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ARCHIVING POLICY POLICY AND PROCEDURE PROCEDURE – PAPER RECORDS RECORDS
Version:
FINAL
Ratified by (name of Committee):
Date ratified:
Provider Quality and Safety Committee/Commissioner Quality and Patient Safety Assurance Committee July 2010
Date issued:
July 2010
Expiry date: (Document is not valid after this date) Review date:
June 2013
Lead Executive/Director: Executive/Dire ctor: Name of originator/author:
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March 2012 Head of Communications and Community Engagement Sandra Fessey, Corporate Services Manager Read Free Foron 30this Days Signemployees up to vote title WPCT
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Versio n History
Version
Date issued
V1.0
23.11.07
V1.1
09.01.08
V1.2
17.01.08
V2
26 June 2008
V2.1
23 March 2010
Issued To Dave Kendall, Trudi Wylde, Jayne Merriman, Tina Evans, Michael Whitefoot Information Governance Group Information Governance Group Associate Directors of Provider Services/Jane Pugh
V2.3
25 May 2010
Owner
Sandra Fe
Sandra Fe
Page 6 - Additional Sandra clarification of guidelines for use by children’s services. Changes to Policy list. Changes to Appendix V in respect of lifting of boxes Quality and Safety Formatted to fit with Sandra Committee corporate You're Reading a Preview requirements. Monitoring tool to be Unlock full access with a free trial. added. Impact assessment to be Download With Free Trial added. Jayne Merriman, Processes updated Sandra Judy Irving, Jannet following completion Allen, Sandra of procurement Fessey process. Records P6 Read – clarification of Free Foron 30 Days Sign up to vote this title Sandra Management Group ‘diaries’ Not useful Useful anytime. Information P4 and 7Cancel – insertion Sandra Governance Group of IG Policies in policy
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Brief Summary of Change Addition of archiving procedures for FHS and Children’s services
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CONTENTS
SECTION
PAGES
1.
Background
4
2.
Purpose and Scope
4
3.
Roles and Responsibilities
4
4.
Implementation
4
5.
Archiving Offsite
5
6.
Process for Archiving Records Offsite
5
7.
Retrieval of records from Offsite Storage Facility
7
8.
You're Reading a Preview Implementation of the Policy
8
9.
Review/Development of the Policy
8
10.
With Free Trial Other Relevant Policies andDownload Guidelines
8
11.
Glossary of Terms
8
Master your semester with Scribd A: Archiving Flow Chart & The Appendix New York Times Appendix B: Retrieval Flow Chart
9
12.
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Reference List
Special offer Appendix for students: Only $4.99/month. C: Archived Record Sheet
Appendix D: How to Fill a Box
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Background
On 6 April 2006 the Department of Health published new guidance relating to re management entitled Records Management: NHS Code of Practice. This Co Practice replaces previous guidance as follows: • •
•
HSC 1999/053 – For the Record HSC 1998/217 – Preservation, retention and destruction of GP general services records relating to patients HSC 1998/153 – Using electronic patient records in hospitals: Legal requirem and good practice
The above guidance and other information management policies form the basis fo archiving policy.
This policy should be read in conjunction with NHS Worcestershire other inform management policies and guidelines, namely: Records Management Policy (including Department of Health Retention & Dis Schedules) Records Management Strategy Data Protection Policy You're Reading a Preview Freedom of Information Policy Access to Health Records Staff Guidelines Unlock full access with a free trial. Code of Practice for Employees in respect of Confidentiality Information Governance Policy and Strategy Download With Free Trial Staff Paper Diary Policy •
• • • • • • •
2.
Purpose and Scope
The intention of this policy is to provide clear instructions to all Trust staff regarding basedRead records via30 an Free For Daysagreed arch
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Special offer for students: $4.99/month. The policyOnly is also intended to aid paper records storage issues identified at various
sites and to eliminate the need to retain paper records unnecessarily.
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Implementation
In addition to any NHS policies and guidance regarding the maintenance of patient/ paper records and other filing systems, it is good general office practice to weed ou destroy, or archive, unnecessary paperwork on a regular basis.
Before any archiving process is implemented, whether on or offsite, all collections of p forming a file must be checked for duplicates to ensure that the minimum numb papers is kept. In addition, only papers considered essential to the file should be kept
Any duplicates identified must be destroyed in local confidential paper disposal facilit by other appropriate confidential methods e.g. shredding. All remaining papers must be correctly filed according to local policies/procedures. file must not contain loose papers unless the file is to be sealed.
Each file must be clearly and appropriately labelled with detail of the file content agreed review/destruction date as a minimum. (Refer to the Trust’s Records Manage Policy – Appendix D: Retention & Disposal Schedule for appropriate destruction date)
In some instances it is usual practice within the Trust for paper files to be archived o premises and it is assumed that You're filing space been allocated for this purpose f Readinghas a Preview closed files that need to be retained. In areas, however, where storage of recor Unlockcentres, full access with a freestorage trial. limited e.g. locality offices and health offsite will be required, and it i aim of this Policy to guide staff through the process of archiving correctly, particula relation to offsite storage. Download With Free Trial 5.
Archi ving Offsite
Where space is severely limited, it will be necessary to archive paper records away the premises. The Trust has therefore arranged for access to an archiving service b in Worcestershire, which is run by Whitefoot Forward Ltd. Read Free Foron 30this Days Sign up to vote title
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It is extremely important to note that each box of records that is sent to offsite storage Special offer for students: Only $4.99/month.
a cost implication in terms of the cost of processing the box, the cost of storing the bo
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Contact Whitefoot Forward Ltd (email:
[email protected] request archive boxes and barcodes, minimum order is 20 (boxes come flat-pac Your request will need to contain the following information: Your account number Authorised requesting contact name (Business Unit/Service Lead) Delivery method e.g. next day Address for delivery, opening times and contact telephone number • • • •
When commencing your archiving secure papers with treasury tags, or plac appropriately labelled envelopes. Do not use staples, paper clips, files or rubber ban these rust or perish.
When filling your box itemise all the records that you are placing in the box on spreadsheet indicated at Appendi x C which includes barcode number, patient d department and service location, and retention and disposal details. Where record not patient orientated give details of the type of record you are archiving.
Do not mix types of records or years. Keep one type of record to one box, eg discha in one, and diaries in another.
You will need to identify how long your archived records need to be kept and insert a disposal date in the spreadsheet. To identify retention and disposal arrangements use You're Reading NHS Retention & Disposal Schedule, which can abePreview found on the Trust intranet at http://nww.worcestershire.nhs.uk/guidelines--policies--procedures/recordsUnlock full access with a free trial. managementarchiving.aspx or the Trust public website attached to the Records Management Policy found within Corporate Policies at Download With Free Trial http://www.worcestershire.nhs.uk/publications/policies-and-procedures/corporate.aspx In all cases the box should contain a list of each set of records that is in the box.
sure your box is not overfilled or too heavy (see Appendi x D). The max MasterMake your semester with Scribd weight for Health & Safety purposes is 13 kg. Lie documents flaton inthis the Read Free For 30 Days Sign up to vote titlearchiving bo standing documents upright puts excess strain on the sides ofthe & The New York Times Not box usefuland causes Useful become misshapen so the lid will no longer fit, only fill your box up to the handle hole. Special offer for students: Only $4.99/month.
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For ease of reference please follow the instructions in the flow chart – Quick Ste Offsite Storage - attached to this policy at Appendi x A. It is recommended that work area laminates this flow chart and places it in an appropriately designated are referral by staff. 7.
Retrieval of records from the offsi te archive storage facilit y
If the records for retrieval are required urgently, delivery can be arranged for the s day, or alternatively, the retrieved record can be collected in person (with arrangement). However, bearing in mind the costs involved, retrieval will normal delivered via the Whitefoot Forward courier service the next day or specified day o week.
To arrange for retrieval contact Whitefoot Forward by email (smartstorage@whit forward.co.uk ) quoting the following details: Your account number and authorised requesting contact name Box Barcode Number Delivery method (e.g. next day delivery basis) Location box to be delivered to Name and contact details of requestor Office/clinic manned opening times Upon receipt of your request Whitefoot Forward Ltd will send a confirmation email You're Reading a Preview your reference number. You should keep a note of this number with your request d as this will need to be quoted if there is any query. • • • • • •
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You should receive confirmation within 1 hour, if requested during working h With Free Trial day. If you have not rec otherwise it will be responded toDownload the following working confirmation, then please contact Whitefoot Forward Ltd via telephone (01299 25056 ensure they have received the email.
not send the request to any email address other than the one listed as there MasterDo your withto.Scribd guaranteesemester it will be responded Read Free Foron 30this Days Sign up to vote title & The New York Times Useful Not useful If you are requesting delivery within 1 hour then contact Whitefoot Forward Lt Special offer for students: Only $4.99/month. telephone informing them of the request.
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Whitefoot Forward Ltd will forward invoices including details of the Trust’s official Purc Order numbers to NHS Shared Business Services for processing. 9.
Implementation and disseminatio n of the Policy
This policy is effective immediately. The policy will be published on the Trust interne intranet pages. 10.
Review/Develop ment of the Polic y
This Policy will be reviewed every three years, unless circumstances arise that requi early review or updating of the policy. 11.
Other Relevant Polic ies and Guidelines
NHS Code of Practice: Records Management PCT Records Management Policy (including Department of Health Retention & Dis Schedules) PCT Records Management Strategy PCT Data Protection Policy PCT Freedom of Information Policy PCT Access to Health Records Staff Guidelines You're Reading of a Preview PCT Code of Practice for Employees in respect Confidentiality PCT Information Governance Policy and Strategy Unlock full access with a free trial. All the above policies and guidance can be found on the Trust’s websi http://www.worcestershire.nhs.uk/publications/policies-and-procedures/corporate.aspx Download With Free Trial 12. Glossary of Terms
CONFIDENTIAL INFORMATION The PCT has a duty under the Data Protection Act to hold, obtain, record, use, and sto all personally identifiable information in a secure and confidential manner. Thisapplies Read Free Foron 30this Days Sign up to vote title all personal identifiable information held in manual files, computer databases, videos a Useful Not other automated media about living individuals, such as personnel anduseful payroll records Cancel anytime. Special offer for students: Only $4.99/month. medical records, other manual files, microfiche/film, pathology results, x-rays etc
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FILING SYSTEM A plan for organising records so that they can be found when needed.
HEALTH RECORD A single record with a unique identifier containing information relating to the physical o mental health of a given patient who can be identified from that information and which been recorded by, or on behalf of, a health professional, in connection with the care of patient. This may comprise text, sound, image and/or paper and must contain sufficien information to support the diagnosis, justify the treatment and facilitate the ongoing car the patient to whom it refers.
NHS NUMBER Introduced in 1996, the NHS number is a unique 10 character number assigned to e individual registered with the NHS in England (and Wales). PAPER RECORDS Records in the form of files, volumes, folders, bundles, maps, plans, charts, etc.
RECORDS Information created, received and maintained as evidence and information by an organisation or person, in pursuance of legal obligations, or in the transaction of busin An NHS record is anything which contains information (in any media) which has bee You're Reading a Preview created or gathered as a result of any aspect of the work of NHS employees – includin consultants, agency or casual staff. Unlock full access with a free trial.
RECORDS MANAGEMENT Download With Free Field of management responsible for the efficient and Trial systematic control of the creatio receipt, maintenance, use and disposition of records, including processes for capturing and maintaining evidence of and information about business activities and transaction the form of records.
MasterRETENTION your semester with Scribd Read Free Foron 30this Days Sign up to vote title The continued storage and maintenance of records for as long as they are required by & The New York Times Useful Not useful creating or holding organisation until their eventual disposal, according to their Special offer for students: Only $4.99/month. administrative, legal, financial and historical evaluation.
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APPEND ARCHIVING
Quick st eps to offsit e storage
What do I need to do?
Does the document/file require offsite storage?
NO
File remains in on-site st
YES You're Reading a Preview Preparing your files for archiving •
•
•
Obtain barcode labels and flat-packed boxes from Whitefoot Forward via email: Unlock full access with a free trial.
[email protected] (minimum order 20). In order to do this you will require an account number (insert here when displaying Download With Free Administrator or Trial Archiving Service Lead (see flowchart ) from your Business Unit Appendi x E). Your request to Whitefoot Forward must contain account number, authorised contact name, delivery instructions (eg. next day) and your name, address and telephone number Index files using the Archiving Index spreadsheet ( App endix C) and save a copy into Read Free Foron 30this Days the shared file on the ‘M’ drive relevant to your own Business Sign up to Unit. vote title Fill the box in accordance with Whitefoot Forward’s guidance endix D) useful Useful (App Not
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APPE
Retrieval of files/records Once a file/record is identified for retrieval from the offsite storage, the file will be recalled by box – In order to recall the box you will need the barcode reference number that you will obtain from your indexing system.
Request the box via Email
[email protected] *do not send to any other email as you will not be guaranteed a response* Quoting: 1. Box barcode number 2. Account Number 3. Delivery method i.e. normal/ next day/1hour 4. Delivery arrangements i.e. manned opening times, delivery point 5. Authorised requesting contact name
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Once the request is sent via Email to Whitefoot Forward – you will receive a Download With Free Trial confirmation email with a work reference number within 1 hour of your request. Please keep a note of this number as you will be required to quote it if you have any queries or you wish to follow up your request. If you do not receive confirmation within 1 hour – follow up the request via telephone on 01299 250566.
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APPENDIX ARCHIVED RECORD SHEET
Please comp lete one sheet per box. Barcode Number
NHS Number
Patient Surname
Patient date of birth
Date patient last seen/date of death/type of record
This is the date of the actual record
Department/ Department/Service Storage Retention Service Location Location Period Where the box will be stored
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Refer to Refe DOH the D guidelines Guide
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WPCT Archiving Policy and Procedure
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APPENDIX
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APPENDIX
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APPEND AUTHORISED CONTACT SHEET RECORD LOCATION Trust Headquarters (Wildwood), Isaac Maddox House, Crossgate House Adult Therapies
RECORD CONTACT TYPE PERSON Corporate/ Corporate Commissioner Services records Administrator
CONTACT DETAILS
Patient health Business Unit records Administrator
Tel: 01905 733677 ext 31337 Email:
[email protected]
Community Hospitals Adult Nursing Children’s Services
Patient health Business Unit records Administrator
Tel: 01905 733706 Email:
[email protected]
Children’s Business Unit health records Administrator
Tel: 01905 733677 ext 31337 Email:
[email protected]
Family Health Services
Prison Services
FHS records/ Deceased patient GP records Prison health records
Tel: 01905 760016 , ext: 37202, Ema
[email protected]
Business 01905 681597 You're Reading aTel: Preview Support Email:
[email protected] Unlock full access with a free trial. Manager FHS Manager Tel: 01905 760149 Email:
[email protected] Download With Free Trial
Administrators, Tel: 01527 785037 HMP Hewell Email:
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[email protected] Useful Not useful Evesham Patient health Medical Tel: 01386 502431 Cancel anytime. Special offerCommunity for students: Only $4.99/month. records Records Email:
[email protected] Hospital Manager
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Equalit y Impact Assess ment Report
APPENDIX F
Your Equality Impact Assessment Report should demonstrate what you do (or will do) make sure that your function/policy is accessible to different people and communities, just that it can, in theory, be used by anyone. 1. Name of poli cy or funct ion Archiving Policy and Procedure – Paper Records 1. Responsi ble Manager Sandra Fessey, Corporate Services Manager 2. Date EIA com pleted 17 June 2010
3. Descri ption of aims of functi on/polic y The intention of this policy is to provide clear instructions to all Trust staff regarding appropriate retention and disposal of paper based records via an agreed archiving process. The policy is also intended to aid paper records storage issues identified various trust sites and to eliminate the need to retain paper records unnecessarily. 4. Brief summ ary of research and relevant data You're Reading a Preview Department of Health Records Management NHS Code of Practice Department of Health RecordsUnlock Management Retention full access with a free trial. and Disposal Guidelines PCT Records Management Strategy PCT Records Management Policy Download With Free Trial Clinical Records Management Policy Information Governance Policies and Procedures
5. Methods and outcom es of consultation The policy has gone through consultation with the Records Management Group an Free For 30this Days Sign up to vote on title their comm Information Governance Steering Group, who haveRead provided views and have been incorporated into the document. Following the EIA the policy will proce Not useful Useful Cancel anytime. Provider Services Quality and Safety Committee and the Commissioner Quality an Special offer for students: Only $4.99/month. Patient Safety Assurance Committee.
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6. Decisi ons and or recommendations (incl uding support ing rationale) Not Applicable 7. Equality action plan (if required) Not Applicable
8. Monitori ng and review arrangements (include date of next full review) The Records Management Steering Group will lead in monitoring the effectiveness the Policy and will determine whether the policy needs to be updated before the ex date to reflect any new legislation and best practice. Next full review (March 2013 be in line with date on the front cover of this policy. Department Directorate Director Report produced by and job title Date report produced Date report published
Corporate Development Information Governance Richard Stringfellow Sandra Fessey, Corporate Services Manager 17 June 2010 7 July 2010
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