URL: /partner/retention/
The Retention Timetable documents how long each type of record must be kept before it is securely disposed of, in line with the NHS Records Management Code of Practice 2021 and other legal requirements.
| Record Type |
Retention |
Legal Basis |
| Patient Health Records |
8 years |
NHS Records Management Code of Practice |
| Prescription Records |
8 years |
Human Medicines Regulations 2012 |
| Clinical Notes |
8 years |
NHS Records Management Code of Practice; CQC Reg 17 |
| Patient Demographics |
8 years |
NHS Records Management Code of Practice |
| Investigation Results |
8 years |
NHS Records Management Code of Practice |
| Incident Reports |
20 years |
CQC Regulation 20; NHS Serious Incident Framework |
| Staff Records |
6 years |
HMRC requirements; Limitation Act 1980 |
| Financial Records |
7 years |
HMRC VAT and tax requirements |
| Appointment Records |
3 years |
NHS Records Management Code of Practice |
| Audit Logs |
3 years |
DSPT requirements |
- Navigate to Retention Timetable
- Click Add Rule
- Enter:
- Record Type — select from the predefined categories
- Description — what records this rule covers
- Retention Period — how long to keep (from statutory/regulatory requirement)
- Legal Basis — the legislation or code of practice that mandates this period
- Disposal Method — how records are destroyed (secure deletion, shredding, etc.)
- Triggers — what event starts the retention clock (e.g. last contact, date of death)
When a record reaches the end of its retention period:
- The rule's disposal method is triggered
- Digital records are securely deleted using approved data destruction methods
- Paper records are shredded via a confidential waste contractor
- A disposal log should be maintained for audit purposes
- Review the retention timetable annually to ensure it remains compliant
- Keep records of disposal actions for audit trail
- Ensure all staff understand that deletion is irreversible after the retention window
- The retention timetable is a key document for CQC and DSPT inspections