NHS Connecting for Health is delivering the National Programme for Information Technology Development of the NHS Code of Practice for Records Management

NHS Connecting for Health is delivering the National Programme for Information Technology The new Code of Practice  Background  Development process  Updating the Retention Schedules  Consultation process  Final structure

NHS Connecting for Health is delivering the National Programme for Information Technology The NHS (in England) includes:  10 Strategic Health Authorities  303 Primary Care Trusts  173 Acute and Foundation Trusts  75 Mental Health Trusts  12 Ambulance Trusts

NHS Connecting for Health is delivering the National Programme for Information Technology Life after ….

NHS Connecting for Health is delivering the National Programme for Information Technology Why a new Code of Practice? (1)  HSC 1999/053 was published in 1999 and needed updating  In particular, the retention schedules needed a radical overhaul to take account of:  new types of records  new disease, conditions & techniques that required extended retention periods for disease surveillance & research e.g. CJD, transplantation, assisted fertility

NHS Connecting for Health is delivering the National Programme for Information Technology Why a new Code of Practice? (2)  There is new legislation affecting record management and retention e.g. FOI Act 2000, EU Directive 2002/98/EC  There is a need to pro-actively manage ALL NHS Records, not just Health Records

NHS Connecting for Health is delivering the National Programme for Information Technology Main features of the FOI Act 2000:  A general right of access to recorded information held by a wide range of bodies across the public sector, subject to certain conditions and exemptions  A duty on every public authority to adopt and maintain a scheme which relates to the publication of information by the authority and is approved by the Information Commissioner

NHS Connecting for Health is delivering the National Programme for Information Technology Aims of the Code of Practice (1)  To establish an information governance framework for records management in relation to the creation, use, storage, management and disposal of records  To clarify the legal obligations that apply to NHS records  To explain the actions required by Chief Executives and other managers to fulfil these obligations

NHS Connecting for Health is delivering the National Programme for Information Technology Aims of the Code of Practice (2)  To explain the requirement to select records for permanent preservation  To set out minimum periods for retention of all types of NHS records, regardless of the media on which they are held  To indicate where further information and sources of advice on records management may be found

NHS Connecting for Health is delivering the National Programme for Information Technology The Development Process (1)  Review of HSC 1999/053 to determine which components were still relevant and which needed updating or revising  Consideration of other guidance, in particular the Lord Chancellor’s Code of Practice on the Management of Records under Section 46 of the FOI Act 2000

NHS Connecting for Health is delivering the National Programme for Information Technology The Development Process (2)  Consideration of the effects of new legislation, new diseases, conditions & techniques  Review of “Good Management, Good Records” from the Public Records Office of Northern Ireland (PRONI) & mapping to HSC 1999/053

NHS Connecting for Health is delivering the National Programme for Information Technology Scope of Health Records in the Code of Practice (1)  Patient health records (Electronic or paper based; including those concerning all specialties, but including GP medical records)  Records of private patients seen on NHS premises  Accident & Emergency and Birth Registers  Theatre Registers & Minor Operations (and other related) Registers

NHS Connecting for Health is delivering the National Programme for Information Technology Scope of Health Records in the Code of Practice (2)  X-ray and imaging reports, output and images  Photographs, slides, and other images  Microform (i.e. fiche / film)  Audio and video tapes, cassettes, CD-ROM, etc  s  Computerised records

NHS Connecting for Health is delivering the National Programme for Information Technology Scope of Non-Health Records in the Code of Practice  Administrative and NHS Organisation Records e.g. minutes  Estates & Engineering Records  Financial and Accounting Records  IM&T Records  Personnel/Human Resources Records  Purchasing & Supplies Records  All other records not covered above

NHS Connecting for Health is delivering the National Programme for Information Technology The Consultation Process  Internal consultation within DH  Informal consultation with representatives of the other home countries (Wales, Northern Ireland & Scotland)  Formal 12 week consultation with all stakeholders July – September 2005

NHS Connecting for Health is delivering the National Programme for Information Technology Stakeholders included:  Royal Colleges  Nursing & Midwifery Council  Medical Research Council  Allied Health Professionals Council  The National Archives  Health Archives Group  Professional bodies, including IHRIM  Healthcare Financial Management Association  NHS Estates  Institute of Personnel Management  Information Commissioner’s Office

NHS Connecting for Health is delivering the National Programme for Information Technology What have we ended up with: In Part 1…  General context  Legal and Professional obligations  Management and Organisational responsibility  Policy and Strategy  Record Creation  Record Keeping  Record Maintenance  Appraisal  Disposal

NHS Connecting for Health is delivering the National Programme for Information Technology What have we ended up with: In Part 1 …. continued  Glossary of Records Management Terms  Annex A – Resources to Support Improvement  Annex B – NHS Connecting for Health  Annex C – Legal and Professional Obligations

NHS Connecting for Health is delivering the National Programme for Information Technology What have we ended up with: In Part 2  Notes to accompany the Retention Schedules  The Retention Schedules  List of Approved Places of Deposit and contact details

NHS Connecting for Health is delivering the National Programme for Information Technology Sources of help for Records Managers (1)  NHS Code of Practice for Records Management Policy/RecordsManagement  Setting and Achieving the NHS Standard for Records Management – A Roadmap; web-based containing a range of practical tools and guidance

NHS Connecting for Health is delivering the National Programme for Information Technology Sources of help for Records Managers (2)  Information Governance Toolkit  Dept of Health Records Management mailbox  The National Archives Records Management Advisory Service gement/advisory.htm

NHS Connecting for Health is delivering the National Programme for Information Technology In Summary  New Code of Practice for NHS records management based on best practice guidance  Up-to-date retention schedules for both health and non-health records; in user-friendly format