Records information

To help ensure that these records are all managed consistently, the Trust follows the Records Management Code of Conduct 2023. This provides important information to those responsible for managing records on how to file and store records and how long records should be kept for.  The Code of Practice provides a framework for consistent and effective records management based on established standards. It covers all types of NHS and adult social care records (where the social care provision has an element of NHS funded care) regardless of the media on which they are held, including for example:-

• All patient health records for all specialties
• All administrative records (for example personnel, estates, finance and accounting, customer services, complaints, incidents, etc.)

These include records held in all formats, including for example:-

• Electronic records
• Paper records, reports, diaries and registers, etc.
• X-rays and other images
• Audio and video recordings
• Microfiche and microfilm

All NHS records are public records under the Public Records Act 1958 and each member of staff is responsible for the records they create or use.

The Trust has a responsibility to ensure that the healthcare each patient receives is recorded appropriately and accurately, and that records are processed responsibly to support high quality care. There are Trust standards for record-keeping, supported by professional standards for clinical record-keeping that are part of the requirements for professional registration. Additionally, for legal and practical reasons, records must be stored and transported securely.

The Records Management Code of Practice was introduced to ensure that organisations manage their records at all stages of the records lifecycle from the point of creation, through active use and retention, to either ultimate destruction or permanent preservation if being of historical or research interest.

The Records Team is part of the Information Governance Team and can be contacted directly by emailing Records@merseycare.nhs.uk (General Enquiries) or Records.Team@merseycare.nhs.uk (Everton Road).

The over arching Corporate Records Policy (IT04) and Health Records Policy (IT06) are available via the Trust's website. If there are any specific queries relating to the above policies or any further information needed relating to records management, record keeping, archiving, retention, off-site storage; please contact the Records Team at: records@merseycare.nhs.uk

To help ensure that records are all managed consistently, the Trust follows the Records Management Code of Practice. This provides important information to those responsible for managing records on how to file and store records, how long records should be kept for (minimum retention periods) and arrangements for disposal.  The Code of Practice provides a framework for consistent and effective records management based on established standards. It covers NHS and adult social care records (where the social care provision has an element of NHS funded care).

The Section 46 Code of Practice of the Freedom of Information Act 2000 also provides guidance on good practice in records management.

BS 10008 Evidential Weight and Legal Admissibilty of Electronic Information is the British Standard that outlines best practice for the implementation and operation of electronic information management systems, including the storage and transfer of information. It is designed to ensure the authenticity and integrity of electronic information to avoid the legal pitfalls of information storage. BS 10008 outlines best practice for transferring electronic information between systems and migrating paper records to digital files. It also gives guidelines for managing the availability and accessibility of any records that could be required as legal evidence.

There are often ongoing national inquiries that need to be considered when reviewing and appraising records as part of the record lifecycle. The current inquiries that all staff need to be aware of are:

Independent Inquiry into Child Sexual Abuse (IICSA)

The Independent Inquiry into Child Sex Abuse (IICSA) has published its final report in October 2022. Following on from this, records must be retained if they fall within the scope of the enquiry. For further information, please see: https://www.iicsa.org.uk/

Infected Blood Inquiry

The Infected Blood Inquiry published its final report on 20 May 2024. The inquiry recently released guidance instructing that while the inquiry no longer requires material providers to continue to retain material for inquiry purposes, they must continue to hold information that might be required in connection with the Infected Blood Compensation Scheme and support schemes. Please see https://www.infectedbloodinquiry.org.uk/ for further information.

The COVID Enquiry

This is the independent public enquiry set up to examine the UK’s response to the impact of the Covid-19 pandemic and lessons learnt for the future. For further information please see: covid19.public-inquiry.uk 

The Lampard Enquiry

The Lampard Inquiry is a statutory inquiry investigating mental health inpatient deaths in Essex. For further information please see: The Lampard Inquiry - investigating mental health deaths in Essex

If there are any queries regarding the retention of records in relation to national on-going enquiries, please contact: records@merseycare.nhs.uk