the trial (retention of documentation is the responsibility of the sponsor or other owner of the data) |
Retention Period See notes | Electronic Paper Both Both |
Notes
Retain as long as the product is authorised |
Final action Destroy confidentially | Trust Guidance National Guidance National guidance |
| Reference 6 |
Record Type
Final Report (responsibility of the sponsor or subsequent owner’s to retain documents) |
Retention Period 5 yrs | Electronic Paper Both Both | Notes After the medicinal product is no longer authorised |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 7 | Record Type Data collected in the course of the research | Retention Period See notes | Electronic Paper Both Both |
Notes
Retain for an appropriate period, to allow further analysis by the original or other research teams subject to consent, and to support monitoring by regulatory and other authorities |
Final action
Destroy confidentially |
Trust Guidance National Guidance National guidance |
| Reference 8 |
Record Type
Research & Development (organisation) i.e. all the organisation’s records associated with research and development and not individual trial records or information on patients |
Retention Period 30 yrs | Electronic Paper Both Both | Notes | Final action Offer to archivist | Trust Guidance National Guidance National guidance |
| Reference 9 | Record Type Research Ethics Committee records | Retention Period 3 yrs | Electronic Paper Both Both |
Notes
From the date of the decision |
Final action Offer to Archivist | Trust Guidance National Guidance National guidance |