Records retention and destruction FOI

AuthorityDepartment of Health and Social Care
Date received2017-04-06
OutcomeNot upheld
Outcome date2017-05-09
Case ID355359

Summary

A request was made to the Isle of Man Department of Health and Social Care for details on records retention policies, destruction statistics, and senior management contacts. The authority disclosed the name of the senior records manager, provided multiple retention policies, and released aggregate destruction figures for 2014-2016, though full copies of destruction certificates were withheld.

Key Facts

  • Mrs Gaye Miller is identified as the Head of Information and Records Management.
  • Seven specific retention policies were disclosed covering areas such as Adult Services, Children & Families, and Mental Health.
  • A total of 4,834 records were destroyed in the 2014-2015 period.
  • A total of 4,869 records were destroyed in the 2015-2016 period.
  • The authority provided a destruction certificate template but withheld full copies of certificates for the requested years.

Data Disclosed

  • 2017-04-06
  • 2017-05-09
  • 2014-2015
  • 2015-2016
  • 4,834
  • 4,869
  • 1997-2000
  • 01624 656071
  • gaye.miller@gov.im

Original Request

Records retention and destruction FOI disclosed in full by GM

Data Tables (66)

A retention, storage and disposal schedule is a timetable for the planned review of all
records to determine their ultimate fate, which is either:
This schedule lists record types with brief descriptions and their minimum required
retention period. Note that retention periods apply to both paper and electronic
records. At the end of their retention period, a sample of records from a series should
be reviewed before destruction to confirm that they are no longer required.
The schedules identify those records likely to have permanent research and
historical value.
Some records may have a long-term research value outside the Department that
created them (e.g. both administrative and clinical records from a number of
different hospitals have been used to study the 1918 influenza epidemic). The
Information Governance team will liaise with the Public Records Office to determine
the current and potential research uses of records.
The following factors must be considered when storing records:
It is important that libraries are well managed to ensure space is efficiently utilised
and the width of aisles and general layout of storage areas conform to fire, health
and safety regulations. In addition all records must be stored off the floor to
provide some protection from flood, dampness and dust.
It is important that where other paper records are stored, e.g. offices etc, these
need to be stored effectively, conform to fire and health and safety precautions. In
addition, all records must be stored off the floor to provide some protection from
flood, dampness and dust.
Non-paper storage includes electronic and microfilm formats.
Electronic and microfilm formats are used to capture and store images of otherwise
bulky or deteriorating archival material. However managers must be aware of issues
around storing records particularly in microfilm format where there may be a
reduction in the clarity of records printed.
When records identified for disposal are destroyed, a register of these records needs
to be kept. When records have reached the end of their retention period the
Information Governance Team should be contacted to assist with the secure disposal
of the records or transfer to the Public Record Office.
In the case of electronic records please note that a record is not deleted if it is merely
sent to the ‘recycle bin’. It must also be deleted from this folder to be considered fully
deleted. This is important in terms of the Freedom of Information Act 2015.
Records which do not contain personal or sensitive material may be disposed of in
the normal manner i.e. shredding or confidential wheelie bin or other recycling
facilities where possible. Contractors employed to shred confidential
information/records will be asked to produce written certificates as proof of
destruction.
The Information Governance Manager will be responsible for advising on local policy
for the retention, archiving or disposal of Adult Services records. The destruction of
records is an irreversible act and must be clearly documented.
Records not selected for archival preservation and which have reached the end of
their administrative life will be destroyed.
If a record due for destruction is known to be the subject of a request for information
or potential legal action the records must not be destroyed. The minimum retention
periods should be calculated from the end of the calendar year following the last
entry in the record.
In the majority of cases records will be disposed of when they reach their retention
period. However, when assessing whether records or information is required to be
retained for a longer period than that identified within the Retention Schedule,
consideration should be given to the holding of information for longer than necessary
which incurs extra storage costs and leaves the Department vulnerable to risks of
theft, misuse, disclosure, legal discovery and non-compliance fines.
Examples of when information may be required to be held for longer periods are
where:
Records which have been identified in the Retention Schedule as permanent
records are to be transferred to the Public Record Office. The Information
Governance Manager is responsible for co-ordinating this process with the Public
Record Office. If records are to be reviewed prior to selection this should be carried
out by the Information Governance Manager in conjunction with the Public Record
Office and any criteria or sampling processes used recorded for future use.
The Director of Adult Services is responsible for the implementation and
enforcement with the policy.
Details Minimum Retention Period Rationale PRA selection Final action
Divisional Plans 25 years Records Management ISO 15489 9.2 Information Security ISO 2700-1 4.3.2 (f); 4.3.3. England & Wales best practice Permanent Transfer to the Public Record Office after 25 years for permanent retention
Divisional Reports 25 years Division best practice Permanent Transfer to the Public Record Office after 25 years for permanent retention
Divisional Strategies 25 years Division best practice Permanent Transfer to the Public Record Office after 25 years for permanent retention
Minutes of Departmental Meetings 2 years as master copy will be held by CEO Office Division best practice Permanent Transfer to the Public Record Office after 25 years for permanent retention
Minutes of Divisional Meetings 30 years Division best practice Permanent Transfer to the Public Record Office after 25 years for permanent retention
Minutes of other non- Departmental/Divisional meetings 2 years unless relating to an individual then use retention period for records of individuals Division best practice No Destroy
Papers of minor or short lived importance not covered elsewhere - e.g. advertising matter - covering & appointment letters 2 years Division best practice No Destroy
- reminders; drafts - registers complied for temporary purposes; routine reports
Office Diaries 2 years after the end of the calendar year to which they refer Division best practice No Destroy
Social Work Diaries 6 years after year to which they relate Division best practice No Destroy
Phone Message Books 2 years NB Any service user information should be transferred to the service user record Division best practice No Destroy
Information Leaflets 2 years National Audit Office best practice One copy of each Transfer one copy to the Public Record Office after 25 years for permanent retention; destroy duplicates after 2 years
Divisional Policies/Procedures/ Protocols 10 years Division best practice Review Select for permanent preservation only those that relate to core activities and transfer to the Public Record Office after 25 years
Project Files 10 years after completion of project National Audit Office best practice Review Review with the Public Record Office to select which should be permanently preserved. Transfer selected records to the Public Record Office after 25 years for permanent retention
Major Reports 30 years Division best practice Permanent Transfer to the Public Record Office after 25 years for permanent retention
Consultants – records relating to their appointment 5 years Division best practice Review Review with the Public Record Office to select which should be
permanently preserved. Transfer selected records to the Public Record Office after 25 years for permanent retention
Tynwald questions (held by the Department) 10 years Division best practice No Destroy
Investigations commissioned by Division (not OHR Investigations) 30 years Division best practice Review Review with the Public Record Office to select which should be permanently preserved. Transfer selected records to the Public Record Office after 25 years for permanent retention.
Contracts 10 years after termination of contract Division best practice Review Review with the Public Record Office to select which should be permanently preserved. Transfer selected records to the Public Record Office after 25 years for permanent retention
Building Management including leases (Operational managers to maintain) Period of lease plus 12 years Division best practice No Destroy
Building Plans (Department held) Lifetime of building Division best practice Permanent Transfer to the Public Record Office after 25 years for permanent retention
Maintenance Contracts 6 years from end of contract Division best practice No Destroy
Insurance (Department held) 6 years after policy expiry Division best practice No Destroy
Funerals under the National Assistance Act 1951 6 years after completion of funeral Division best practice No Destroy
Procedures in relation to funeral applications under the National Assistance Act 1951 Permanent Division best practice Permanent Transfer to the Public Record Office after 25 years for permanent retention
Trust Housing 12 years after termination of tenancy agreement Division best practice No Destroy
Trust Housing unsuccessful applications 2 years Division best practice No Destroy
Endowment committees 1 year Division best practice No Destroy
Endowment committees minutes 6 years Permanent retention Permanent Transfer to the Public Record Office after 25 years for permanent retention
Blind Register/BD8 forms Until individual moves away from the Isle of Man or until death Division best practice No Destroy
Blue Badges – after refusal, issue or renewal 3 years Division best practice No Destroy
Disabled Register/ Green application form completed by applicant 1 year Division best practice No Destroy
Bus Passes 1 year Division best practice No Destroy
Unsuccessful tender documents Life of successful contract Division best practice No Destroy
Missing Persons notifications from other authorities 6 years Division best practice No Destroy
Budgets and Estimates 6 y e a r s a f t e r e n d of financial year to which they relate Division best practice No Destroy
Accounts – annual 6 years after end of financial year to which they relate Division best practice No Destroy
Accounts – minor records - e.g. - accounts of petty cash - travel & subsistence accounts - minor vouchers; order books - receipt books; - income records 6 years after end of financial year to which they relate Division best practice No Destroy
Audit records (internal and 2 years from the date of Division best practice No Destroy
external audit) original documents completion of the audit
Audit reports – internal and external letters, value for money reports and system/final accounts memoranda) 2 years after formal completion by statutory auditor Division best practice No Destroy
Cash books 6 years after end of financial year to which they relate Limitation Act 1984 No Destroy
Cash sheets 6 years after end of financial year to which they relate Limitation Act 1984 No Destroy
Invoices 6 years after end of financial year to which they relate Division best practice No Destroy
Bank Statements 2 years from completion of audit Division best practice No Destroy
Financial Audit records 2 years from completion of audit Division best practice No Destroy
Business Continuity Plans 20 years Division best practice Plans that were put into action as part of a major incident are selected for permanent preservation. All other plans are not selected. Transfer records selected for permanent preservation to IOMPRO when 25 years old. Destroy records not selected by IOMPRO at the end of the retention period.
Technical Documentation 20 years Division best practice Review Review with the Public Record Office to select which should be permanently preserved. Transfer selected records to the Public Record Office after 25 years for permanent retention.
Complaints, correspondence, 10 years from completion of action Division best practice No Destroy
investigations and outcomes (stage 1 and 2)
Complaints that result in change of practice (stage 3) 20 years Division best practice Permanent Transfer to the Public Record Office after 25 years for permanent retention
Close circuit TV images (CCTV) 31 days UK Information Commissioner’s Code of Conduct No Destroy
Flexi working hours (personal record of hours actually worked) 12 months Division best practice No Destroy
Health and safety documentation 3 years Division best practice No Destroy
Press cuttings 1 year Division best practice No Destroy
Press Releases 7 years Division best practice No Destroy
Public Consultations e.g. about future provision of services 5 years Division best practice Review Documentation that relate to selected records. Review with the Public Record Office to select which should be permanently preserved. Transfer selected records to the Public Record Office after 25 years for permanent retention.
Receipts for registered, recorded or special delivery mail 2 years following the end of the financial year to which they relate Division best practice No Destroy
Records of custody and transfer of keys 2 years after last entry Division best practice No Destroy
Requests for information  Data Protection Act (Subject Access Request)  Access to Health Records & Reports Act  Code of Practice for Access to 3 years after last action Division best practice No Destroy
Government Information
Freedom of Information (FOI) requests 3 years after full disclosure; 10 years if information is redacted or the information requested is not disclosed Division best practice No Destroy
Information Security Compliance Audit Audit to ascertain compliance with information security requirements - Retain records for 3 years after Date Closed Data Protection Act 2002 No Destroy
Incident Response & Investigation – Data Breaches; Response to & investigation of security breach Incidents (correspondence, investigation report, subsequent action; resolution of incident) Retain records 6 years after Date Created Limitation Act 1984 Computer Security Act 1992 No Destroy
Details Minimum Retention Period Rationale PRA selection Final action
Referrals/ NFA’s - i.e. does not become a case 6 years Division best practice No Destroy
Social Work/Duty Manager/ Practitioner Diaries 6 years after year to which they relate Division best practice No Destroy
Service User records – record kept for 10 years Division best practice Sample as agreed Transfer sample to the Public
life, then after death (including resident financial records) (see below) Record Office after 25 years for permanent retention
Health & Safety audits 5 years from completion of audit Division best practice No Destroy
Incident forms/Accident books 10 years Division best practice Review with the Public Record Office to select which should be permanently preserved. Transfer selected records to the Public Record Office after 25 years for permanent retention.
Quality Assurance audits 5 years from completion of audit Division best practice Sample records relating to changes in policy or procedures Transfer sample to the Public Record Office after 25 years for permanent retention
Local/team procedures & work instructions (see above for divisional procedures) 7 years Division best practice No Destroy
Duty Rotas 4 years National Audit Office guidance No Destroy
Communication Book Report Books Daily logs 7 years Division best practice No Destroy
Occupancy Forms 12 months Division best practice No Destroy
Timesheets 12 months Division best practice No Destroy
MAR Sheets 7 years Department of Health best practice No Destroy
Controlled Drugs Book 20 years Division best practice Misuse of Drugs Act 1971 Misuse of Drugs Regulations 2001 No Destroy
Safer management of controlled drugs: a guide to good practice in secondary care (England). October 2007 Dept. of Health, 17th October 2007 http://www.dh.gov.uk/en/P ublicationsandstatistics/Publ ications/PublicationsPolicyA ndGuidance/DH_079618
Books or sheets used to record checks and tests on equipment such as oxygen cylinders, glucometers, suction machines etc. 8 years Division best practice No Destroy
Nurse Call system (printouts) 2 years Division best practice No Destroy
Maintenance Reports (record of maintenance reports & job references) Arjo (reports re: hoists etc. which are sent to Estates) 2 years Division best practice No Destroy
Vehicle Log Sheets 6 months Division best practice No Destroy
Temperature log books (Food/Hygiene and Medication) 2 years Division best practice No Destroy
Person with offences against children – record kept for life, then after death 10 years after death Division best practice based on common practice No Destroy
Fire Registers 6 months Division best practice No Destroy
Fire Risk Assessments 2 years Division best practice No Destroy
Visitors Books 7 years Division best practice No Destroy
Receipts for items bought by service user 6 years and current Division best practice based on Financial Regulations No Destroy
Cash handover sheets 12 months plus current year Division best practice No Destroy
Order books & Invoices See Finance
Staff Records (leavers) Passed to HR for retention
Details Minimum Retention Period Rationale PRA selection Final action
Referrals/ NFA’s - i.e. does not become a case 6 years Division best practice No Destroy
Social Work/ Practitioner Diaries 6 years after year to which they relate Division best practice No Destroy
Service user record following no further contact after a decision to close a case or to take no further action 10 years after closure or 10 years after death Division best practice Sample as agreed (see below) Transfer sample to the Public Record Office after 25 years for permanent retention
Home Care record following no further contact after a decision to close a case or to take no further action 6 years after closure or 6 years after death Division best practice Sample as agreed (see below) Transfer sample to the Public Record Office after 25 years for permanent retention
Home Care Expense Forms 12 months Division best practice No Destroy
Home Care Observation Sheets 2 years Division best practice No Destroy
Home Care timesheets 12 months Division best practice No Destroy
Home Care Staff Records 6 years after leaving at which time a summary record must be kept until the individual’s 70th birthday Division best practice No Destroy
Meals on Wheels 1 year Division best practice No Destroy
Adult with MH involvement on SW record 20 years after date of last contact or 10 years after the person’s death if sooner. Records may be kept for 30 years before review but after first 20 years records may be summarised and kept in the summary format for the further 10 years Division best practice. When records come to the end of their retention period they must be reviewed not automatically destroyed. Such review must take account of any genetic implications of the patient’s illness. If it is decided to retain the records they must be subject to regular review Sample as agreed (see below) Transfer sample to the Public Record Office after 25 years for permanent retention
Deceased Person – after death 10 years Division best practice Sample as agreed (see below) Transfer sample to the Public Record Office after 25 years for permanent retention
MAR Sheets 7 years Department of Health best practice No Destroy
Registration & Inspection Reports and correspondence 5 years Division best practice No Destroy
Details Minimum Retention Period Rationale PRA selection Final action
Corporate and Partnerships: Contracts files 10 years after termination of contract Division best practice Selected: contract files relating to care delivery, pending PRO review at end of retention period. Not selected: contract files relating to secondary functions such as cleaning and maintenance. Selected files: Review with the Public Record Office to select which should be permanently preserved. Transfer selected records to the Public Record Office after 25 years for permanent retention. Not selected: destroy at end of retention period
Corporate and Partnerships: Grants files 10 years after termination of Grant Division best practice No Destroy at end of retention period
Corporate and Partnerships: Grant minutes 10 years after termination of Grant Division best practice Permanent Transfer to PRO at 25 years
Details Minimum Retention Period Rationale PRA selection Final action
All records including: Log books; Life Histories Nursing Notes; Therapeutic Work Educational Documentation Staff Records To be returned to Adult Services Central record following no further contact/closure after 3 months Division best practice as defined in the contract Review Review jointly with the Public Record Office after 25 years for permanent retention. Same final action (transfer to the Public Record Office or destroy) as the main Adult’s record.
Details Minimum Retention Period Rationale PRA selection Final action
Divisional Plans 25 years Records Management ISO 15489 9.2 Information Security ISO 2700-1 4.3.2 (f); 4.3.3. England & Wales best practice Permanent Transfer to the Public Record Office after 25 years for permanent retention
Divisional Reports 25 years Division best practice Permanent Transfer to the Public Record Office after 25 years for permanent retention
Divisional Strategies 20 years Division best practice Permanent Transfer to the Public Record Office after 25 years for permanent retention
Minutes of Departmental Meetings 2 years as master copy will be held by CEO Office Division best practice Permanent Transfer to the Public Record Office after 25 years for permanent retention
Meetings and minutes papers of major/significant committees and sub-committees (master copies) 30 years Division best practice Permanent Transfer to the Public Record Office after 25 years for permanent retention
Meetings and minutes papers (other, including reference copies of major committees) 2 years unless relating to an individual then use retention period for records of individuals Division best practice No Destroy
Papers of minor or short lived importance not covered elsewhere - e.g. advertising matter - covering & appointment letters 2 years Division best practice No Destroy
Details Minimum Retention Period Rationale PRA selection Final action
- reminders; drafts - registers complied for temporary purposes; routine reports; appointments anonymous or unintelligible letters; drafts; duplicates of documents known to be – preserved elsewhere (unless they have important minutes on them); indices and registers compiled for – temporary purposes; routine reports; punched cards.
Diaries Health Professionals 2 [MG1]years after end of year to which diary relates. Patient specific information should be transferred to the patient record. Any notes made in the diary as an ’aide memoire’ must also be transferred to the patient record as soon as possible. Division best practice No Destroy
Information Leaflets 2 years National Audit Office best practice Review One copy of each Major version. Transfer one copy to the Public Record Office after 25 years for permanent retention; destroy duplicates after 2 years
Divisional Policies/Procedures/ Protocols 10 years Division best practice Review Select for permanent preservation only those that relate to core activities and transfer to the Public Record
Details Minimum Retention Period Rationale PRA selection Final action
Office after 25 years
Project Files 10 years after completion of project National Audit Office best practice Review Review with the Public Record Office to select which should be permanently preserved. Transfer selected records to the Public Record Office after 25 years for permanent retention
Major Reports including Working papers 30 years Division best practice Permanent Transfer to the Public Record Office after 25 years for permanent retention
Tynwald questions (held by the Department) 10 years Division best practice No Destroy
Investigations commissioned by Division (not OHR Investigations) 30 years Division best practice Review Review with the Public Record Office to select which should be permanently preserved. Transfer selected records to the Public Record Office after 25 years for permanent retention.
Contracts 15 years after termination of contract Division best practice Review Review with the Public Record Office to select which should be permanently preserved. Transfer selected records to the Public Record Office after 25 years for permanent retention
Maintenance Contracts 6 years from end of contract Division best practice No Destroy
Manuals (operating) Lifetime of equipment Review if issues (e.g. HSE) are outstanding No Destroy
Equipment – records of non-fixed equipment, including specification, test records, maintenance records and logs 11 years. If the records relate to vehicles (ambulances, responder cars, fleet vehicles etc.) and where the vehicle no longer exists, providing there is a record that it Consumer Protection Act 1991 No Destroy
Details Minimum Retention Period Rationale PRA selection Final action
was scrapped, the records can be destroyed
Inventories of plant and permanent or fixed equipment 5 years after date of inventory Division best practice Asset –Guidelines lifetime of products are determined when needed to destroy. Destroy
Medical device alerts Retain until updated or withdrawn (check MHRA website) www.mhra.gov.uk No Destroy[MG2]
Site files Lifetime of site Division best practice IOMPRO to review at the end of the retention period. Records relating to major works, including significant public buildings, high-value, high-profile or controversial projects, may be required for permanent preservation. Set further retention periods for records still of current business use.
Accounts – minor records (pass books, paying-in slips, cheque counterfoils, cancelled/discharged cheques (for cheques bearing printed receipts, see Receipts), accounts of petty cash expenditure, travel and subsistence accounts, minor vouchers, duplicate receipt books, income records, laundry lists and receipts) 6 years after end of financial year to which they relate Division best practice No Destroy
Audit records (internal and external audit) original documents 2 years from the date of completion of the audit Division best practice No Destroy
Audit reports – internal 2 years after formal completion by Division best practice No Destroy
Details Minimum Retention Period Rationale PRA selection Final action
and external letters, value for money reports and system/final accounts memoranda) statutory auditor
Cash books 6 years after end of financial year to which they relate Limitation Act 1984 No Destroy
Cash sheets 6 years after end of financial year to which they relate Limitation Act 1984 No Destroy
Contracts – financial Approval files – 15 years Approved suppliers lists – 11 years Division best practice Review Review with the Public Record Office to select which should be permanently preserved. Transfer selected records to the Public Record Office after 25 years for permanent retention
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) 6 years after end of financial year to which they relate Division best practice Review Review with the Public Record Office to select which should be permanently preserved. Transfer selected records to the Public Record Office after 25 years for permanent retention
General Medical Services payments 6 years after year end
Invoices 6 years after end of financial year to which they relate Division best practice No Destroy
Patient Monies (i.e. smaller sums of donated money) 6 years
Bank Statements 2 years from completion of audit Division best practice No Destroy
Requests for information  Data Protection Act (Subject Access Request) 3 years after last action Division best practice No Destroy
Details Minimum Retention Period Rationale PRA selection Final action
 Access to Health Records & Reports Act  Code of Practice for Access to Government Information
Freedom of Information (FOI) requests 3 years after full disclosure; 10 years if information is redacted or the information requested is not disclosed Division best practice No Destroy
Business Continuity Plans 20 years Division best practice Plans that were put into action as part of a major incident are selected for permanent preservation. All other plans are not selected. Transfer records selected for permanent preservation to IOMPRO when 25 years old. Destroy records not selected by IOMPRO at the end of the retention period.
Technical Documentation 20 years Division best practice Review Documentation that relate to selected records. Review with the Public Record Office to select which should be permanently preserved. Transfer selected records to the Public Record Office after 25 years for permanent retention.
Complaints, correspondence, investigations and outcomes (stage 1 and 2) 10 years from completion of action Division best practice No Destroy
Complaints that result in change of practice (stage 3) 20 years Division best practice Permanent Each complaint has an action plan attached and held in Patient Safety and Quality. Transfer to the Public Record Office after 25 years for permanent retention
Exposure monitoring records 5 years from the date the record was made Control of Substances Hazardous to Health Regulations 2002 (reg. No Destroy
Details Minimum Retention Period Rationale PRA selection Final action
10(5))
Time sheets (relating to a Group or Department e.g. Ward where the timesheets are kept as a tool to manage resources, staffing levels) 12 months Division best practice No Destroy
GMS1 forms (registration with GP) 3 years Division best practice No Destroy
Health and safety documentation 3 years Division best practice No Destroy
Incident forms 10[MG3] years Division best practice Records relating to major, significant, controversial or high-profile incidents may be selected for permanent preservation. Review with the Public Record Office to select which should be preserved permanently Transfer selected records to the Public Record Office after 25 years for permanent retention.
Patient Surveys (re access to services etc.) 2 years Division best practice No Destroy
Phone Message Books 2[MG4] years NB Any clinical information should be transferred to the patient health record Division best practice No Destroy
Police Statements (made in the context of Accident and Emergency episodes. Statements are requested by the Police to the A&E staff in relation to alleged 10 years (congruent retention period as Incident Forms) Division best practice No Destroy
Details Minimum Retention Period Rationale PRA selection Final action
injuries of or by patients coming through A&E)
Public Consultations e.g. about future provision of services 5 years Division best practice Review Documentation that relate to selected records. Review with the Public Record Office to select which should be permanently preserved. Transfer selected records to the Public Record Office after 25 years for permanent retention.
Quality and Outcomes Framework (QOF) documents 2 years Division best practice Review Documentation that relate to selected records. Review with the Public Record Office to select which should be permanently preserved. Transfer selected records to the Public Record Office after 25 years for permanent retention.
Quality assurance records (e.g. Healthcare Commission, Audit Commission, Organisational Audit, Investors in People) 12 years No Destroy
Research ethics committee records 3 years from date of decision Division best practice Review Documentation that relate to selected records. Review with the Public Record Office to select which should be permanently preserved. Transfer selected records to the Public Record Office after 25 years for permanent retention.
Surgical appliances forms AP 1, 2, 3 and 4 2 years from completion of audit Division best practice No Destroy
Data Input Forms (where the data/information has been input to a 2 years Division best practice No Destroy
Details Minimum Retention Period Rationale PRA selection Final action
computer system)
Job descriptions 3 years Division best practice No Destroy
Contractor Applications (Doctors, Dentists, Opticians & Pharmacists) 6 years after end of contract for approvals 6 years for non-approvals. Division best practice No Destroy
Details Minimum Retention Period Rationale PRA selection Final action
Adoption records (administrative) – see non-health records Division best practice No Destroy
Pre-Adoption Records Records, where the NHS number has been changed following adoption should be retained securely and confidentially for the same period of time as all records for children and young people. Genetic information should be transferred across to the post-adoption record. Retain until the patient’s 25th birthday or 26th if young person was 17 at conclusion of treatment, or 8 years after death. If the illness or death could have potential relevance to adult conditions or Division best practice No Destroy
Details Minimum Retention Period Rationale PRA selection Final action
have genetic implications for the family of the deceased, the advice of clinicians should be sought as to whether to retain the records for a longer period
Ambulance records - patient identifiable component (including paramedic records made on behalf of the Ambulance Service) 10 years (applies to ALL Ambulance Clinical Records) NB Where a patient is transferred to the care of another NHS organisation all relevant clinical information must be transferred to the patients’ health record held at that organisation) Limitation Act 1984 NHS Code of Practice No Destroy
Ambulance Records – Administrative (i.e. records containing non-clinical details only) e.g. records of journeys 2 years from the end of the year to which they relate NHS Code of Practice No Destroy
Equipment – records of non-fixed equipment, including specification, test records, maintenance records and logs 11 yearsIf the records relate to vehicles (ambulances, responder cars, fleet vehicles etc) and where the vehicle no longer exists, providing there is a record that it was scrapped, the records can be destroyed Consumer Protection Act 1991 NHS Code of Practice No Destroy
Air Ambulance Helicopter Services Permanent Division best practice No Destroy
EMS Paramedic Protocols Permanent Division best practice No Destroy
CPR Instructorship Permanent until updated Division best No Destroy
Details Minimum Retention Period Rationale PRA selection Final action
Information practice
EMS General Education Information Permanent until updated Division best practice No Destroy
EMS Key Roster Permanent until updated Division best practice No Destroy
Hazardous Materials Guidelines Permanent until updated Division best practice No Destroy
Emergency Joint Control Until Guidelines Permanent until updated Division best practice No Destroy
Traction Equipment Information/Inventory Permanent until updated Division best practice No Destroy
Ambulance Run Log (also called Emergency Call Log, Ambulance Trip Report) 6 Years Division best practice No Destroy
Court Affidavit Request 6 Years Division best practice Review with the Public Record Office to select which should be permanently preserved. Transfer selected records to the Public Record Office after 25 years for permanent retention.
Daily Vehicle Maintenance and Equipment Checklists 5 years Division best practice No Destroy
Drugbox Drug List 5 years Division best practice No Destroy
EMS Master Log 5 Years Division best practice No Destroy
Ambulance Forms [MG5] 5 Years Division best practice No Destroy
Supervisor Reports [MG6] 5 Years including audit Division best practice No Destroy
Patient Statements 3 Years Division best No Destroy
Details Minimum Retention Period Rationale PRA selection Final action
practice
Ambulance Inspection Reports 3 Years Division best practice No Destroy
Ambulance Equipment Checklists 2 Years Division best practice No Destroy
Ambulance License Applications 1 Year Division best practice No Destroy
EMT License Applications 1 year Division best practice No Destroy
EMS Work Schedules 1 Year Division best practice No Destroy
Audit Trails (Electronic Health Records) Life of the electronic system Division best practice No Destroy
Child Health Record Retain until the patient’s 25th birthday or 26th if young person was 17 at conclusion of treatment, or 8 years after death. If the illness or death could have potential relevance to adult conditions or have genetic implications for the family of the deceased, the advice of clinicians should be sought as to whether to retain the records for a longer period Division best practice No Destroy
Safeguarding Child Health Record Retain the patient’s 75th birthday Division best practice No Destroy
Clinical audit records 5 years Division best practice No Destroy
Controlled drug Requisitions – 2 years Misuse of Drugs Act 1971 (UK) No Destroy
documentation (Moved
Details Minimum Retention Period Rationale PRA selection Final action
from Pharmacy Records) [MG7] Registers and CDRBs – 2 years from last entry Extemporaneous preparation worksheets – 13 years Aseptic worksheets (adult) – 13 years Aseptic worksheets (paediatric) – 26 years External orders and delivery notes – 2 years Prescriptions (inpatients) – 2 years Prescriptions (outpatients) – 2 years Clinical trials 5 years minimum (may be longer for some trials) Destruction of CDs – 7 years Future Regulations may increase the period of time for the storage of records. Please refer to Department of Health http://www.dh.gov.uk/en/index.ht m and Royal Pharmaceutical Society of Great Britain http://www.rpsgb.org.uk/ websites for up-to-date information Misuse of Drugs Regulations 2001 (UK) Safer management of controlled drugs: a guide to good practice in secondary care (England) October 2007, Dept of Health, 17th October 2007 http://www.dh.gov. uk/en/Publicati onsandstatistics/ Publications/Publica tionsPolicy AndGuidance/DH_0 79618
Dental Patients Records – Adult (The record may consist of several different elements, which include written notes, radiographs, study models, 11 years after last entry NHS No Destroy
from Pharmacy
Records) [MG7]
Details Minimum Retention Period Rationale PRA selection Final action
referral letters, consultants’ reports, clinical photographs, results of special investigations, drug prescriptions, laboratory prescriptions, patient identification information, and a comprehensive medical history)
Dental Patient Records – Child 11 years after last entry or until they reach 25 years, whichever the longer. NHS No Destroy
Dental Orthodontic Models. Retain the original pre- and post- operative models for 11 years; discard any intermediates after a period of five years. NHS No Destroy
Dental epidemiological surveys 30 years NHS No Destroy
Dental, ophthalmic and auditory screening records including Orthodontic Records and Models. Community Records For Adults 11 years For Children 11 years or up to their 25th birthday, whichever is the longer Hospital Records Adult records – Retain for 8 years Children and young people – Retain until the patient’s 25th birthday or 26th if young person was 17 at conclusion of treatment, or 8 years after death. If the illness or death could have potential relevance to adult conditions or have genetic British Dental Association No Destroy
Details Minimum Retention Period Rationale PRA selection Final action
implications, the advice of clinicians.
De-registered patients 11 years after last entry NHS No Destroy
Personnel/human resources records –major (eg personal files, letters of appointment, contracts, references and related correspondence, registration authority forms, training records, equal opportunity monitoring forms (if retained)) NB Includes locum doctors 6 years after individual leaves service, at which time a summary of the file must be kept until the individual’s 70th birthday. 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. Records Management: NHS Code of Practice Part 2 No Destroy
Dietetic and nutrition Retain for the period of time appropriate to the patient/specialty, e.g. children’s records should be retained as per the retention period for the records of children and young people; mentally disordered persons (within the meaning of the Mental Health Act 1983) 20 years after the last entry in the record or 8 years after the patient’s death if patient died while in the care of the organisation Division best practice No Destroy
District nursing records Retain for the period of time appropriate to the patient/specialty, eg children’s Division best practice No Destroy
Details Minimum Retention Period Rationale PRA selection Final action
records should be retained as per the retention period for the records of children and young people or 8 years after the patient’s death if patient died while in the care of the organisation
Duplicate patient record notification forms 2 years after the decision of whether or not to merge unless there is a business need to retain for longer. Division best practice No Destroy
Family planning records For records of adults – retain for 8 years after last entry. For clients under 18 – retain until 25th birthday or for 8 years after last entry, whichever is the longer i.e. records for clients aged 16-17 should be retained for 8 years and records for clients under 16 should be retained until age 25 (i.e. still retained for at least 8 years). Records of deceased persons should be retained for 8 years after death Division best practice No Destroy
MEDS Doctors Pay 6 years after termination of employment Division best practice based on common practice from other jurisdictions and in line with Records Management: NHS Code of Practice Part No Destroy
Details Minimum Retention Period Rationale PRA selection Final action
2
MEDS contact sheets (contains patient and presenting symptoms when attending MEDS) 10 years Division best practice based on common practice from other jurisdictions and in line with Records Management: NHS Code of Practice Part 2 No Destroy
Ophthalmic accounts 7 years Division best practice based on the UK NHS (General Ophthalmic Services) Regs 1986. No Destroy
NHS Spectacle Voucher/form 7 years Division best practice based on common practice from other jurisdictions and in line with Records Management: NHS Code of Practice Part 2 No Destroy
NHS Replacement or repair of glasses vouchers/form 7 years Division best practice based on common practice from other jurisdictions and in line with Records Management: NHS Code of Practice Part 2 No Destroy
VAT records 6 years after end of financial year to which they relate Division best practice based on common practice from other jurisdictions and in line with Records No Destroy
Details Minimum Retention Period Rationale PRA selection Final action
Management: NHS Code of Practice Part 2
Sight tests 7 years Division best practice based on the NHS(General Ophthalmic Services) Regs 1986: No Destroy
Exemption application under the national Health Service (Isle of Man) Charges Regulations 1979 6 years Division best practice No Destroy
F1 application form 6 years Division best practice No Destroy
Medical Exemptions 2 years Division best practice No Destroy
GP records, including medical records relating to HM Armed Forces or those serving a period of imprisonment GP Records, wherever they are held, other than the records listed below retain for 10 years after death or after the patient has permanently left the country unless the patient remains in the European Union. In the case of a child if the illness or death could have potential relevance to adult conditions or have genetic implications for the family of the deceased, the advice of clinicians should be sought as to whether to retain the records for a longer period. Maternity records – 25 years after last live birth. Division best practice No Destroy
Details Minimum Retention Period Rationale PRA selection Final action
Records relating to persons receiving treatment for a mental disorder within the meaning of the Mental Health Act 1983 –20 years after the date of the last contact; or 10 years after patient’s death if sooner. NB GPs may wish to keep mental health records for up to 30 years before review. They must be kept as complete records for the first 20 years but records may then be summarised and kept in summary format for the additional 10-year Period. Records relating to those serving in HM Armed Forces – The Ministry of Defence (MoD) retains a copy of the records relating to service medical history. The patient may request a copy of these under the Data Protection Act (DPA), and may, if they choose, give them to their GP.
Details Minimum Retention Period Rationale PRA selection Final action
GPs should also receive summary records when ex-Service personnel register with them. What GPs do with them then is a matter for their professional judgement, taking into account clinical need and DPA requirements – they should not, for example, retain information that is not relevant to their clinical care of the patient. Records relating to those serving a prison sentence. See also Prison Health Records (below) for guidance on scanning of hospital letters.
Electronic patient records Electronic patient records (EPRs) must not be destroyed, or deleted, for the foreseeable future. NHS (UK) Good Practice Guidelines for General Practice Electronic Patient Records (version 3.1). No Destroy
Health visitor records 8 years. Division best practice No Destroy
Hospital acquired infection records 6 years Division best practice No Destroy
Details Minimum Retention Period Rationale PRA selection Final action
Standard operating procedures (current and old) 30 years Division best practice No Destroy
FP10, TTOs, outpatient , private [MG8] 2 years (Electronic Patient Records will eventually hold all details) NB: Inpatient prescriptions held as part of health record No Destroy
Worksheets Resuscitation box 1 year after the expiry of the longest dated item Applies only to repackaged items e.g. ampoules separated from outer packaging) No Destroy
Quality Assurance Equipment validation Lifetime of the equipment Division best practice No Destroy
Quality Control documentation, certificates of analysis 5 years or 1 year after expiry of batch (whichever is longer) Article 51(3) Directive 2001/83 No Destroy
Refrigerator temperature 1 year Refrigerator records to be retained for the life of the product stored therein, particularly vaccines) Division best practice No Destroy
Physiotherapy records Retain for the period of time appropriate to the patient/specialty, e.g. children’s records should be retained as per the retention period for the records of children and young people; mentally disordered persons (within the meaning of the Mental Health Act Division best practice No Destroy
FP10, TTOs,
outpatient [MG8]
Details Minimum Retention Period Rationale PRA selection Final action
1983) 20 years after the last entry in the record or 8 years after the patient’s death if patient died while in the care of the organisation
Podiatry records Retain for the period of time appropriate to the patient/specialty, eg children’s records should be retained as per the retention period for the records of children and young people or 8 years after the patient’s death if patient died while in the care of the organisation Division best practice No Destroy
Prison healthcare records (see also GP records) Where hospital letters for serving prisoners are scanned into the Prison Health computer system and the paper copy is also filed into the paper records the paper copy may be destroyed once it has been scanned into the system providing the scanning process and procedures are compliant with BSI’s “BIP:0008 – Code of Practice for Legal Admissibility and Evidential Weight of Information Stored Electronically”. Once the letters have been scanned they can be destroyed under confidential conditions. Division best practice No Destroy
Details Minimum Retention Period Rationale PRA selection Final action
Records/documents related to any litigation As advised by the organisation’s legal advisor. All records to be reviewed. Normal review 10 years after the file is closed Division best practice Review Those that were high profile set a precedent or led to a significant change in policy or procedures are selected for permanent preservation.
Records of destruction of individual health records (case notes) and other health-related records contained in this retention schedule (in manual or computer format) Permanently BS ISO 15489 (section 9.10) No Destroy
Risk Assessment Records Retain the latest risk assessment until a new one replaces it. Division best practice No Destroy
Speech and language therapy records Retain for the period of time appropriate to the patient/specialty, e.g. children’s records should be retained as per the retention period for the records of children and young people or 8 years after the patient’s death if patient died while in the care of the organisation Division best practice No Destroy
Video records/voice recordings relating [MG9] to patient care/video records/video- conferencing records related to patient 8 years subject to the following exceptions or where there is a specific statutory obligation to retain records for longer periods: Children and young people: Guidance on use of video- conferencing in healthcare: http://www.wales.n hs.uk/sites/doc uments/351/1_mult Review by Public Record Office The teaching and historical value of such recordings should be considered, especially where innovative procedures or unusual conditions are involved.
Video records/voice
[MG9]
Details Minimum Retention Period Rationale PRA selection Final action
care/DVD records related to patient care Includes: Telemedicine records Out of hours records (GP cover) NHS Direct records Records must be kept until the patient’s 25th birthday, or if the patient was 17 at the conclusion of treatment, until their 26th birthday, or until 8 years after the patient’s death if sooner Maternity: 25 years Mentally disordered persons: Records should be kept for 20 years after the date of last contact between patient/client/service user and any healthcare professional or 8 years after the patient’s death if sooner Cancer patients: Records should be kept until 8 years after the conclusion of treatment, especially if surgery was involved. The Royal College of Radiologists has recommended that such records be kept permanently where chemotherapy and/or radiotherapy was given ipart_xF8FF_3 _Guidance%20on %20the%20Use %20of%20Videocon ferencing%20 in%20Healthcare%2 0_Ve_.pdf Video/video- conferencing records should be either permanently archived or permanently destroyed by shredding or incineration (having due regard to the need to maintain patient confidentiality).
Electronic record no (e.g. Medway, RiO) Name DoB Destruction Date Destruction Method Destroyed by Initials Witness by Initials

Full Response Text

Department of Health and Social Care

Rheynn Slaynt as Kiarail y Theay

Page 1 of 4 FOIA/DHSC/rvsd/01

Chief Executive: Malcolm Couch Name Address Freedom of Information Team Department of Health & Social Care Chief Executive’s Office Crookall House Demesne Road Douglas Isle of Man, IM1 3QA Tel: Email: Website: Date: FOI Reference: (01624) 642621 foi.dhsc@gov.im www.gov.im/dhsc 05 April 2017 IM80-830i Dear
REQUEST UNDER THE FREEDOM OF INFORMATION ACT 2015 (“the Act”) Thank you for your request to the Department of Health and Social Care, dated 11 March 2017 Your request “I am concerned that records held by your department are not accurate or held for the right amount period of time, therefore provide the following answers to my questions below” You asked for: Question 01: “Who is the senior records manager in charge employed by your department, provide their name, official department address including official government telephone number and email address” Question 02: “Provide copy or copies of the most current records retention policy or policies” Question 03: “For the years 2014 -2015 and 2015 - 2016 what was the total number and types of records destroyed in line with the records retention policy?” Question 04: “Provide copies of records destruction certificates for the years as question 3”

Following further communication we agreed we could provide you with a) our destruction certificate template; and b) the total number of destruction certificates currently held. Question 05: “Provide the policy or policies of how electronic records are destroyed including before deletion the details of who authorises this?” Question 06: “How are paper records destroyed? Are they pulped, shredded or burnt?”

Page 2 of 4 FOIA/DHSC/rvsd/01 Response to your request While our aim is to provide information whenever possible, in this instance we are unable to provide some of the information you have requested; the reasons and statutory exemption sections are shown as part of the corresponding answers below.
Question 01: Who is the senior records manager in charge employed by your department, provide their name, official department address including official government telephone number and email address In response to Question 01, the Department is pleased to provide you with the following contact details for the senior records manager: Mrs Gaye Miller, PGDip Records Management Head of Information and Records Management Department of Health & Social Care Chief Executive’s Office Crookall House Demesne Road Douglas

Tel: 01624 656071 Isle of Man IM1 3QA

Email: gaye.miller@gov.im
Question 02: Provide copy or copies of the most current records retention policy or policies Please find the Department’s response to Question 02 the following documents included in the appendices of response:  Appendix 01: Adult Services Retention of Records Policy (awaiting ratification)  Appendix 02: Children & Families Services Retention of Records Policy  Appendix 03: Corporate Services Retention of Records Policy  Appendix 04: Mental Health Service Retention of Records Policy  Appendix 05: Noble’s Hospital Retention of Records Policy  Appendix 06: Primary Care Retention of Records Policy (awaiting ratification)  Appendix 07: Occupational Therapy Retention of Records Policy Question 03: For the years 2014-15 and 2015-16 what was the total number and types of records destroyed in line with the records retention policy? Upon further communication we established that owing to the large number of records (and therefore information/records destroyed), we could provide you with a destruction certificate template; the total number of records destroyed for the above timeframes; and the total number of destruction certificates currently held. Please find the template destruction certificate included in Appendix 08. As part of the implementation plan, record destruction certificates are being sent to service areas who have identified records that have reached the end of their retention period. The total number of records destroyed in 2014–15 in line with our six division’s retentions policies therefore, came to 4,834. This includes the following types of records: deceased patient/service records (which has reached their retention period as per the respective Policy); mobile phone accounts, invoices, student placements, HPV notifications, financial information; and records were are also now able to destroy for

Page 3 of 4 FOIA/DHSC/rvsd/01 various reasons including some “non-significant” Ministerial correspondence from 1997- 2000. The total number of records destroyed in 2015–16 in line with our six division’s retentions policies came to 4,869. In 2015-16, the types of records: deceased patient/service records (which has reached their retention period as per the respective Policy); Mobile phone accounts, invoices, student placements, HPV notifications, financial information; diaries; meeting diaries; draft policies; draft terms of reference, quotes, investigation records, reports, guidance documents, routine correspondence, file notes, procedural documents. Question 04: Provide copies of records destruction certificates for the years as Question 03 Gaye - In response to Question 04, the number of records destruction certificates for these years will appear to be inconsistent with that of later years as this timeframe includes the merge between the Department of Social Care and the Department of Health (including their records retention policies) in 2014. Following this merge this Department became the current Department of Health and Social Care. Therefore the number of destruction certificates for each year are as follows:
Number of destruction certificates 2014 – 15 is: 12. Number of destruction certificates 2015 – 16 is: 20. Question 05: Provide the policy or policies of how electronic records are destroyed including before deletion the details of who authorises this?” Please find the Department’s response to Question 05, this information is contained within the Retention of Record Policies and on the template destruction certificates in Appendices 01-06. Question 06: How are paper records destroyed? Are they pulped, shredded or burnt?” In response to Question 06, the Department’s paper records, having reached the end of their retention period are shredded. Your right to request a review
If you are unhappy with this response to your Freedom of Information request, you may ask us to carry out an internal review of the response, by completing a complaint form and submitting it electronically or by delivery/post to the FOI Co-ordinator, Department of Health & Social Care, Chief Executive’s Officer, Crookall House, Demesne Road, Douglas, Isle of Man, IM1 3QA.
An electronic version and paper version of our complaint form can be found by going to our website www.gov.im/about-the-government/freedom-of-information/how-to-make-a- freedom-of-information-request/ .
Your review request should explain why you are dissatisfied with this response, and should be made as soon as practicable. We will respond as soon as the review has been concluded.

Page 4 of 4 FOIA/DHSC/rvsd/01 If you are not satisfied with the result of the review, you then have the right to appeal to the Information Commissioner for a decision on:

  1. Whether we have responded to your request for information in accordance with Part 2 of the Freedom of Information Act; or
  2. Whether we are justified in refusing to give you the information requested.
    In response to an application for review, the Information Commissioner may, at any time, attempt to resolve a matter by negotiation, conciliation, mediation or another form of alternative dispute resolution and will have regard to any outcome of this in making any subsequent decision.
    Further information about Freedom of Information requests can be found on the Information Commissioner’s website at: www.inforights.im/information-centre/freedom-of-information. Should you have any queries concerning this letter, please do not hesitate to contact us. Yours Sincerely

Freedom of Information Team Department of Health and Social Care

1

Department of Health and Social Care, Adult Services

1

ADULT SERVICES
RETENTION OF RECORDS POLICY

CONTENTS

SECTION PAGE NO.

  1. Introduction ................................................................... 2
  2. Definition ....................................................................... 3
  3. Records Storage ............................................................. 3
  4. Paper records ................................................................ 4
  5. Non-paper records ......................................................... 4
  6. Record Disposal ............................................................ 4
  7. Record Destruction ........................................................ 5
  8. Retaining records beyond their retention period ............... 6
  9. Transferring records to the Public Record Office ............... 6
  10. Implementation, monitoring, review ................................ 6
  11. Legislation ..................................................................... 7
  12. Record Retention Schedule ............................................. 9

Appendix 01

2

Department of Health and Social Care, Adult Services

2

  1. Introduction

This Policy provides information and advice about record retention, transfer and destruction. It applies to ALL records held by Adult Services regardless of the media on which they are held. It does not apply to central staff records or payroll that will be retained and managed by Human Resources and Finance Directorates respectively.

Records are a valuable resource because of the information they contain. High-quality recording, at every stage of social work practice and service delivery is essential. Accurate, accessible and detailed recording is not only essential in Adult Protection cases; it is a vital tool for ensuring accuracy of information, clarity of goals, accountability, and continuity in all social work with all service user groups. An effective records management service ensures that information is properly managed and is available whenever and wherever there is a justified need for that information, and in whatever media it is required. Information may be needed: -

a)
to support social work practice and continuity of care;
b)
to support sound administrative and managerial decision making;
e)
to meet legal requirements, including requests under subject access provisions of the Data Protection Act or the Freedom of Information Act;
f)
to assist with external or internal audits;
g)
to support service user choice and control over service delivery and services designed around service users.

The Data Protection Act 2002 requires that personal data be processed for a specific purpose or purposes and the 5th Principle of the Act states that data shall not be kept for longer than is necessary. The Data Protection Act however does not specify how long information should be retained for. The Code of Practice on Access to Government Information 1996 and the Freedom of Information Act 2015 allows for the disclosure of information around public services, how they are run, how much they cost, who is in charge and what complaints and redress procedures are available. Also what services are being provided, what targets are set, what standards of service are expected and the results achieved. We must ensure that records regarding our services are retained for a relevant time and are accessible.

Where the Division has records created by others (that are not service user specific) for example minutes of meetings attended consideration must be given to early destruction with a note that would indicate where the master copy is held.

3

Department of Health and Social Care, Adult Services

3

  1. Definition

A retention, storage and disposal schedule is a timetable for the planned review of all records to determine their ultimate fate, which is either:

 Permanent retention for records having long term value for the Department or nationally, or  Secure destruction of records which the Department is not obliged to keep for legislative or business reasons.

This schedule lists record types with brief descriptions and their minimum required retention period. Note that retention periods apply to both paper and electronic records. At the end of their retention period, a sample of records from a series should be reviewed before destruction to confirm that they are no longer required.

  1. Record Storage

The schedules identify those records likely to have permanent research and historical value.

Some records may have a long-term research value outside the Department that created them (e.g. both administrative and clinical records from a number of different hospitals have been used to study the 1918 influenza epidemic). The Information Governance team will liaise with the Public Records Office to determine the current and potential research uses of records.

The following factors must be considered when storing records:

 Compliance with health and safety regulations.

 Security

 Types of record to be stored

 Size and quantities

 Usage and frequency of retrieval

 Suitability, space efficiency and cost

 Retention periods

4

Department of Health and Social Care, Adult Services

4

  1. Paper Records

It is important that libraries are well managed to ensure space is efficiently utilised and the width of aisles and general layout of storage areas conform to fire, health and safety regulations. In addition all records must be stored off the floor to provide some protection from flood, dampness and dust.

It is important that where other paper records are stored, e.g. offices etc, these need to be stored effectively,

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