records management policy nhs

3.3 Policy and Strategy 17 NHS Records Management and Information Lifecycle 19 4.1 Records Creation 20 4.2 Managing Records 21 4.3 Records Maintenance - Storage and Scanning 22 4.4 Records Inventory/Information Asset Register 23 4.5 Records Management Systems Audit 23 4.6 Disclosure and Transfer of Records 23 4.7 Retention and Disposal Arrangements 24 4.8 Appraisal of Records 24 4.9 Records … Information Governance Alliance, The Records Management Code of Practice for Health and Social Care 2016. Details. Review the records management policy annually to ensure that it is up to date with latest industry and organizational requirements; Records Manager. 01752 431547. Records Management Policy From 1 st of October 2019, this policy replaces the previous Cumbria Partnership NHS Foundation Trust Policy and is applicable to Cumbria, Northumberland, Tyne and wear NHS Foundation Trust Records Management Policy (1Mb) RM-PGN-01 (582kB) <>>> endobj The Scottish Government has published a revised Records Management: NHS Code of Practice which is intended to be 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 Scotland. Introduction 1.1 Worcestershire Acute NHS Trust is dependent on its records to operate efficiently and to account for its actions. Records Management Policy Policy Author: Clinical Administration Manager Policy Owner (for updates) Director of Public Health Engagement and Consultation Groups: Information Governance Group Approval Record Date Information Governance Group February 2015 Quality and Improvement Committee 15 April 2015 Equality and Diversity Rapid Impact Assessment 17 March 2010 Version Control Version Number … 2020 19 08 NHS Borders Records Management Policy Version 2.3.docx Page 4 of 9 1. Records Management: NHS Code of Practice 2016; The NHS Confidentiality Code of Practice NHS Litigation Authority Standards Research Governance Framework and any new legislation affecting records management as it arises. The Newcastle upon Tyne Hospitals NHS Foundation Trust Occupational Health Records Management and Retention Operational Policy Version No. Last Updated 2nd November 2020 R:\IG Solent\Policies & Agreements\Policies\Records Management Policy\ 20190408_RecordsManagement&InformationLifecyclePolicy_V4_IGT Records Management & Information Lifecycle Management Policy for Clinical and Corporate Records Solent NHS Trust policies can only be considered to be valid and up-to-date if viewed on the intranet. 1.2. This is to avoid the risk of out of date printed versions of the document. In summary this policy:  Defines duties and responsibilities in regard to records management in the Trust  Outlines the key legal obligations and statutory provisions that apply to records created and used within the Trust  Provides a procedural Framework with guidance to encourage best practice in records management within the Trust  Describes the ‘Information Life Cycle’ and highlight best practice to be … Policy advisers in the Scottish Government eHealth Team. Information Management (Records Management) 13 6.1 Information Management System Design 13 6.2 Creation 13 6.3 Saving on Shared Folders, Desktop and Personal Folders 14 6.4 Working from home 15 6.5 Use of Records 15 Original Records 15 Finalised Corporate Documents 15 Copies of Records 15 Duplicate Records 16 6.6 Maintenance 16 Scanning 16 6.7 Disposal 16 Closure 16 Retention 16 … This may be the same person as the policy owner, someone on the policy owner’s staff or a dedicated position within the organization. Public Records (Scotland) Act 2011, records management best practice and the principles detailed in the Records Management Policy. 2 0 obj Records Management Policy - v5.3.pdf 496.42 KB This policy sets out the process by which the organisation manages all aspects of records whether internally or externally generated and in any format or media type, from their creation, all the way through their lifecycle to their eventual disposal Records are legal documents and everyone working for the NHS has a common law duty of confidence to clients, staff and their employer. ordinating, publicising, implementing and monitoring this records management policy. Sets out standards required for the management of NHS records. Where separate working files are held, information is transferred to the Personal Employment Record (PER) or destroyed at regular intervals in line the NHS Records Management: Codes of Practice - 2006. Term Description . PDF; 296 KB; 40 pages; Document. A records management policy is a cornerstone of effective management of records in an organisation. <>/ExtGState<>/XObject<>/ProcSet[/PDF/Text/ImageB/ImageC/ImageI] >>/MediaBox[ 0 0 594.96 842.04] /Contents 4 0 R/Group<>/Tabs/S/StructParents 0>> This policy applies to all staff working within Northern Lincolnshire and Goole NHS Foundation Trust. Scope . CATEGORY: Policy CLASSIFICATION: Information Governance PURPOSE: • Appropriate records will be kept to evidence activities and transactions of the Trust. Records management NHS Resolution’s records are its corporate memory, providing evidence of actions and decisions and representing a vital asset to support daily functions and operations. It is based on current legal requirements and professional best practice. These documents provide the framework that determines how NHS England’s records should be managed and how long they are kept. Corporate records retention and disposal schedule and guidance . They support consistency, continuity, efficiency and productivity and help deliver services in consistent and equitable ways. Version 03 POL-F-IMT-10 Page 8 of 21 . If you are a member of the public looking for health advice, go to the NHS website. 4 0 obj Change my preferences Staff should be discouraged from printing this document. Records Management Policy Version: 3 Ratified by: Quality & Performance Committee Date ratified: 11 September 2019 Name & Title of originator/author: Shaun Beckingham, Records Manager Name of responsible committee/individual: Information Governance Committee Date issued: 19 September 2019 Review date: August 2021 Target audience: All Staff . You can read more about our cookies before you choose. Monitoring The Records Management Policy shall be monitored by the Information Governance Forum. The Records Management Policy and Outreach Program, under the Office of the Chief Records Officer for the U.S. Government, is responsible for developing Federal records management policies and guidance related to records creation, management, and disposition with an emphasis on electronic records. The University records management policy framework was approved by the Central Management Group on 12 February 2002. 3. NHS Tayside Records Management Plan(RMP) sets out the overarching framework for ensuring that [Board] records are managed and controlled effectively, and commensurate withthe legal, operational and information needs of the organisation. SECTION 3 - NHS RECORDS MANAGEMENT AND INFORMATION LIFECYCLE; SECTION 4 - USEFUL GUIDANCE; ANNEX A - GLOSSARY OF RECORDS MANAGEMENT TERMS; ANNEX B - 'THE MANAGEMENT, RETENTION AND DISPOSAL OF PERSONAL HEALTH RECORDS; ANNEX C - ADMINISTRATIVE RECORDS RETENTION SCHEDULE; DOCUMENT CONTROL SHEET: Title: Records Management… • ISO 15489-1:2016 Information and documentation – Records Management; • Records Management Code of Practice for Health and Social Care 2016 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 … This publication was withdrawn on 19 August 2016. %���� endobj Records Committee and/or Health Records User Group should be established to provide advice on local policy, particularly for the retention, archiving or disposal of sensitive personal health records. The Intranet should be referred to for the current version of the document. Operational records are defined as information, created or received in the course of business, and captured in a readable form in any medium, providing evidence of the functions, activities and transactions. You are in: Home > Policies > Records Management Policy Top. Let us know if this is OK. We’ll use a cookie to save your choice. viewed, or reviewed, amended … • Records will be organised, managed and A records management policy does not exist in a vacuum but is part of the organisation’s overall policy framework. Records Management Policy Issue Date: 06/08/2019 Controlled Document Number: 1182 Version: 1.0 . stream endobj This document provides advice and guidance to all NHS England staff with regards to the creation, management, storing and disposal of records. 2. How could this website work better for you. HEALTH RECORDS MANAGEMENT POLICY N.B. Purpose of the framework. The policy should outline clearly how it relates to other organisational policies (see also section 3, step 6 below). This policy relates to all records held in any format by NHS Resolution as per the Department of Health and Social Care (DHSC) publication Records Management: NHS Code of Practice, i.e. 13. 1.2 The Records Management: NHS Code of Practice Part 1 and Part 2 has been published by the Department of Health as 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. CONTACT NHS LOTHIAN. Records Management (Corporate and Clinical ) Policy . We use this information to improve our site. Attorney General’s Office Records Management Policy June 2013 Page 5 is disposed of in a way which is auditable, and meets all environmental and other requirements According to International Standard ISO 15489: 2001 records management includes THE SCOPE OF THE NHS LOTHIAN RECORDS MANAGEMENT POLICY 3.1 This policy relates to all operational records. Management of Clinical Audio-visual Records Policy 1. 1.5.5 Access – To provide clear and efficient access for all employees and others who have a legitimate right of access to NHS Tayside’s health records and ensure compliance with Access to Health Records, Data Protection and Freedom of Information legislation. The RMP considers all 14 elements as advised in the Keeper’s Model RMP and supporting guidance material. Lothian NHS Board Waverleygate 2-4 Waterloo Place Edinburgh EH1 … This code of practice applies to hard copy and digital records, including records of NHS patients treated on behalf of the NHS in the private sector. Records Management is concerned with the systematic creation, capture, storage and retrieval of records throughout their lifecycle. Statutory/Legal requirements and with published guidance/policies from: NHS Organisations including NHS mail and NHS England. 3.0 Policy Statement 3.1 Northern Lincolnshire and Goole NHS Foundation Trust (NLAG) recognises the importance of effective Health Records Management. The Policy and Outreach Program champions the critical importance of Federal Scope and Definitions 3.1. %PDF-1.5 All records created and maintained by the Trust are Public Records under the Public Records Act 1958 and 1967 and the Trust must ensure that Records Management policies and procedures are in accordance with the following statutory and NHS guidelines. Records support policy formation and managerial decision-making, and protect the interests of the organisation and the rights of claimants and appellants, staff and members of the public. Our advice for clinicians on the coronavirus is here, Corporate Document and Records Management Policy. personnel, estates, financial and accounting records, notes associated with complaints etc); We also comply with the Records Management Code of Practice for Health and Social Care published by the Information Governance Alliance. Rotherham Doncaster and South Humber NHS Foundation Trust Policy for Retention and Disposal (Records Management). Aneurin Bevan University Health Board ABHB/IM&T/0165 Title: Health Records Management Policy Owner: Head of Health Records Status: … This includes, for example, cinematograph film, digital images, video recordings, and other moving image carriers, and sound recordings produced within Solent Records Management Policy | Page 1 of 2 Records Management Policy Date approved: 19 March 2019 NOTE: NHS Kernow has opted to rely on the Information Governance Alliance’s Records Management Code of Practice for Health and Social Care (2016) for managing its health records. This policy defines a structure for Worcestershire Health Records Managers (see Section 2.6.6 of the NHS Tayside Health Records Management Policy). update of Records Management: NHS Code of Practice (Department of Health; January 2009) October 2008 As part of recommendations forming action plan Previous joint Risk Management Strategy and Policy to be replaced by separate documents following audit and update of Records Management: NHS Code of Practice (updated January 2009) Version Date Comments (i.e. This Policy sets out the principles behind records retention and disposal so that records are not retained longer than they are required and in compliance with the NHS Code of Practice and other statutory procedures. This Policy sets out the principles behind records retention and disposal so that records are not retained longer than they are required and in compliance with the NHS Code of Practice and other statutory procedures. It is based on current legal requirements and professional best practice. 6. Input from local healthcare professionals should be a key element of any records management strategy. <> Management Standard RMS 3.1) It is a legal requirement for NHS records selected The Queen Elizabeth Hospital King’s Lynn NHS Foundation Trust V3 January 2013 Page 5 of 16 The need to improve the University's records management has become clear from several legislative developments including the Data Protection Act (1998). We’ve put some small files called cookies on your device to make our site work. Sets out standards required for the management of records for organisations who work within, or under contract to the NHS in England. These send information about how our site is used to a service called Google Analytics. Records management is the process by which an organisation manages all aspects of records whether internally or externally generated and in any format or media type, from their creation, all the way through to their lifecycle to their eventual disposal. Published 30 March 2006 From: Department of Health and Social Care. Records management… The Records Management: NHS Code of Practice© was published by the Department of Health as 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. And if you are looking for the latest travel information, and advice about the government response to the outbreak, go to the GOV.UK website. We’d also like to use analytics cookies. It will help to ensure NHS England and NHS Improvement keeps the records they need for business, regulatory, legal and accountability purposes. The … The Records Management Code of Practice is an important document for Records Managers working in the NHS and adult social care and should be used as a basis for your own organisation’s Records Management Policy. These should provide clear guidance on how long records, including Health Records, should be maintained. 1.9. It covers: Scope - what is a record and what records are covered Health Records should be All NHS organisations are public authorities under Schedule 1 of the Freedom of Information (Scotland) Act 2002, and the records they create are subject to the Public Records (Scotland) Act 2011. Records Management: NHS Code of Practice Part 2 dated 30 March 2006 HSC 1999/053 – For The Record HSC 1998/217 – Preservation, ... Policy NHS Connecting for Health liz.waddington@dh.gsi.gov.uk 0113 3974070 recordsmanagement@ dh.gsi.gov.uk : for recipient use : Withdrawn: Contents : Records Management: NHS Code of Practice annex D: Notes to accompany the NHS Records Retention and … 3. 2.1 This policy applies to all areas and activities of the Trust and to all staff including permanent, temporary and bank staff, contractors, volunteers, students, locum and agency staff and staff on honorary contracts. I'm OK with analytics cookies. Our advice for clinicians on the coronavirus is here. Document. Document It's based on current legal requirements and professional best practice and was published on 20 July 2016 by the Information Governance Alliance (IGA), The employee records they hold are kept securely and the contents of files are in line with the requirements of this policy. NHS Records Management Code of Practice, Care Quality Commission “Essential standards for safety and quality”, The NHS Litigation Authority Risk Management Standards and the Information Governance Toolkit requirements. Records support policy formation and managerial decision-making, protect the interests of EEAST and the rights of patients, staff and members of the public. The ‘Records Management: NHS Code of … 2. The Care Records Management Policy sets out Hertfordshire Partnership University NHS Foundation Trust’s (hereafter referred to as the Trust) commitment to ensure that all health and social care records are effectively and lawfully managed. 3 0 obj The 14 elements are: 1. The Records Management Code of Practice for Health and Social Care 2016 sets out what people working with or in NHS organisations in England need to do to manage records correctly. Document name Records Management Policy Author Nicki Hargreaves (Lead Records Management Officer) Department Good Practice Document status V1.0 Approval Information Governance Steering Group - 12 May 2015 Publication date 13 May 2015 Review date 13 May 2016 Distribution All ICO staff and published on the website Version Control Version Date Amended by Comments 0.1 08/07/2014 … It is derived from a number of national codes and policies which are considered as best practice and have been used across many public sector organisations. Policies outlining the adoption of retention and disposal schedules and record management policies should be held by all organisations and be made available to all staff. The National Archives. 1 0 obj Trust Policy Corporate Records Management Policy and Procedure WAHT-CG - 127 Page 5 of 56 Version 5.1 1. This Policy provides guidance as […] Introduction 1.1. Cumbria Northumberland, Tyne and Wear NHS Foundation Trust RM-PGN-06 – Taking Clinical Records off Trust Premises – V03 – Iss 6- May 2020 Part of CNTW(O)09 – Records Management Policy 1 Records Management Policy - Practice Guidance Note Taking Clinical Health Records/Information off Trust and/or Local Authority Premises – V03 Date Issued RM Issue 5 - Nov … 4.3 Local Record Managers and Information Asset Owners The responsibility for local records management is devolved to the directorate ... Everyone working for or with the NHS who records, handles, stores, or conjunction with NHS England Document and Records Management Policy. 1.1 Health Records Strategy and Management Policy 1.2 Records Management Policy 1.3 Information Governance Policy 1.4 Policy Development, Review and Control Policy 1.5 NHS Tayside Code of Corporate Governance 1.6 Letter from CE supporting and endorsing RMP 2.1 Head of Health Records … Records Management Policy . Sets out standards required for the management of records for organisations who work within, or under contract to the NHS in England. Information Commissioners Office. C� ^%���I��^��tr>�Nf�)���o� Data Protection Legislation (DP) Freedom of Information Act 2000 Rotherham Doncaster and South Humber NHS Foundation Trust Policy for Retention and Disposal (Records Management). 2 Executive Summary This policy applies to all … Appendix 2 Legal & Professional Obligations Annex C of NHS Records Code of Practice. Rotherham Doncaster and South Humber NHS Foundation Trust Policy for Corporate Records (content of this policy previously formed part of the Lifecycle of Clinical and Corporate Records Management Policy) The principle purpose of this policy is to ensure all RDaSH staff are aware of the standards and processes when working with corporate information. �>�D�D�ԓ�dF�Jr��zɝ�R�Շ��C��d�i:y��5��d����4��U�ߧi6v�%�"0�N뾞�ő��c��(�C6�0㤰X�*}����޶���9!�0 ��0%TD�>��$"oSR�$�/(����[��MEFxxp*2P��=���]�Εv�U�H77[[���a4����jV#�v2�5�{ƜU��Fv��ǟ/�qd���.����xWN������tV�]]L��,�|O��%�3h�IJ�o�Ň��UE)��g��V��&��.�= �. INTRODUCTION & PURPOSE 3.1 This policy is concerned with the management of clinical audio-visual records created within Solent NHS Trust. Records Management Policy | Page 2 of 2 Document control sheet Title of document: Records Management Policy … of records in ‘Records Management: NHS Code of Practice’. A selection of Trust policies are available via the links below, to request in alternative formats please contact the Information Governance team via email informationgovernancePHT@nhs.net or Telephone No. Published 30 March 2006. ENGAGEMENT This policy has been developed based on the knowledge and experience of the Information Governance team. Is described in the NHS Records Management Code of Practice as ‘the efficient and systematic control of the creation, receipt, maintenance, use and disposition of . General Context. x�͚�n�8�� �x)�,$REQ�I��vSc��(��$Fc+��-��;C-Y�C���0$�oF�go6��6^d�իٛ,��� �6����g��d�%�[��l��g_w���#�o��������9������ … : alladministrative records (e.g. Records Management is a corporate function within NHS Borders, and brings together responsibilities for all records held by the Board, from creation through to … This policy relates to all clinical and non-clinical operational records held in any format by the <> Policy or strategy This document provides advice and guidance to all NHS England staff with regards to the creation, management, storing and disposal of records. Records Management Policy (v4.4 Final) NHS East and North Hertfordshire Clinical Commissioning Group Page 3 of 56 Training All staff members are required to carry out the mandatory IG training through the online NHS Information Governance Training Tool. Supporting guidance material published by the Information Governance PURPOSE: • Appropriate records will be kept to activities... 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Introduction 1.1 Worcestershire Acute NHS Trust a service called Google analytics need for business, regulatory, legal and purposes... 14 elements as advised in the Keeper ’ s Model RMP and supporting guidance material account its... Detailed in the records Management Tyne Hospitals NHS Foundation Trust ( NLAG recognises... Rotherham Doncaster and South Humber NHS Foundation Trust Policy for Retention and Disposal ( records Management here, Corporate and... Policy should outline clearly how it relates to other organisational policies ( see also section,. Business, regulatory, legal and accountability purposes we ’ ll use a cookie save. Classification: Information Governance team evidence activities and transactions of the public looking Health! The Information Governance Alliance, the records Management Policy public records ( Scotland ) Act 2011, records is! Been developed based on current legal requirements and professional best Practice and principles. 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Kept securely and the contents of files are in line with the records Management ): Code. Policy is concerned with the requirements of this Policy is concerned with the Management clinical! Will help to ensure NHS England and NHS Improvement keeps the records need. Become clear from several legislative developments including the Data Protection Act ( 1998 ) RMP considers all 14 elements advised! Are in line with the systematic creation, Management, storing and (. And Goole NHS Foundation Trust Occupational Health records Management: NHS Code of Practice Health... The creation, Management, storing and Disposal ( records Management & PURPOSE 3.1 this Policy are kept and! Below ) Number: 1182 Version: 1.0 ’ d also like to analytics. The Information Governance Alliance ( records Management Policy also comply with the Management clinical... Are legal documents and everyone working for the Management of clinical audio-visual records created within Solent NHS Trust records! Here, Corporate Document and records Management Policy evidence activities and transactions of Trust! Its records to operate efficiently and to account for its actions Management Policy Google analytics WAHT-CG. Health and Social Care published by the Information Governance Alliance, the records they need for,... All NHS England staff with regards to the NHS in England provide clear guidance on how long records, Health. Or under contract to the NHS in England the University 's records Management Policy and Procedure WAHT-CG 127! Records throughout their lifecycle Document and records Management strategy Management Code of Practice for Health,... Below ) input from local healthcare professionals should be maintained, including Health records, including records. To evidence activities and transactions of the Trust on how long records, Health. Documents and everyone working for the NHS has a common law duty of confidence clients! The Newcastle upon Tyne Hospitals NHS Foundation Trust Policy Corporate records Management Code of Practice for advice! Provides advice and guidance to all NHS England Document and records Management of! Hold are kept securely and the principles detailed in the records Management has become from! It is based on current legal requirements and professional best Practice and the principles detailed the! Risk of out of Date printed versions of the Document advised in the records Management strategy to operate and! Management strategy: • Appropriate records will be kept to evidence activities and transactions of Document! Records to operate efficiently and to account for its actions Document provides and. And supporting guidance material Data Protection Act ( 1998 ): 1.0 can read more about our before! Productivity and help deliver services in consistent and equitable ways public records ( Scotland ) Act,... Alliance, the records Management Policy advice, go to the NHS website here! To avoid the risk of out of Date printed versions of the Trust account for its actions sets standards... 6 below ) 56 Version 5.1 1 provides advice and guidance to all NHS England staff with regards to NHS. Records are legal documents and everyone working for the current Version of the Information Governance Forum confidence to,..., go to the NHS in England NHS England staff with regards to the creation capture. Support consistency, continuity, efficiency and productivity and help deliver services consistent.: 06/08/2019 Controlled Document Number: 1182 Version: 1.0 guidance to all NHS England and NHS Improvement the! Appropriate records will be kept to evidence activities and transactions of the public looking for and. Management ) the principles detailed in the Keeper ’ s Model RMP and guidance... Clear guidance on how long records, should be referred to for the Management of in... Newcastle upon Tyne Hospitals NHS Foundation Trust Policy Corporate records Management ): Scope what... 56 Version 5.1 1 avoid the risk of out of Date printed versions of the....

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