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RECORDS-MANAGEMENT-UK  June 2005

RECORDS-MANAGEMENT-UK June 2005

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Subject:

Re: Archive Dates

From:

Anne Gadsden <[log in to unmask]>

Reply-To:

Anne Gadsden <[log in to unmask]>

Date:

Wed, 29 Jun 2005 14:34:05 +0100

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (141 lines)

In the low-tech world of health records:
Deceased patient notes are kept in year of death, so a whole section
could be destroyed after 8 years - it would mean that some records would
have been kicking around for nearly 9 years (if patient died at the
beginning of the year) and just on the 8 if they died at the end of a
given year, but covers you legally and is easy and simple to apply.  

You might be able to apply this to other types of record.

Anne

Anne Gadsden AHRIM
Information Governance Officer
Information Services Department
North Cumbria Acute Hospitals NHS Trust
Cumberland Infirmary
Carlisle CA2 7HY
01228 814074 (direct line)

e-mail: [log in to unmask]



>>> Paul Dodgson <[log in to unmask]> 29/06/2005 02:27:40 >>>
You have hit on the "big issue"

EDRMS generally follow the record series principles, case file and non
case file records may not always suit this as document creation occurs
over time, I am working on the principle of meta tags by document date
applying the folder time rule to documents created (lets not get
confused by trying to decide what's a record etc!)

For example

Folder Custard Pies
Retention Rules 6 full years from date saved as a record
Document "Pie" created on 1/1/06 thus this document is removed 1/1/12
document "Who ate them?" created on 1/5/08 thus this document is
removed 1/5/14

However, we are only just starting to configure our EDRMS so I probably
have a lot more to learn!

Views? 

____________________________________________

Paul Dodgson 
Compliance Manager

Information Management Team 
Chief Executive's Department 

Leicestershire County Council 
E-mail: mailto:[log in to unmask] 
  

Tel: 0116 265 8250 




-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]]On Behalf Of Fraser
Marshall
Sent: 29 June 2005 14:08
To: [log in to unmask] 
Subject: Archive Dates


A question for you all.

I need to get a better understanding of the point in the records
managment
process at which the dates for destruction on a record series is set.

My belief, backed up by conversations with a few people off list, is
that
the Record Series should have a single retention period applied to it
-
e.g. all files in "Record Series 'X'" should be ones that need to be
retained for six years, rather than a mixture of different retention
periods.

Do I therefore determine the date for distruction based on the start
date
of the Record Series - a known entity, or apply the rentention period
once
the Record Series is full - which cannot be known?

Thinking out loud here, it occurs to me that one could control this by
imposing strict insistance on date ranges on Record Series - e.g.
"Record
Series 'X' 2005-2006" - thus the start of the 6 year retention period
can
be a known entity regardless of whether it is applied at the start or
the
end of the Record Series. Does this sound reasonable?

On a similar theme; Archive dates... Since I cannot reasonably be
expected
to predict how long it will take to fill a Record Series, do I allow
the
individual Departmental Record Officers to determine when archiving
occurs
on a basis of space requirements or redundancy?

I hope this all makes sense. Look forward to hearing your responses.

Regards,

Fraser Marshall (LB Tower Hamlets)

_______________________________________________________________________
Leicestershire County Council - rated an  'excellent' council by the
Audit Commission
_______________________________________________________________________


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