Archiving of Records
Operating Procedure
Version: V3
Ratified by: Quality Reference Group
Date ratified: 15/12/2023
Job Title of author: Information Governance and IT Projects Manager
Reviewed by Committee or Expert Group Quality Reference Group
Related procedural documents
Review date: 15/12/2026
It is the responsibility of users to ensure that you are using the most up to date document template – i.e. obtained via the intranet.
In developing/reviewing this procedure Provide Community has had regard to the principles of the NHS Constitution.
Version Control Sheet
Version Date Author Status Comment
V1 April 2019 Information Governance and IT Projects Manager Ratified
V2 July 2020 Information Governance and IT Projects Manager Incorporates IGSOP04 –Requesting Archived records from Archive. Minor changes to reflect new process of raising requests through IT service desk portal
V3 September 2023 Information Governance and IT Projects Manager 3 year review
1. Introduction
Please ensure that you are only sending away records that you are not likely to require again in the future.If youare likely to need tomake frequentretrievals (not including access to records requests) then the records should stay on site.
Before records are sent away for archiving, they need to be properly stored. If your records are not already boxed, you will be provided with boxes which arrive flat packed. The boxes require folding to construct (see instructions below).
2. Making Boxes
Hold the box in both hands and push the box corners together, it should automatically go together. The sides should then be pushed into the box before loading.
3. Making Lids
Fold the long side first and push the end either side as in image number 2 and then roll the short end over the two tabs as in image number 3.
4. Loading Boxes
A4 files should be loaded as demonstrated below.
5. Lever Arch Files
If the banker’s box is loaded with lever arch files, they should be loaded flat and not upright. This is because the box is not deep enough and the boxes will be unstable in transit, the lever arch file will be squashed and damaged with the weight.
Please ensure that you are filling boxes up, as we are charged PER BOX for storage.
6. Coding a Box
If you are using a PDM supplied box, you will receive a pre-printed label already attached to the box (If your box arrives without one you can find a label template in Appendix 1 below which you can complete, print, and affix to the box). You must include the following information:
Department / Service
In here you will need to put the Department or Service the records are from, e.g. District Nursing or Physiotherapy.
Location / Site
This is the site that the records originate from, e.g. Witham Health Centre, St Peter’s Hospital, the Gemini Centre etc…
Year that records relate to
This is extremely important. You need to put in here the year that the records relate to rather than the year they are being archived.
If you need to retrieve your records at a later date and you haven’t entered the correct year of records, then PDM will struggle to locate the records you are asking for.
The date that you enter is the date of the last entry made in those records. For example, if the patient was last seen in clinic on 09th November 2018, then the year of records would be 2018.
Description of Records
This information needs to be descriptive. If for example you have Child Health Records from 1999 and the surnames start at Baxter and end at Jones then you will need to put “Child Health Records B to J, 1999, St Peter’s Hospital”.
Destruction Date
You must enter a destruction date on the box. You can check this using the Record management code of practice here: https://digital.nhs.uk/data-and-information/lookingafter-information/data-security-and-information-governance/codes-of-practice-forhandling-information-in-health-and-care/records-management-code-of-practice-forhealth-and-social-care-2016
The archiving company will never destroy notes without being authorised to do so. They will contact Provide within 1 month of the destroy date to gain authorisation to destroy.
PDM WILL NOT ACCEPT ANY BOXES THAT ARE NOT FULLY REFERENCED AS PER THESE INSTRUCTIONS.
7. Creating a Box Inventory
If you are archiving patient notes you must provide a full inventory. Please see Appendix 1.b for a template of this.
Enter the listing of files for each box onto the inventory sheet and place it on top of the files inside the box. PDM will then carry out the data entry and you will then receive a spread sheet of the files and boxes entered. Please ensure that you retain this copy for your records.
Do not Sellotape inventories on top of lids as these can be detached from the box and lead to unnecessary confusion.
IT IS IMPORTANT THAT YOU KEEP A COPY OF THE INVENTORY WITHIN YOUR DEPARTMENT
***IF YOUR BOXES ARE NOT REFERENCED CORRECTLY THEN THE BOXES WILL BE RETURNED TO YOU TO BE REFERENCED CORRECTLY. THE COST OF RETURNING THE BOXES MAY BE CHARGED TO YOUR DEPARTMENT. ***
8. Making a Request for Collection
When your boxes are ready for collection you will need to complete the archiving request form on the IT Service desk portal: https://servicedesk.provide.org.uk/ (Request IT Service - Archive Request)
If you require any assistance, please contact us on 0300 303 9955 (Option 2) or Provide.infogov@nhs.net
9. Requesting Records from Archive
How do I request records back from archive?
You will need to complete a service desk request https://servicedesk.provide.org.uk/ (Request IT Service →Archive Request). Please complete as much of the form as possible so that we can identify which records you require back.
What Happens Next?
Once your request has been received it will be logged and then sent over to PDM. They will usually contact you within 48 hours to arrange to deliver your records. If your request is urgent please put the date that you require the records by so that they can be delivered to you by this date.
How Do I Return the Records Back into Archive?
When you have finished with your records, please complete the request form highlighted above or you may telephone 0300 303 9955 (Option 2) and advise that you would like the records to be collected and returned to archive. The Archiving Company will then liaise directly with you to arrange collection.
PDM will now only accept requests from authorised contacts in the Information Governance team so please do not contact them directly.
What if I Want to Retain the Records and Not Return to Archive?
Please email Provide.infogov@nhs.net or telephone 0300 303 9955 (Option 2) and advise us that you do not wish your records to be returned to archive, we will then notify the archiving company and update our records also.
Appendix 1: Templates
a. Box Label Template
Location / Site Provide
Department
Year that records relate to
Description of records
Destruction date
b. Box Inventory Template
