Archiving of records

With effect from January 2024 the records team will be transferring to an electronic archiving process.

Many teams are already following this process which is now being introduced across the wider Trust to ensure consistency.

The new way of working is as follows:

• Teams can request archiving of paper records by emailing Records@merseycare.nhs.uk
• The records team will issue an electronic listing sheet for teams to complete
• Listing sheet must be fully completed, containing a record of all documentation/records contained within the archive storage box
• The completed listing sheet must then be returned to Records@merseycare.nhs.uk
• The records team will then arrange for the boxes to be collected, these will then be transferred to the records library at Hollins Park
• The records team will allocate a consignment number for each box and process for transferring to off-site storage. A barcode for each box will be produced – For RIO Users; the records team will enter the barcode on Patient Document Tracking (PDT) for each patient record stored in the box. This will also ensure records can be easily retrieved
• A central list will be held by the records Tteam which contains consignment numbers. Staff can contact the records team via the above email address regarding archiving enquiries.