Retention of Records Policy - Library

Type of Health Record Minimum Retention Period Derivation Final action CodeOperating theatre lists 48 hours (for paper lists where the information is held Query with the DoHLelectronically). 4 years for paper lists only.(11/10/06)Operating theatre registers 8 years after the year to which they relate Likely to have Carchival value.See note 1Orthoptic recordsRetain for the period of time appropriate to thepatient/speciality, eg children’s records should be retainedas per the retention period for the records of children andyoung people; mentally disordered persons (within themeaning of the Mental Health Act 1983) 20 years after thelast entry in the record or 8 years after the patient’s deathif patient died while in the care of the organisationDestroy underconfidentialconditionsNOut of hours records (GPcover), including video, DVDand tape voice recordingsOutpatient lists (where theyexist in paper format)Overseas visitors/ privatepatients paperworkIf the only record, retain for 3 years. If placed on otherrecords, retain for period appropriate to the specialty. Ifrequired in litigation, see LitigationDestroy underconfidentialconditions2 years after the year to which they relate Destroy underconfidentialconditionsPaperwork forwarded to Operations eg PP1s, debtorinvoice requests, PPRs, - 3 yearsNote PP1 (pink) PPR and Stage 2 interview forms must befiled in the patients notes.OperationsNNLPaediatric records (seeChildren and young peopleabove)Parent-held recordsDirectorate copies of the paperwork (if directorates chooseto keep copies) – 1 year max.At the end of an episode of care the NHS organisationresponsible for delivering that care and compiling therecord of the care must make appropriate arrangements toretrieve parent-held records. The records should then beOperationsDestroy underconfidentialconditionsN.Page 20 of 57