Records Retention Schedule

1. Introduction

Under the storage limitation principle under the General Data Protection Regulation (“GDPR”) (Art 5(1)(e)) it is necessary to have a clear schedule which a business follows when making decisions about data retention to ensure that personal data are not be retained longer than necessary, in relation to the purpose for which such data is processed.
This schedule must not be used in isolation, it must be used with the North Hertfordshire Psychology Services Privacy Policy.

2. Purpose

This document sets out how long records will be kept for business purposes before they are considered for destruction.

3. Scope

All records containing identifiable personal client / patient / supervisees data at North Hertfordshire Psychology Services.

4. Data retention details

Policies

Records Retention Schedule

1. Introduction

Under the storage limitation principle under the General Data Protection Regulation (“GDPR”) (Art 5(1)(e)) it is necessary to have a clear schedule which a business follows when making decisions about data retention to ensure that personal data are not be retained longer than necessary, in relation to the purpose for which such data is processed.
This schedule must not be used in isolation, it must be used with the North Hertfordshire Psychology Services Privacy Policy.

2. Purpose

This document sets out how long records will be kept for business purposes before they are considered for destruction.

3. Scope

All records containing identifiable personal client / patient / supervisees data at North Hertfordshire Psychology Services.

4. Data retention details

A. Adult health records not covered by any other section in this schedule

Care Records with standard retention periods

Discharge or patient last seen

7 years

Review and if no longer needed destroy

Basic health and social care retention period – check for any other involvements that could extend the retention.
All must be reviewed prior to destruction taking into account any serious incident retentions.

B. Children’s records including midwifery, health visiting and school nursing

Care Records with standard retention periods

Discharge or patient last seen

25th or 26th birthday (see Notes)

Review and if no longer needed destroy

Basic health and social care retention requirement is to retain until 25th birthday or if the patient was 17 at the conclusion of the treatment, until their 26th birthday.

Check for any other involvements that could extend the retention. All must be reviewed prior to destruction taking into account any serious incident retentions.

C. Clinical Diaries

Event Records

End of the year to which they relate

2 years

Review and if no longer needed destroy

Refers to paper diaries of clinical activity

Policies

Broad descriptor Record Type Retention Start Retention period Action at end of retention period Notes
Care Records with standard retention periods Adult health records not covered by any other section in this schedule Discharge or patient last seen 7 years Review and if no longer needed destroy Basic health and social care retention period – check for any other involvements that could extend the retention.
All must be reviewed prior to destruction taking into account any serious incident retentions.
Care Records with standard retention periods Children’s records including midwifery, health visiting and school nursing Discharge or patient last seen 25th or 26th birthday (see Notes) Review and if no longer needed destroy Basic health and social care retention requirement is to retain until 25th birthday or if the patient was 17 at the conclusion of the treatment, until their 26th birthday.

Check for any other involvements that could extend the retention. All must be reviewed prior to destruction taking into account any serious incident retentions.

Event Records Clinical Diaries End of the year to which they relate 2 years Review and if no longer needed destroy Refers to paper diaries of clinical activity

For Review: May 2020