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NHO Code of Practice for Healthcare Records Management. Version 2.0 (illustrated). 2007
This is a controlled document and may be subject to change at any time
Part 5: Retention and Disposal Schedule
National Hospitals Office Code of Practice for
Healthcare Records Management
NHO Code of Practice for Healthcare Records Management. Version 2.0 (illustrated). 2007
This is a controlled document and may be subject to change at any time
Page 2
Reader Information
Directorate: National Hospitals Office (NHO)
Title: NHO Code of Practice for Healthcare Records Management
Document Purpose: Standards & Recommended Practices—Part 5
Author: NHO Healthcare Records Management Steering Committee
Publication Date: October 2007
Target Audience: All staff in the NHO who work in healthcare records manage-ment
Description:
The Code of Practice is a guide to the standards of practice re-quired in the management of healthcare records in the NHO, based on current legal requirements and professional best prac-tice
Superseded Docs: The retention and disposal schedule replaces the previous reten-tion schedule on acute hospital records outlined on pages 8-9 of the ‘Policy for Health Boards on Record Retention Peri-ods’ (1999). Version 2.0 replaces Version 1 of Code of Practice.
Review Date: October 2008
Contact Details:
Winifred Ryan,
National Hospitals Office,
Quality, Risk and Customer Care Directorate,
Mid-Western Regional Hospital (Nenagh)
Nenagh,
Co. Tipperary,
Ireland.
Email: [email protected]
Web: www.hse.ie
NHO Code of Practice for Healthcare Records Management. Version 2.0 (illustrated). 2007
This is a controlled document and may be subject to change at any time
Page 3
Part 5
Part 5
Retention and Disposal Schedule
NHO Code of Practice for Healthcare Records Management. Version 2.0 (illustrated). 2007
This is a controlled document and may be subject to change at any time
Page 4
Contents
Contents Page
1. Introduction 5
2. Types of record covered by the schedule 5
3. Legal obligation and good practice 6
4. Basis for the NHO healthcare records retention and disposal schedule 6
5. Responsibilities 6
6. Retention and disposal schedule 7
7. Alternative media 9
8. Interpretation and use of the schedule 9
9. Healthcare records retention and disposal schedule 10
NHO Code of Practice for Healthcare Records Management. Version 2.0 (illustrated). 2007
This is a controlled document and may be subject to change at any time
Page 5
Introduction
1. Introduction
Part 5 of the National Hospitals Office (NHO) Code of Practice for Healthcare Records Management sets out the schedules for retention and disposal of healthcare records in publicly funded acute hospitals in the National Hospitals Office. Part 5:
1. Lists the minimum retention periods for healthcare records in the
NHO.
2. Provides a clear policy in order that hospitals can operate a healthcare
records retention and disposal practice in a consistent manner across
the Health Service Executive.
The schedule replaces the previous retention schedule on acute hospital records outlined on pages 8-9 of the ‘Policy for Health Boards on Record Retention Periods’ (1999).
2. Types of healthcare record covered by this schedule
This retention policy applies to healthcare records of all types regardless of the medium on which they are held.
These may consist of:
1. Patient healthcare records (electronic or paper based, including those concerning all specialties).
2. Emergency Department, birth, theatre, minor operations and other related registers.
3. X-ray and imaging reports, output and images.
4. Photographs, slides, and other images.
5. Microform (i.e. microfiche/microfilm).
6. Audio and video tapes, cassettes, CD-ROM etc.
7. Computerised records.
8. Scanned records.
NHO Code of Practice for Healthcare Records Management. Version 2.0 (illustrated). 2007
This is a controlled document and may be subject to change at any time
Page 6
Legal obligation and good practice
3. Legal obligation and good practice
The Health Service Executive must comply with the provisions of section 2(1)(c)of the Data Protection Acts 1988 and 2003. The Acts set out the principle that personal data shall not be kept for longer than is necessary for the purpose or purposes for which it was obtained. This requirement places a responsibility on the Health Service Executive to be clear about the length of time personal data will be kept and the reasons why the information is being retained.
To comply with this rule the Health Service Executive must have a policy on retention periods for personal data that is retained. This policy must include defined retention periods for healthcare records and systematic disposal of healthcare records immediately after the retention period expires.
Since 2003, Data Protection legislation also applies to electronic and hard copy records.
4. Basis for the National Hospitals Office healthcare records retention
and disposal schedule
The following criteria were taken into consideration in determining the retention periods:
Medical Criteria—records are maintained primarily for the treatment of patients during current and subsequent periods of medical attention. The retention period should allow the retention of the record for a sufficient period of time after the duration of treatment.
Legal Criteria—the limitation period may run from the date on which the alleged malpractice or negligence became apparent, rather than from the date on which the medical treatment was terminated.
Legislative Criteria—the retention schedule must comply with relevant legislation.
5. Responsibilities
Each Department Head is responsible for making sure that all healthcare records retained in the department are periodically and routinely reviewed to ensure systematic implementation of the National Hospitals Office Healthcare Records Retention and Disposal Schedule.
NHO Code of Practice for Healthcare Records Management. Version 2.0 (illustrated). 2007
This is a controlled document and may be subject to change at any time
Page 7
Retention and disposal schedule
6. Retention and disposal schedule:
A retention and disposal schedule is a key document in a healthcare records management system which outlines:
1. The types of healthcare records held within an organisation.
2. The minimum period for which such records should be retained.
3. The action required when the minimum retention period has been reached.
The retention and disposal schedule lists all of the healthcare records for which predetermined periods of retention have been agreed.
Why is a retention and disposal schedule needed?
For the storage of healthcare records that must be retained for the appropriate retention period after the patient has been discharged from hospital.
For the extended preservation of healthcare records which are of long-term value.
For the prompt disposal of healthcare records whose retention period has ended.
Decisions regarding the retention and disposal of healthcare records
Healthcare records that have reached their offical retention period, should be reviewed under the following criteria, so that ill-considered disposal is avoided. Whenever the schedule is used, the guidelines listed below should be followed.
Recommended retention periods should be calculated from the end of the calendar month following the last entry on the document.
The healthcare records manager or designated person should carry out healthcare record reviews in line with the National Hospitals Office retention and disposal schedule.
It is recommended that a multidisciplinary healthcare records users group should be established to provide advice on the retention and disposal of healthcare records. Input from local healthcare professionals should be a key element of the hospital’s healthcare records management strategy.
Where a set of healthcare records have reached their final date for retention, the Healthcare records manager shall confirm the implementation of the National Hospitals Office healthcare records retention and disposal schedule with the healthcare records users committee in the hospital.
NHO Code of Practice for Healthcare Records Management. Version 2.0 (illustrated). 2007
This is a controlled document and may be subject to change at any time
Page 8
Retention and disposal schedule
If a record due for disposal is known to be the subject of an access request for records, then this contact will be regarded at the latest contact date and the relevant retention period will apply.
Where an adverse outcome has been advised to the risk management personnel then these healthcare records should be retained for an additional period as advised by the hospital risk management committee.
Hospital healthcare records should not be kept any longer than the appropriate retention period. Hospitals who wish to retain healthcare records for longer than the appropriate retention period for research or statistical purposes must obtain clear and unambigious consent from the patients concerned for the retention of their records for these purposes.
Retention and disposal policy
When original healthcare records are selected for disposal in accordance with this policy, a clear disposal policy must be applied.
It is vital that the process of disposal safeguards and maintains the confidentiality of patient records. This can be done onsite or via an approved contractor, but it is the responsibility of the hospital to satisfy itself that the methods used provide adequate safeguards against accidental loss or disclosure of the records.
Disposal of healthcare records should be carried out in accordance with environmental health regulations.
Where a contractor is used to destroy records they should be required to sign confidential undertakings and to produce written certification as proof of disposal.
Please note that optical and magnetic media require special disposal facilities.
A record should be kept in perpetuity of all healthcare records destroyed. The register should contain the persons name, address, date of birth, file number, dates covered by the file (i.e. dates of first and last contact), date of disposal and by whom the authority was given to destroy the records. If agreement is reached at a later date to the use of a unique healthcare identifier, then this identifier should also be recorded.
This record should be signed by the staff member supervising the removal and disposal of the records.
The record should be filed and stored in a secure location in accordance with local policies and procedures.
NHO Code of Practice for Healthcare Records Management. Version 2.0 (illustrated). 2007
This is a controlled document and may be subject to change at any time
Page 9
Alternative media
7. Alternative media
In order to address problems of storage space or for reasons of business efficiency, the hospital may consider transferral of hospital healthcare records to alternative media at any time during the life of the healthcare record within the retention period.
It should be noted that effective management of digital records requires systematic procedures for transferring them to new media before the old media becomes unusable.
Where transfer to alternative media is proposed the costs of the conversion to the requested medium should bear in mind the length of the retention period for which the records are required to be kept.
8. Interpretation and use of the schedule
This retention and disposal schedule details a Minimum Retention Period for the types of healthcare record listed in the schedule. The recommended minimum retention period should be calculated from the end of the calendar month following the last entry on the document.
The Schedule has five columns:
1. Reference This is to facilitate reference to the schedule
2. Type of healthcare record This column identifies the type of healthcare
record created in the National Hospitals
Office.
3. Retention period The retention period is calculated from the
time the healthcare record was closed.
4. Derivation Notes the details of legislation and any other
references of relevance to the recommended
retention period.
5. Final Action There are two possibilities:
• Destroy under confidential
conditions.
• Likely to be of archival value. Contact
the National Archives (records
acquisition division).
NHO Code of Practice for Healthcare Records Management. Version 2.0 (illustrated). 2007
This is a controlled document and may be subject to change at any time
Ref
eren
ce
Typ
es o
f Hea
lthc
are
Rec
ord
Ret
enti
on P
erio
d D
eriv
atio
n Fi
nal A
ctio
n
HC
R1
A&
E (E
mer
genc
y D
epar
tmen
t)
reco
rds
(whe
re th
ese
are
stor
ed
sepa
rate
ly fr
om th
e m
ain
patie
nt
reco
rd)
Ret
ain
for
the
peri
od o
f tim
e ap
prop
riat
e to
the
patie
nt/
spec
ialty
, e.g
. chi
ldre
n’s
A&
E
reco
rds
shou
ld b
e re
tain
ed a
s pe
r th
e re
tent
ion
peri
od fo
r th
e re
-co
rds
of c
hild
ren
and
youn
g pe
o-pl
e sh
own
belo
w
D
estr
oy u
nder
con
fiden
tial
con
-di
tions
HC
R2
A&
E (E
mer
genc
y D
epar
tmen
t)
regi
ster
s (w
here
they
exi
st in
pa-
per
form
at)
8 ye
ars
afte
r th
e ye
ar to
whi
ch
they
rel
ate
Li
kely
to h
ave
arch
ival
val
ue.
Con
tact
the
Nat
iona
l Arc
hive
s (R
ecor
ds A
cqui
siti
on D
ivis
ion)
HC
R3
Adm
issi
on B
ooks
(whe
re th
ey
exis
t in
pape
r fo
rmat
)
8 ye
ars
afte
r th
e la
st e
ntry
Li
kely
to h
ave
arch
ival
val
ue.
Con
tact
the
Nat
iona
l Arc
hive
s (R
ecor
ds A
cqui
siti
on D
ivis
ion)
HC
R4
Am
bula
nce
reco
rds
- pat
ient
id
entif
iabl
e co
mpo
nent
(in
clud
ing
para
med
ic r
ecor
ds
mad
e on
beh
alf o
f the
Am
bu-
lanc
e Se
rvic
e)
10 y
ears
D
estr
oy u
nder
con
fiden
tial
con
-di
tions
Page 10
NHO Code of Practice for Healthcare Records Management. Version 2.0 (illustrated). 2007
This is a controlled document and may be subject to change at any time
Ref
eren
ce
Typ
es o
f Hea
lthc
are
Rec
ord
Ret
enti
on P
erio
d D
eriv
atio
n Fi
nal A
ctio
n
HC
R5
A
udio
logy
Rec
ords
R
etai
n fo
r th
e pe
riod
of t
ime
appr
opri
ate
to th
e pa
tient
/sp
ecia
lity,
e.g
. chi
ldre
n’s
reco
rds
shou
ld b
e re
tain
ed a
s pe
r th
e re
tent
ion
peri
od fo
r th
e re
cord
s of
chi
ldre
n an
d yo
ung
peop
le;
men
tally
dis
orde
red
pers
ons
(with
in th
e m
eani
ng o
f the
Men
-ta
l Hea
lth A
cts
1945
to 2
001)
20
year
s af
ter
the
last
ent
ry in
the
reco
rd o
r 8
year
s af
ter
the
pa-
tient
’s d
eath
if th
e pa
tient
die
d w
hile
in th
e ca
re o
f the
org
anis
a-tio
n
D
estr
oy u
nder
con
fiden
tial
con
-
ditio
ns
HC
R6
Bir
th R
egis
ters
(i.e
. Reg
iste
r of
bi
rths
kep
t by
the
hosp
ital)
10 y
ears
Li
kely
to h
ave
arch
ival
val
ue.
Con
tact
the
Nat
iona
l Arc
hive
s (R
ecor
ds A
cqui
siti
on D
ivis
ion)
HC
R7
Blo
od T
rans
fusi
on R
ecor
ds (s
ee
path
olog
y re
cord
s)
HC
R8
Bre
ast s
cree
ning
X-R
ays
8 ye
ars
D
estr
oy u
nder
con
fiden
tial
con
-di
tions
HC
R9
Cer
vica
l Scr
eeni
ng S
lides
10 y
ears
D
estr
oy u
nder
con
fiden
tial
con
-di
tions
Page 11
NHO Code of Practice for Healthcare Records Management. Version 2.0 (illustrated). 2007
This is a controlled document and may be subject to change at any time
Ref
eren
ce
Typ
es o
f Hea
lthc
are
Rec
ord
Ret
enti
on P
erio
d D
eriv
atio
n Fi
nal A
ctio
n
HC
R10
C
hild
ren
and
youn
g pe
ople
(all
type
s of
rec
ords
rel
atin
g to
chi
l-dr
en a
nd y
oung
peo
ple)
Ret
ain
unti
l the
pat
ient
’s 2
5th
birt
hday
or
26th
if y
oung
per
son
was
17
at th
e co
nclu
sion
of t
reat
-m
ent,
or 8
yea
rs a
fter
dea
th. I
f th
e ill
ness
or
deat
h co
uld
have
po
tent
ial r
elev
ance
to a
dult
con-
ditio
ns o
r ha
ve g
enet
ic im
plic
a-tio
ns, t
he a
dvic
e of
clin
icia
ns
shou
ld b
e so
ught
as
to w
heth
er
to r
etai
n th
e re
cord
s fo
r a
long
er
peri
od
D
estr
oy u
nder
con
fiden
tial
con
-
ditio
ns
HC
R11
C
linic
al A
udit
Rec
ords
5 ye
ars
D
estr
oy u
nder
con
fiden
tial
con
-di
tions
HC
R12
a C
linic
al tr
ials
of i
nves
tigat
iona
l m
edic
inal
pro
duct
s –
heal
thca
re
reco
rds
of p
artic
ipan
ts th
at a
re
the
sour
ce d
ata
for
the
tria
l
For t
rials
to b
e in
clud
ed in
regu
la-
tory
subm
issi
ons:
20 y
ears
. It i
s th
e re
spon
sibi
lity
of th
e Sp
onso
r/so
meo
ne o
n be
-ha
lf of
the
Spon
sor
to in
form
the
inve
stig
ator
/ins
titut
ion
as to
w
hen
thes
e do
cum
ents
no
long
er
need
to b
e re
tain
ed
Eur
opea
n C
omm
issi
on D
irec
tive
2005
/28/
EC
of 8
Apr
il 20
05
layi
ng d
own
prin
cipl
es a
nd d
e-ta
iled
guid
elin
es fo
r go
od c
linic
al
prac
tice
as r
egar
ds in
vest
igat
iona
l m
edic
inal
pro
duct
s fo
r hu
man
us
e, a
s w
ell a
s th
e re
quir
emen
ts
for
auth
oris
atio
n of
the
man
ufac
-tu
ring
or
impo
rtat
ion
of s
uch
prod
ucts
: htt
p:/
phar
mac
os.e
udra
.org
/F2/
. har
-m
acos
/dir
2001
20ec
.htm
Page 12
NHO Code of Practice for Healthcare Records Management. Version 2.0 (illustrated). 2007
This is a controlled document and may be subject to change at any time
Ref
eren
ce
Typ
es o
f Hea
lthc
are
Rec
ord
Ret
enti
on P
erio
d D
eriv
atio
n Fi
nal A
ctio
n
HC
R12
b
Clin
ical
tria
ls o
f inv
estig
atio
nal
med
icin
al p
rodu
cts
– he
alth
care
re
cord
s of
par
ticip
ants
that
are
th
e so
urce
dat
a fo
r th
e tr
ial
For t
rials
whi
ch a
re n
ot to
be
to b
e us
ed in
regu
lato
ry su
bmis
sion
s:
20 y
ears
Dir
ectiv
e 20
01/2
0/E
C o
f the
E
urop
ean
Parl
iam
ent a
nd o
f the
C
ounc
il of
4 A
pril
2001
on
the
appr
oxim
atio
n of
the
law
s, r
egu-
latio
ns a
nd a
dmin
istr
ativ
e pr
ovi-
sion
s of
the
Mem
ber
Stat
es r
elat
-in
g to
the
impl
emen
tatio
n of
go
od c
linic
al p
ract
ice
in th
e co
n-du
ct o
f clin
ical
tria
ls o
n m
edic
i-na
l pro
duct
s fo
r hu
man
use
Dir
ectiv
e 20
01/2
0/E
C: T
he
Med
icin
es fo
r H
uman
Use
(C
linic
al T
rial
s) R
egul
atio
ns
2004
. EN
TR
/F/2
D(2
002)
–
deta
iled
guid
elin
es o
n th
e tr
ial
mas
ter
file
and
arch
ivin
g IC
H
Har
mon
ised
Tri
part
ite G
uide
-lin
e, g
uida
nce
for
good
clin
ical
pr
actic
e, C
PMP/
ICH
/135
/95:
http
://w
ww
.em
ea.e
u.in
t.pdf
s/hu
man
/ich
/013
595e
n.pd
f
Des
troy
und
er c
onfid
enti
al c
on-
ditio
ns
Page 13
NHO Code of Practice for Healthcare Records Management. Version 2.0 (illustrated). 2007
This is a controlled document and may be subject to change at any time
Ref
eren
ce
Typ
es o
f Hea
lthc
are
Rec
ord
Ret
enti
on P
erio
d D
eriv
atio
n Fi
nal A
ctio
n
HC
R13
C
reut
zfel
dt-Ja
kob
Dis
ease
(h
ospi
tal a
nd G
P)
30 y
ears
from
dat
e of
dia
gnos
is
incl
udin
g de
ceas
ed p
atie
nts
D
estr
oy u
nder
con
fiden
tial
con
-di
tions
HC
R14
D
eath
- C
ause
of,
Cer
tific
ate
coun
terf
oils
2 ye
ars
D
estr
oy u
nder
con
fiden
tial
con
-di
tions
HC
R15
D
eath
reg
iste
rs –
i.e.
reg
iste
r of
de
aths
kep
t by
the
hosp
ital,
whe
re th
ey e
xist
in p
aper
form
at
10 y
ears
Li
kely
to h
ave
arch
ival
val
ue.
Con
tact
Nat
iona
l Arc
hive
s (R
ecor
ds A
cqui
siti
on D
ivis
ion)
HC
R16
D
enta
l, op
htha
lmic
and
aud
itory
sc
reen
ing
reco
rds
11 y
ears
for
adul
ts
For
child
ren
11 y
ears
or
up to
th
eir
25th
bir
thda
y, w
hich
eve
r is
th
e lo
nger
D
estr
oy u
nder
con
fiden
tial
con
-di
tions
Page 14
NHO Code of Practice for Healthcare Records Management. Version 2.0 (illustrated). 2007
This is a controlled document and may be subject to change at any time
Ref
eren
ce
Typ
es o
f Hea
lthc
are
Rec
ord
Ret
enti
on P
erio
d D
eriv
atio
n Fi
nal A
ctio
n
HC
R17
D
iete
tic a
nd N
utri
tion
Ret
ain
for
the
peri
od o
f tim
e ap
prop
riat
e to
the
patie
nt/
spec
ialit
y, e
.g. c
hild
ren’
s re
cord
s sh
ould
be
reta
ined
as
per
the
rete
ntio
n pe
riod
for
the
reco
rds
of c
hild
ren
and
youn
g pe
ople
; m
enta
lly d
isor
dere
d pe
rson
s (w
ithin
the
mea
ning
of t
he M
en-
tal H
ealth
Act
s 19
45 to
200
1) 2
0 ye
ars
afte
r th
e la
st e
ntry
in th
e re
cord
or
8 ye
ars
afte
r th
e pa
-tie
nt’s
dea
th if
the
patie
nt d
ied
whi
le in
the
care
of t
he o
rgan
isa-
tion
D
estr
oy u
nder
con
fiden
tial
con
-
ditio
ns
HC
R18
D
isch
arge
Boo
ks (w
here
they
ex
ist i
n pa
per
form
at)
8 ye
ars
afte
r th
e la
st e
ntry
Li
kely
to h
ave
arch
ival
val
ue.
Con
tact
Nat
iona
l Arc
hive
s (R
ecor
ds A
cqui
siti
on D
ivis
ion)
HC
R19
D
onor
rec
ords
(blo
od a
nd ti
ssue
)
25 y
ears
pos
t tra
nspl
anta
tion
D
estr
oy u
nder
con
fiden
tial
con
-di
tions
HC
R20
D
rug
tria
ls, r
ecor
ds (s
ee c
linic
al
tria
ls)
Page 15
NHO Code of Practice for Healthcare Records Management. Version 2.0 (illustrated). 2007
This is a controlled document and may be subject to change at any time
Ref
eren
ce
Typ
es o
f Hea
lthc
are
Rec
ord
Ret
enti
on P
erio
d D
eriv
atio
n Fi
nal A
ctio
n
HC
R21
Fo
rens
ic m
edic
ine
reco
rds
(incl
udin
g pa
thol
ogy,
toxi
colo
gy,
haem
atol
ogy,
den
tistr
y, D
NA
te
stin
g, p
ost m
orte
ms
form
ing
part
of t
he C
oron
er’s
rep
ort,
and
hum
an ti
ssue
kep
t as
part
of t
he
fore
nsic
rec
ord)
. See
als
o H
uman
tis
sue,
Pos
t mor
tem
reg
iste
rs
For
post
-mor
tem
rec
ords
whi
ch
form
par
t of t
he C
oron
er’s
re-
port
, app
rova
l sho
uld
be s
ough
t fr
om th
e co
rone
r fo
r a
copy
of
the
repo
rt to
be
inco
rpor
ated
in
the
patie
nt’s
not
es, w
hich
sho
uld
then
be
kept
in li
ne w
ith th
e sp
e-ci
alty
, and
then
rev
iew
ed. A
ll ot
her
reco
rds
reta
in fo
r 30
yea
rs
D
estr
oy u
nder
con
fiden
tial
con
-
ditio
ns
HC
R22
G
enet
ic r
ecor
ds
30 y
ears
from
dat
e of
last
att
en-
danc
e
D
estr
oy u
nder
con
fiden
tial
con
-di
tions
HC
R23
H
ealth
care
rec
ords
(exc
ludi
ng
reco
rds
not s
peci
fied
else
whe
re
in th
is s
ched
ule)
8 ye
ars
afte
r co
nclu
sion
of t
reat
-m
ent o
r D
eath
D
estr
oy u
nder
con
fiden
tial
con
-di
tions
HC
R24
H
omic
ide
/ "S
erio
us u
ntow
ard
inci
dent
" rec
ords
30 y
ears
D
estr
oy u
nder
con
fiden
tial
con
-di
tions
HC
R25
H
ospi
tal a
cqui
red
infe
ctio
n re
-co
rds
6 ye
ars
D
estr
oy u
nder
con
fiden
tial
con
-di
tions
Page 16
NHO Code of Practice for Healthcare Records Management. Version 2.0 (illustrated). 2007
This is a controlled document and may be subject to change at any time
Ref
eren
ce
Typ
es o
f Hea
lthc
are
Rec
ord
Ret
enti
on P
erio
d D
eriv
atio
n Fi
nal A
ctio
n
HC
R26
H
uman
Tis
sue
For
post
-mor
tem
rec
ords
whi
ch
form
par
t of t
he C
oron
er's
re-
port
, app
rova
l sho
uld
be s
ough
t
from
the
Cor
oner
for
a co
py o
f
the
repo
rt to
be
inco
rpor
ated
in
the
patie
nt's
note
s, w
hich
sho
uld
then
be
kept
in li
ne w
ith th
e sp
e-
cial
ty a
nd th
en r
evie
wed
. All
othe
r re
cord
s re
tain
for
30 y
ears
D
estr
oy u
nder
con
fiden
tial
con
-
ditio
ns
HC
R27
In
tens
ive
Car
e U
nit C
hart
s R
etai
n fo
r th
e pe
riod
of t
ime
appr
opri
ate
to th
e pa
tient
/
spec
ialty
, e.g
. chi
ldre
n’s
reco
rds
shou
ld b
e re
tain
ed a
s pe
r th
e
rete
ntio
n pe
riod
for
the
reco
rds
of c
hild
ren
and
youn
g pe
ople
;
men
tally
dis
orde
red
pers
ons
(with
in th
e m
eani
ng o
f the
Men
-
tal H
ealth
Act
s 19
45 to
200
1) 2
0
year
s af
ter
the
last
ent
ry in
the
reco
rd o
r 8
year
s af
ter
the
pa-
tient
’s d
eath
if p
atie
nt d
ied
whi
le
in th
e ca
re o
f the
org
anis
atio
n
D
estr
oy u
nder
con
fiden
tial
con
-
ditio
ns
HC
R28
Jo
int r
epla
cem
ent r
ecor
ds
For
join
t rep
lace
men
t sur
gery
the
revi
sion
of a
pri
mar
y re
plac
e-m
ent m
ay b
e re
quir
ed a
fter
10
year
s to
iden
tify
whi
ch p
rost
hesi
s w
as u
sed.
Onl
y ne
ed to
ret
ain
min
imum
of n
otes
with
spe
cific
in
form
atio
n ab
out t
he p
rost
hesi
s
D
estr
oy u
nder
con
fiden
tial
con
-
ditio
ns
Page 17
NHO Code of Practice for Healthcare Records Management. Version 2.0 (illustrated). 2007
This is a controlled document and may be subject to change at any time
Ref
eren
ce
Typ
es o
f Hea
lthc
are
Rec
ord
Ret
enti
on P
erio
d D
eriv
atio
n Fi
nal A
ctio
n
HC
R29
M
ater
nity
(all
obst
etri
c an
d m
id-
wife
ry r
ecor
ds, i
nclu
ding
thos
e of
ep
isod
es o
f mat
erni
ty c
are
that
en
d in
stil
lbir
th o
r w
here
the
child
late
r di
es)
25 y
ears
aft
er th
e bi
rth
of th
e la
st
child
D
estr
oy u
nder
con
fiden
tial
con
-di
tions
HC
R30
M
edic
al il
lust
ratio
ns (s
ee P
hoto
-gr
aphs
(HC
R 4
3 be
low
)
HC
R31
M
enta
lly d
isor
dere
d pe
rson
s (w
ithin
the
mea
ning
of t
he M
en-
tal H
ealth
Act
s 19
45 to
200
1 )
20 y
ears
aft
er th
e da
te o
f las
t con
-ta
ct b
etw
een
the
patie
nt/c
lient
/se
rvic
e us
er a
nd a
ny h
ealth
care
pr
ofes
sion
al e
mpl
oyed
by
the
men
tal h
ealth
pro
vide
r, o
r 8
year
s af
ter
the
deat
h of
the
pa-
tient
/clie
nt/s
ervi
ce u
ser
if so
oner
Men
tal H
ealth
Act
s 19
45 to
20
01
Des
troy
und
er c
onfid
enti
al c
on-
ditio
ns
HC
R32
M
icro
film
/mic
rofic
he r
ecor
ds
rela
ting
to p
atie
nt c
are
Ret
ain
for
the
peri
od o
f tim
e ap
prop
riat
e to
the
patie
nt/
spec
ialty
, e.g
. chi
ldre
n’s
reco
rds
shou
ld b
e re
tain
ed a
s pe
r th
e re
tent
ion
peri
od fo
r th
e re
cord
s of
chi
ldre
n an
d yo
ung
peop
le;
men
tally
dis
orde
red
pers
ons
(with
in th
e m
eani
ng o
f the
Men
-ta
l Hea
lth A
cts
1945
to 2
001)
20
year
s af
ter
the
last
ent
ry in
the
reco
rd o
r 8
year
s af
ter
the
pa-
tient
’s d
eath
if p
atie
nt d
ied
whi
le
in th
e ca
re o
f the
org
anis
atio
n
D
estr
oy u
nder
con
fiden
tial
con
-
ditio
ns
Page 18
NHO Code of Practice for Healthcare Records Management. Version 2.0 (illustrated). 2007
This is a controlled document and may be subject to change at any time
Ref
eren
ce
Typ
es o
f Hea
lthc
are
Rec
ord
Ret
enti
on P
erio
d D
eriv
atio
n Fi
nal A
ctio
n
HC
R33
M
idw
ifery
rec
ords
25 y
ears
aft
er th
e bi
rth
of th
e la
st
child
D
estr
oy u
nder
con
fiden
tial
con
-di
tions
HC
R34
M
ortu
ary
Reg
iste
rs (w
here
they
ex
ist i
n pa
per
form
at)
10 y
ears
Like
ly to
hav
e ar
chiv
al v
alue
. C
onta
ct N
atio
nal A
rchi
ves
(Rec
ords
Acq
uisi
tion
Div
isio
n)
HC
R35
N
otifi
able
Dis
ease
s B
ook
6 ye
ars
D
estr
oy u
nder
con
fiden
tial
con
-di
tions
HC
R36
O
ccup
atio
nal t
hera
py r
ecor
ds
Ret
ain
for
the
peri
od o
f tim
e ap
prop
riat
e to
the
patie
nt/
spec
ialty
, e.g
. chi
ldre
n’s
reco
rds
shou
ld b
e re
tain
ed a
s pe
r th
e re
tent
ion
peri
od fo
r th
e re
cord
s of
chi
ldre
n an
d yo
ung
peop
le;
men
tally
dis
orde
red
pers
ons
(with
in th
e m
eani
ng o
f the
Men
-ta
l Hea
lth A
cts
1945
to 2
001)
. 20
yea
rs a
fter
the
last
ent
ry in
the
reco
rd o
r 8
year
s af
ter
the
pa-
tient
’s d
eath
if p
atie
nt d
ied
whi
le
in th
e ca
re o
f the
org
anis
atio
n
D
estr
oy u
nder
con
fiden
tial
con
-
ditio
ns
Page 19
NHO Code of Practice for Healthcare Records Management. Version 2.0 (illustrated). 2007
This is a controlled document and may be subject to change at any time
Ref
eren
ce
Typ
es o
f Hea
lthc
are
Rec
ord
Ret
enti
on P
erio
d D
eriv
atio
n Fi
nal A
ctio
n
HC
R37
O
ncol
ogy
(incl
udin
g ra
diot
her-
apy)
25
yea
rs. N
B R
ecor
ds s
houl
d be
re
tain
ed o
n a
com
pute
r da
taba
se
if po
ssib
le. A
lso
cons
ider
the
need
for
perm
anen
t pre
serv
atio
n fo
r re
sear
ch p
urpo
ses
D
estr
oy u
nder
con
fiden
tial
con
-
ditio
ns
HC
R38
O
pera
ting
The
atre
Reg
iste
rs
8 ye
ars
afte
r th
e ye
ar to
whi
ch
they
rel
ate
Li
kely
to h
ave
arch
ival
val
ue.
Con
tact
Nat
iona
l Arc
hive
s (R
ecor
ds A
cqui
siti
on D
ivis
ion)
HC
R39
O
rtho
ptic
rec
ords
R
etai
n fo
r th
e pe
riod
of t
ime
appr
opri
ate
to th
e pa
tient
/
spec
ialty
, e.g
. chi
ldre
n’s
reco
rds
shou
ld b
e re
tain
ed a
s pe
r th
e
rete
ntio
n pe
riod
for
the
reco
rds
of c
hild
ren
and
youn
g pe
ople
;
men
tally
dis
orde
red
pers
ons
(with
in th
e m
eani
ng o
f the
Men
-
tal H
ealth
Act
s 19
45 to
200
1) 2
0
year
s af
ter
the
last
ent
ry in
the
reco
rd o
r 8
year
s af
ter
the
pa-
tient
’s d
eath
if p
atie
nt d
ied
whi
le
D
estr
oy u
nder
con
fiden
tial
con
-
ditio
ns
HC
R40
O
utpa
tien
t lis
ts (w
here
they
exi
st
in p
aper
form
at)
2 ye
ars
afte
r th
e ye
ar to
whi
ch
they
rel
ate
D
estr
oy u
nder
con
fiden
tial
con
-
ditio
ns
Page 20
NHO Code of Practice for Healthcare Records Management. Version 2.0 (illustrated). 2007
This is a controlled document and may be subject to change at any time
Ref
eren
ce
Typ
es o
f Hea
lthc
are
Rec
ord
Ret
enti
on P
erio
d D
eriv
atio
n Fi
nal A
ctio
n
HC
R41
Pa
edia
tric
rec
ords
(see
Chi
ldre
n an
d yo
ung
peop
le a
bove
)
PAT
H1
Path
olog
y R
ecor
ds
D
ocum
ents
, ele
ctro
nic
and
pape
r re
cord
s
A
ccre
dita
tion
doc
umen
ts; r
e-co
rds
of in
spec
tions
10 y
ears
or
until
sup
erse
ded
http
://w
ww
.rcp
ath.
org/
reso
urce
s/pd
f/re
tent
ion
- SE
PT05
—A
pplie
s to
rec
ords
PA
TH
1 to
PA
TH
45.
Des
troy
und
er c
onfid
enti
al c
on-
ditio
ns—
App
lies
to r
ecor
ds
PAT
H1
to P
AT
H45
PAT
H2
Bat
ch R
ecor
ds R
esul
ts
10 y
ears
PAT
H3
Bou
nd c
opie
s of
rep
orts
/ r
e-co
rds
if m
ade
30 y
ears
PAT
H4
Day
Boo
ks a
nd o
ther
Rec
ords
of
Spec
imen
s re
ceiv
ed b
y a
labo
ra-
tory
2 ca
lend
ar y
ears
PAT
H5
Equ
ipm
ent /
inst
rum
ents
mai
n-te
nanc
e lo
gs, r
ecor
ds o
f ser
vice
in
spec
tions
Life
time
of e
quip
men
t
PAT
H6
Proc
urem
ent,
use,
mod
ifica
tion
and
supp
ly r
ecor
ds r
elev
ant t
o pr
oduc
tion
of p
rodu
cts
(dia
gnos
tics)
or
equi
pmen
t
11 y
ears
Page 21
NHO Code of Practice for Healthcare Records Management. Version 2.0 (illustrated). 2007
This is a controlled document and may be subject to change at any time
Ref
eren
ce
Typ
es o
f Hea
lthc
are
Rec
ord
Ret
enti
on P
erio
d D
eriv
atio
n Fi
nal A
ctio
n
PAT
H7
Ext
erna
l Qua
lity
Con
trol
rec
ords
2 ye
ars
PAT
H8
Inte
rnal
Qua
lity
Con
trol
Re-
cord
s
10 y
ears
PAT
H9
Lab
File
Car
ds o
r ot
her
wor
king
re
cord
s of
test
res
ults
for
nam
ed
patie
nts
2 ca
lend
ar y
ears
PAT
H10
N
ear-p
atie
nt T
est D
ata
Res
ult i
n pa
tien
t rec
ord,
log
re-
tain
ed fo
r lif
etim
e of
inst
rum
ent
PAT
H11
Pa
thol
ogic
al A
rchi
ve /
Mus
eum
C
atal
ogue
s
30 y
ears
, sub
ject
to c
onse
nt
PAT
H12
Ph
otog
raph
ic R
ecor
ds
30 y
ears
whe
re im
ages
pre
sent
th
e pr
imar
y so
urce
of i
nfor
ma-
tion
for
the
diag
nost
ic p
roce
ss
PAT
H13
R
ecor
ds o
f Tel
epho
ned
Rep
orts
2 ca
lend
ar y
ears
Page 22
NHO Code of Practice for Healthcare Records Management. Version 2.0 (illustrated). 2007
This is a controlled document and may be subject to change at any time
Ref
eren
ce
Typ
es o
f Hea
lthc
are
Rec
ord
Ret
enti
on P
erio
d D
eriv
atio
n Fi
nal A
ctio
n
PAT
H14
R
ecor
ds r
elat
ing
to in
vest
igat
ion
or s
tora
ge o
f spe
cim
ens
rele
vant
to
org
an tr
ansp
lant
atio
n, s
emen
or
ova
30 y
ears
if n
ot h
eld
with
hea
lth-
care
rec
ord
PAT
H15
R
epor
ts, c
opie
s
Post
Mor
tem
Rep
orts
6 m
onth
s
H
eld
in th
e pa
tient
's he
alth
care
re
cord
for
8 ye
ars
afte
r th
e pa
-tie
nts
deat
h
PAT
H16
R
eque
st fo
rms
that
are
not
a
uniq
ue r
ecor
d 1
wee
k af
ter
repo
rt r
ecei
ved
by
requ
esto
r
PAT
H17
R
eque
st fo
rms
that
con
tain
clin
i-ca
l inf
orm
atio
n no
t rea
dily
ava
il-ab
le in
the
heal
thca
re r
ecor
d
30 y
ears
PA
TH
18
Stan
dard
ope
rati
ng p
roce
dure
s (c
urre
nt a
nd o
ld)
30 y
ears
PAT
H19
Sp
ecim
ens a
nd P
repa
ratio
ns
Blo
cks
for
elec
tron
mic
rosc
opy
30 y
ears
PAT
H20
E
lect
roph
oret
ic s
trip
s an
d im
-m
unof
ixat
ion
plat
es
5 ye
ars
unle
ss d
igita
l im
ages
ta
ken,
in w
hich
cas
e 2
year
s an
d st
ored
as
a ph
otog
raph
ic r
ecor
d
Page 23
NHO Code of Practice for Healthcare Records Management. Version 2.0 (illustrated). 2007
This is a controlled document and may be subject to change at any time
Ref
eren
ce
Typ
es o
f Hea
lthc
are
Rec
ord
Ret
enti
on P
erio
d D
eriv
atio
n Fi
nal A
ctio
n
PAT
H21
Fr
ozen
Tis
sue
for
imm
edia
te h
is-
tolo
gica
l ass
essm
ent (
froz
en s
ec-
tion)
Stai
ned
mic
rosc
ope
slid
es -
10
year
s.
R
esid
ual t
issu
e - k
ept a
s fix
ed
spec
imen
onc
e fr
ozen
sec
tion
com
plet
e
PAT
H22
Fr
ozen
Tis
sue
or c
ells
for
hist
o-ch
emic
al o
r m
olec
ular
gen
etic
an
alys
is
10 y
ears
PAT
H23
G
rids
for
elec
tron
mic
rosc
opy
10 y
ears
PAT
H24
H
uman
DN
A
4 w
eeks
aft
er fi
nal r
epor
t for
di-
agno
stic
spe
cim
ens.
30
year
s fo
r fa
mily
stu
dies
for
gene
tic d
isor
-de
rs (c
onse
nt r
equi
red)
PAT
H25
M
icro
biol
ogic
al C
ultu
res
Mos
t pos
itive
cul
ture
s ca
n be
di
scar
ded
wit
hin
24 -
48 h
ours
of
issu
ing
a fin
al a
utho
rise
d re
-po
rt.
Spec
ified
cul
ture
s of
clin
i-ca
l im
port
ance
(Blo
od C
ultu
re
isol
ates
, Cer
ebro
spi
nal F
luid
(C
SF) i
sola
tes,
ent
eric
pat
hoge
ns,
mul
tipl
e re
sist
ant o
r m
ethi
cilli
n re
sist
ant S
taph
. Aur
eus,
'o
utbr
eak
stra
ins,
M. t
uber
culo
-si
s, G
roup
A s
trep
toco
cci,
and
unus
ual p
atho
gens
of c
linic
al
sign
ifica
nce)
sho
uld
be r
etai
ned
for
at le
ast 7
day
s. W
here
iso-
late
s ha
ve b
een
refe
rred
to e
xter
-na
l lab
orat
orie
s th
ey s
houl
d be
re
tain
ed fo
r at
leas
t 7 d
ays
afte
r th
e is
sue
of th
eir
final
rep
ort.
Page 24
NHO Code of Practice for Healthcare Records Management. Version 2.0 (illustrated). 2007
This is a controlled document and may be subject to change at any time
Ref
eren
ce
Typ
es o
f Hea
lthc
are
Rec
ord
Ret
enti
on P
erio
d D
eriv
atio
n Fi
nal A
ctio
n
PAT
H26
M
useu
m s
peci
men
s (t
each
ing
colle
ctio
ns)
Perm
anen
tly. C
onse
nt o
f the
re
lati
ve is
req
uire
d if
it is
tiss
ue
obta
ined
thro
ugh
post
mor
tem
http
://w
ww
.rcp
ath.
org/
reso
urce
s/pd
f/R
eten
tion-
SEPT
05.p
df
PAT
H27
St
aine
d Sl
ides
D
epen
ds o
n th
e pu
rpos
e of
the
slid
e - s
ee R
CPa
th d
ocum
ent f
or
furt
her
deta
ils
PAT
H28
N
ewbo
rn B
lood
Spo
t scr
eeni
ng
card
s 5
year
s - p
aren
ts s
houl
d be
aler
ted
to th
e po
ssib
ility
of c
on-
tact
from
res
earc
hers
aft
er th
is
peri
od a
nd a
rec
ord
kept
of t
heir
’con
sent
to c
onta
ct’ r
espo
nse
PAT
H29
B
ody
fluid
s /
aspi
rate
s /
swab
s
48 h
ours
aft
er th
e fin
al r
epor
t is
sued
by
lab
PAT
H30
Pa
raff
in B
lock
s
30 y
ears
and
then
app
rais
e fo
r ar
chiv
al v
alue
PAT
H31
R
ecor
ds r
elat
ing
to d
onor
or
re-
cipi
ent s
era
11 y
ears
pos
t tra
nspl
ant
PAT
H32
Se
rum
follo
win
g ne
edle
stic
k in
-ju
ry o
r ha
zard
ous
expo
sure
2 ye
ars
Page 25
NHO Code of Practice for Healthcare Records Management. Version 2.0 (illustrated). 2007
This is a controlled document and may be subject to change at any time
Ref
eren
ce
Typ
es o
f Hea
lthc
are
Rec
ord
Ret
enti
on P
erio
d D
eriv
atio
n Fi
nal A
ctio
n
PAT
H33
Se
rum
from
firs
t pre
gnan
cy
book
ing
visi
t
1 ye
ar
PAT
H34
W
et T
issu
e (r
epre
sent
ativ
e al
i-qu
ot o
r w
hole
tiss
ue o
r or
gan)
4 w
eeks
aft
er fi
nal r
epor
t for
sur
-gi
cal s
peci
men
s.
PAT
H35
W
hole
blo
od s
peci
men
s fo
r fu
ll bl
ood
coun
t
24 h
ours
PAT
H36
T
rans
fusio
n La
bara
torie
s
A
nnua
l rep
orts
(whe
re r
equi
red
by E
U d
irec
tive)
15 y
ears
PAT
H37
A
utop
sy r
epor
ts, s
peci
men
s, a
r-
chiv
e m
ater
ial a
nd o
ther
whe
re
the
dece
ased
has
bee
n th
e su
bjec
t
of a
Cor
oner
's au
tops
y
The
se a
re C
oron
er's
reco
rds
-
copi
es m
ay o
nly
be lo
dged
on
the
heal
thca
re r
ecor
d w
ith th
e C
oro-
ner's
per
mis
sion
PAT
H38
B
lood
Ban
k R
egis
ter,
blo
od c
om-
pone
nt a
udit
tria
l and
fate
s 30
yea
rs to
allo
w fu
ll tr
acea
bilit
y
of a
ll bl
ood
prod
ucts
use
d
EU
Dir
ectiv
e 20
02/9
8/E
C T
he
Blo
od S
afet
y an
d Q
ualit
y R
egul
a-tio
ns 2
005
(SI
2005
No.
50)
PAT
H39
B
lood
for
grou
ping
, ant
ibod
y sc
reen
ing
and
savi
ng a
nd/o
r cr
oss-m
atch
ing
1 w
eek
at 4
°C
Page 26
NHO Code of Practice for Healthcare Records Management. Version 2.0 (illustrated). 2007
This is a controlled document and may be subject to change at any time
Ref
eren
ce
Typ
es o
f Hea
lthc
are
Rec
ord
Ret
enti
on P
erio
d D
eriv
atio
n Fi
nal A
ctio
n
PAT
H40
Fo
rens
ic M
ater
ial -
cri
min
al c
ases
Pe
rman
ently
, not
par
t of t
he
heal
thca
re r
ecor
d
PAT
H41
R
efri
gera
tion
and
Fre
ezer
Cha
rts
11 y
ears
PAT
H42
R
eque
st fo
rms
for
gro
upin
g,
antib
ody
scre
enin
g an
d cr
oss-
mat
chin
g
1 m
onth
E
U D
irec
tive
2002
/98/
EC
The
B
lood
Saf
ety
and
Qua
lity
Reg
ula-
tions
200
5 (S
I 20
05 N
o. 5
0
PAT
H43
R
esul
ts o
f gro
upin
g, a
ntib
ody
scre
enin
g an
d ot
her
bloo
d tr
ans-
fusi
on r
elat
ed te
sts
30 y
ears
to a
llow
full
trac
eabi
lity
of a
ll bl
ood
prod
ucts
use
d
EU
Dir
ectiv
e 20
02/9
8/E
C T
he
Blo
od S
afet
y an
d Q
ualit
y R
egul
a-
tions
200
5 (S
I 20
05 N
o. 5
0)
PAT
H44
Se
para
ted
seru
m /
pla
sma
stor
ed
for
tran
sfus
ion
purp
oses
Up
to 6
mon
ths
PAT
H45
St
orag
e of
mat
eria
l fol
low
ing
anal
yses
of n
ucle
ic a
cids
30
yea
rs
See
RC
Path
doc
umen
t for
fur-
ther
gui
danc
e
http
://w
ww
.cep
ath.
org/
reso
urce
s/pd
f/R
eten
tion-
SEPT
05.p
df
PAT
H46
W
orks
heet
s 30
yea
rs to
allo
w fu
ll tr
acea
bilit
y
of a
ll bl
ood
prod
ucts
use
d
EU
Dir
ectiv
e 20
02/9
8/E
C T
he
Blo
od S
afet
y an
d Q
ualit
y R
egul
a-tio
ns 2
005
(SI
2005
No.
50)
Page 27
NHO Code of Practice for Healthcare Records Management. Version 2.0 (illustrated). 2007
This is a controlled document and may be subject to change at any time
Ref
eren
ce
Typ
es o
f Hea
lthc
are
Rec
ord
Ret
enti
on P
erio
d D
eriv
atio
n Fi
nal A
ctio
n
HC
R42
Pa
tient
-hel
d re
cord
s A
t the
end
of a
n ep
isod
e of
car
e th
e
hosp
ital o
rgan
isat
ion
resp
onsi
ble
for
deliv
erin
g th
at c
are
and
com
pilin
g
the
reco
rd o
f the
car
e m
ust m
ake
appr
opri
ate
arra
ngem
ents
to r
etri
eve
patie
nt-h
eld
reco
rds.
The
rec
ords
shou
ld th
en b
e re
tain
ed fo
r th
e pe
-
riod
app
ropr
iate
to th
e sp
ecia
lty
D
estr
oy u
nder
con
fiden
tial
con
-
ditio
ns
HC
R43
Ph
otog
raph
s (w
here
the
phot
o-gr
aph
refe
rs to
a p
arti
cula
r pa
-tie
nt it
sho
uld
be tr
eate
d as
par
t of
the
heal
thca
re r
ecor
d)
Ret
ain
for
the
peri
od o
f tim
e ap
pro-
pria
te to
the
patie
nt/s
peci
alty
, e.g
.
child
ren’
s re
cord
s sh
ould
be
reta
ined
as p
er th
e re
tent
ion
peri
od fo
r th
e
reco
rds
of c
hild
ren
and
youn
g pe
o-
ple;
men
tally
dis
orde
red
pers
ons
(with
in th
e m
eani
ng o
f the
Men
tal
Hea
lth A
cts
1945
to 2
001)
20
year
s
afte
r th
e la
st e
ntry
in th
e re
cord
or
8
year
s af
ter
the
patie
nt’s
dea
th if
pa-
tient
die
d w
hile
in th
e ca
re o
f the
orga
nisa
tion
D
estr
oy u
nder
con
fiden
tial
con
-
ditio
ns
HC
R44
Ph
ysio
ther
apy
reco
rds
Ret
ain
for
the
peri
od o
f tim
e ap
pro-
pria
te to
the
patie
nt/s
peci
alty
, e.g
. ch
ildre
n’s
reco
rds
shou
ld b
e re
tain
ed
as p
er th
e re
tent
ion
peri
od fo
r th
e re
cord
s of
chi
ldre
n an
d yo
ung
peo-
ple;
men
tally
dis
orde
red
pers
ons
(with
in th
e m
eani
ng o
f the
Men
tal
Hea
lth A
cts
1945
to 2
001)
20
year
s af
ter
the
last
ent
ry in
the
reco
rd o
r 8
year
s af
ter
the
patie
nt’s
dea
th if
pa-
tient
die
d w
hile
in th
e ca
re o
f the
or
gani
satio
n
D
estr
oy u
nder
con
fiden
tial
con
-
ditio
ns
Page 28
NHO Code of Practice for Healthcare Records Management. Version 2.0 (illustrated). 2007
This is a controlled document and may be subject to change at any time
Ref
eren
ce
Typ
es o
f Hea
lthc
are
Rec
ord
Ret
enti
on P
erio
d D
eriv
atio
n Fi
nal A
ctio
n
HC
R45
Po
diat
ry r
ecor
ds
Ret
ain
for
the
peri
od o
f tim
e ap
prop
riat
e to
the
patie
nt/
spec
ialty
, e.g
. chi
ldre
n’s
reco
rds
shou
ld b
e re
tain
ed a
s pe
r th
e re
tent
ion
peri
od fo
r th
e re
cord
s of
chi
ldre
n an
d yo
ung
peop
le;
men
tally
dis
orde
red
pers
ons
(with
in th
e m
eani
ng o
f the
Men
-ta
l Hea
lth A
cts
1945
to 2
001)
20
year
s af
ter
the
last
ent
ry in
the
reco
rd o
r 8
year
s af
ter
the
pa-
tient
’s d
eath
if p
atie
nt d
ied
whi
le
in th
e ca
re o
f the
org
anis
atio
n
D
estr
oy u
nder
con
fiden
tial
con
-
ditio
ns
HC
R46
Po
st m
orte
m r
ecor
ds (s
ee P
atho
l-og
y re
cord
s)
HC
R47
Po
st m
orte
m r
egis
ters
(whe
re
they
exi
st in
pap
er fo
rmat
) 30
yea
rs
Li
kely
to h
ave
arch
ival
val
ue.
Con
tact
Nat
iona
l Arc
hive
s (R
ecor
ds A
cqui
siti
on D
ivis
ion)
HC
R48
Ps
ycho
logy
rec
ords
R
etai
n fo
r th
e pe
riod
of t
ime
appr
opri
ate
to th
e pa
tient
/sp
ecia
lty, e
.g. c
hild
ren’
s re
cord
s sh
ould
be
reta
ined
as
per
the
rete
ntio
n pe
riod
for
the
reco
rds
of c
hild
ren
and
youn
g pe
ople
; m
enta
lly d
isor
dere
d pe
rson
s (w
ithin
the
mea
ning
of t
he M
en-
tal H
ealth
Act
s 19
45 to
200
1) 2
0 ye
ars
afte
r th
e la
st e
ntry
in th
e re
cord
or
8 ye
ars
afte
r th
e pa
-tie
nt’s
dea
th if
pat
ient
die
d w
hile
in
the
care
of t
he o
rgan
isat
ion
D
estr
oy u
nder
con
fiden
tial
con
-
ditio
ns
Page 29
NHO Code of Practice for Healthcare Records Management. Version 2.0 (illustrated). 2007
This is a controlled document and may be subject to change at any time
Ref
eren
ce
Typ
es o
f Hea
lthc
are
Rec
ord
Ret
enti
on P
erio
d D
eriv
atio
n Fi
nal A
ctio
n
HC
R49
R
ecor
ds/d
ocum
ents
rel
ated
to
any
litig
atio
n A
s ad
vise
d by
the
orga
nisa
tion
’s
lega
l adv
isor
. All
reco
rds
to b
e re
view
ed. N
orm
al r
evie
w 1
0 ye
ars
afte
r th
e fil
e is
clo
sed
D
estr
oy u
nder
con
fiden
tial
con
-
ditio
ns
HC
R50
R
ecor
ds o
f Des
truc
tion
of I
ndi-
vidu
al H
ealth
care
rec
ords
(cas
e no
tes)
and
oth
er h
ealth
rel
ated
re
cord
s co
ntai
ned
in th
is r
eten
-tio
n sc
hedu
le (i
n m
anua
l or
com
-pu
ter
form
at)
Perm
anen
tly
HC
R51
Sc
anne
d R
ecor
ds r
elat
ing
to p
a-
tient
car
e R
etai
n fo
r th
e pe
riod
of t
ime
appr
opri
ate
to th
e pa
tient
/
spec
ialty
e.g
. chi
ldre
n's
reco
rds
shou
ld b
e re
tain
ed a
s pe
r th
e
rete
ntio
n pe
riod
for
the
reco
rds
of c
hild
ren
and
youn
g pe
ople
;
men
tally
dis
orde
red
pers
ons
(with
in th
e m
eani
ng o
f the
Men
-
tal H
ealth
Act
s 19
45 to
200
1) 2
0
year
s af
ter
the
last
ent
ry in
the
reco
rd o
r 8
year
s af
ter
the
pa-
tient
's de
ath
if pa
tient
die
d w
hile
D
estr
oy u
nder
con
fiden
tial
con
-
ditio
ns
Page 30
NHO Code of Practice for Healthcare Records Management. Version 2.0 (illustrated). 2007
This is a controlled document and may be subject to change at any time
Ref
eren
ce
Typ
es o
f Hea
lthc
are
Rec
ord
Ret
enti
on P
erio
d D
eriv
atio
n Fi
nal A
ctio
n
HC
R52
So
cial
Wor
k re
cord
s R
etai
n fo
r th
e pe
riod
of t
ime
appr
opri
ate
to th
e pa
tient
/sp
ecia
lty, e
.g. c
hild
ren’
s re
cord
s sh
ould
be
reta
ined
as
per
the
rete
ntio
n pe
riod
for
the
reco
rds
of c
hild
ren
and
youn
g pe
ople
; m
enta
lly d
isor
dere
d pe
rson
s (w
ithin
the
mea
ning
of t
he M
en-
tal H
ealth
Act
s 19
45 to
200
1) 2
0 ye
ars
afte
r th
e la
st e
ntry
in th
e re
cord
or
8 ye
ars
afte
r th
e pa
-tie
nt’s
dea
th if
pat
ient
die
d w
hile
in
the
care
of t
he o
rgan
isat
ion
Not
e: R
ecor
ds c
reat
ed u
nder
the
Chi
ld C
are
legi
slat
ion
– ho
ld in
pe
rpet
uity
.
D
estr
oy u
nder
con
fiden
tial
con
-
ditio
ns
HC
R53
Sp
eech
and
Lan
guag
e T
hera
py
reco
rds
Ret
ain
for
the
peri
od o
f tim
e ap
prop
riat
e to
the
patie
nt/
spec
ialty
e.g
. chi
ldre
n's
reco
rds
shou
ld b
e re
tain
ed a
s pe
r th
e re
tent
ion
peri
od fo
r th
e re
cord
s of
chi
ldre
n an
d yo
ung
peop
le;
men
tally
dis
orde
red
pers
ons
(with
in th
e m
eani
ng o
f the
Men
-ta
l Hea
lth A
cts
1945
to 2
001)
20
year
s af
ter
the
last
ent
ry in
the
reco
rd o
r 8
year
s af
ter
the
pa-
tient
's de
ath
if pa
tient
die
d w
hile
in
the
care
of t
he o
rgan
isat
ion
D
estr
oy u
nder
con
fiden
tial
con
-
ditio
ns
HC
R54
Su
icid
e –
note
s of
pat
ient
s ha
v-in
gcom
mit
ted
suic
ide
10 y
ears
Des
troy
und
er c
onfid
enti
al c
on-
ditio
ns
Page 31
NHO Code of Practice for Healthcare Records Management. Version 2.0 (illustrated). 2007
This is a controlled document and may be subject to change at any time
Ref
eren
ce
Typ
es o
f Hea
lthc
are
Rec
ord
Ret
enti
on P
erio
d D
eriv
atio
n Fi
nal A
ctio
n
HC
R55
T
elem
edic
ine
reco
rds
(see
als
o V
ideo
rec
ords
) R
etai
n fo
r th
e pe
riod
of t
ime
appr
opri
ate
to th
e pa
tient
/sp
ecia
lty, e
.g. c
hild
ren’
s re
cord
s sh
ould
be
reta
ined
as
per
the
rete
ntio
n pe
riod
for
the
reco
rds
of c
hild
ren
and
youn
g pe
ople
; m
enta
lly d
isor
dere
d pe
rson
s (w
ithin
the
mea
ning
of t
he M
en-
tal H
ealth
Act
s 19
45 to
200
1) 2
0 ye
ars
afte
r th
e la
st e
ntry
in th
e re
cord
or
8 ye
ars
afte
r th
e pa
-tie
nt’s
dea
th if
pat
ient
die
d w
hile
in
the
care
of t
he o
rgan
isat
ion
D
estr
oy u
nder
con
fiden
tial
con
-
ditio
ns
HC
R57
U
ltras
ound
rec
ords
(e.g
. vas
cula
r,
obst
etri
c
Ret
ain
for
the
peri
od o
f tim
e ap
prop
riat
e to
the
patie
nt/
spec
ialty
, e.g
. chi
ldre
n’s
reco
rds
shou
ld b
e re
tain
ed a
s pe
r th
e re
tent
ion
peri
od fo
r th
e re
cord
s of
chi
ldre
n an
d yo
ung
peop
le;
men
tally
dis
orde
red
pers
ons
(with
in th
e m
eani
ng o
f the
Men
-ta
l Hea
lth A
cts
1945
to 2
001)
20
year
s af
ter
the
last
ent
ry in
the
reco
rd o
r 8
year
s af
ter
the
pa-
tient
’s d
eath
if p
atie
nt d
ied
whi
le
in th
e ca
re o
f the
org
anis
atio
n
D
estr
oy u
nder
con
fiden
tial
con
-
ditio
ns
HC
R56
T
rans
plan
tatio
n re
cord
s R
ecor
ds n
ot o
ther
wis
e ke
pt o
r is
sued
to p
atie
nt r
ecor
ds th
at
rela
te to
inve
stig
atio
ns o
r st
orag
e of
spe
cim
ens
rele
vant
to o
rgan
tr
ansp
lant
atio
n sh
ould
be
kept
fo
r 3
year
s
The
Ret
entio
n an
d St
orag
e of
Pa
thol
ogic
al R
ecor
ds a
nd A
r-ch
ives
(3rd
edi
tion
2005
)
Add
endu
m 1
Des
troy
und
er c
onfid
enti
al c
on-
ditio
ns
Page 32
NHO Code of Practice for Healthcare Records Management. Version 2.0 (illustrated). 2007
This is a controlled document and may be subject to change at any time
Ref
eren
ce
Typ
es o
f Hea
lthc
are
Rec
ord
Ret
enti
on P
erio
d D
eriv
atio
n Fi
nal A
ctio
n
HC
R58
V
ideo
rec
ords
/ vo
ice
reco
rdin
gs
rela
ting
to p
atie
nt c
are/
vide
ocon
fere
ncin
g re
cord
s
8 ye
ars
subj
ect t
o th
e fo
llow
ing
exce
ptio
ns:
Chi
ldre
n an
d yo
ung
peop
le: R
e-co
rds
mus
t be
kept
unt
il th
e pa
-tie
nt’s
25th
bir
thda
y, o
r if
the
patie
nt w
as 1
7 at
the
conc
lusi
on
of tr
eatm
ent,
unti
l the
ir 2
6th
birt
hday
, or
until
8 y
ears
aft
er
the
patie
nt’s
dea
th if
soo
ner
Mat
erni
ty: 2
5 ye
ars
Men
tally
dis
orde
red
pers
ons:
R
ecor
ds s
houl
d be
kep
t for
20
year
s af
ter
the
date
of l
ast c
onta
ct
betw
een
patie
nt/c
lient
/ser
vice
us
er a
nd a
ny h
ealth
care
pro
fes-
sion
al o
r 8
year
s af
ter
the
pa-
tient
’s d
eath
if s
oone
r
Can
cer
patie
nts:
Rec
ords
sho
uld
be k
ept u
ntil
8 ye
ars
afte
r th
e co
nclu
sion
of t
reat
men
t, es
pe-
cial
ly if
sur
gery
was
invo
lved
.
D
estr
oy u
nder
con
fiden
tial
con
-
ditio
ns
Page 33
NHO Code of Practice for Healthcare Records Management. Version 2.0 (illustrated). 2007
This is a controlled document and may be subject to change at any time
Ref
eren
ce
Typ
es o
f Hea
lthc
are
Rec
ord
Ret
enti
on P
erio
d D
eriv
atio
n Fi
nal A
ctio
n
HC
R62
X
-ray
repo
rts
(incl
udin
g re
port
s fo
r al
l im
agin
g m
odal
itie
s)
To
be c
onsi
dere
d as
a p
art o
f the
pa
tient
rec
ord
and
shou
ld b
e re
tain
ed fo
r th
e ap
prop
riat
e pe
-ri
od o
f tim
e
D
estr
oy u
nder
con
fiden
tial
con
-di
tions
HC
R61
X
-ray
regi
ster
s (w
here
they
exi
st
in p
aper
form
at)
30 y
ears
Like
ly to
hav
e ar
chiv
al v
alue
. C
onta
ct N
atio
nal A
rchi
ves
(Rec
ords
Acq
uisi
tion
Div
isio
n)
HC
R59
W
ard
regi
ster
s, in
clud
ing
daily
be
d re
turn
s (w
here
they
exi
st in
pa
per
form
at
2 ye
ars
afte
r th
e ye
ar to
whi
ch
they
rel
ate
Li
kely
to h
ave
arch
ival
val
ue.
Con
tact
Nat
iona
l Arc
hive
s (R
ecor
ds A
cqui
siti
on D
ivis
ion)
HC
R60
X
-ray
film
s (in
clud
ing
othe
r im
-ag
e fo
rmat
s fo
r al
l im
agin
g m
o-da
litie
s/di
agno
stic
s)
7 ye
ars
(if th
ere
is a
n ac
com
pany
-in
g X
-Ray
rep
ort w
hich
is r
e-ta
ined
for
the
appr
opri
ate
peri
od
of ti
me
as p
art o
f the
pat
ient
re-
cord
). If
ther
e is
no
acco
mpa
ny-
ing
X-R
ay r
epor
t the
X-ra
y fil
ms
(incl
udin
g ot
her
imag
e fo
rmat
s fo
r al
l im
agin
g m
odal
itie
s/di
agno
stic
s) a
re c
onsi
dere
d as
a
part
of t
he p
atie
nt r
ecor
d an
d sh
ould
be
reta
ined
for
the
appr
o-pr
iate
per
iod
of ti
me
D
estr
oy u
nder
con
fiden
tial
con
-di
tions
Page 34
