Record Team guidance

Records awareness training package

The records team have launched a new records awareness training package to make sure we are all working in the same way to protect our patients, staff and the Trust. Find out more and book your place by using the button below.

Archiving of records process

With effect from January 2024 the Records Team will be transferring to an electronic archiving process.

Many teams and services 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 via email to  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 the above email address
• 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 Team which contains consignment numbers. Staff can contact the records team via the above email address regarding archiving enquiries.

Uploading emails

If you discuss patient care within an email, this email must be uploaded to the EPR (Electronic Patient Record).

Record keeping policy guidance

Please do not  copy and paste entire email trails and documents into progress notes or clinical entries in the EPRs. If an email or other document is pertinent to the patient’s record, it must be saved and uploaded as a document into the EPR (Electronic Patient Record) and then a reference made in the clinical entry. (In RiO, the email/document must then be associated to the progress note.)

Key Points

• Patient names must not be used within the email – the NHS Number is the unique identifier and should be used for this purpose
• An uploaded email forms part of the EPR and is therefore accessible to the patient should they request access to their records
• Care should be taken when recording information within the email to ensure the information is accurate, in plain English and without the use of jargon or abbreviations.