Department of Health

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Records management

Managing records and protecting data within the NHS.  

Records management: NHS code of practice

Published: 6 April 2006 (Part 1), 8 January 2009 (Part 2, second edition)

The two-part Records management: NHS code of practice is a guide to the required standards of practice in the management of records for those who work within or under contract to NHS organisations in England. It is based on current legal requirements and professional best practice.

For historic purposes, the code of practice also replaces the following guidance:

  • HSC 1999/053 - For the record
  • HSC 1998/217 - Preservation, retention and destruction of GP general medical services records relating to patients (replacement for FHSL (94)(30))
  • HSC 1998/153 - Using electronic patient records in hospitals: Legal requirements and good practice

The code provides a key component of information governance arrangements for the NHS. This is an evolving document because standards and practice covered by the code will change over time and will be subject to regular review and updated as necessary. As a result of a review, part 2 only of the code in relation to the retention schedules has been updated in light of guidance and advice given from the NHS and professional best practice. The guidelines contained in this code of practice apply to NHS records of all types (including records of NHS patients treated on behalf of the NHS in the private healthcare sector) regardless of the media on which they are held.

Data Protection Act 1998

How the Data Protection Act 1998 affects NHS trusts and other health organisations.

Additional links

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Powers to require production of documents

NHS Counter-Fraud and Security Management Service is consulting, until 4 October 2007, on a draft code of practice on the use of powers to require the production of documents from all NHS bodies, and those providing NHS services under contract, to counter NHS fraud and security incidents.

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