This is a contentious issue and one which you can argue either way and I often do with clinical people in the community- clinical re records - my perspective is from a Health Records Management perspective and having dealt with all kinds of enquiries whereby I have had to provide evidence of what we have done with regards to records and ultimately clinic care. Each organisation should have a record of the clinical care they have provided however they should also ensure that clinical care is not compromised and as such the last set should have all the history - if you copy the record and send these to the receiving organisation then they would continue to build up the clinical care - within the Community setting we pass the original documentation to the school a child has moved to but we keep nothing to show what we as an organisation have provided that child. This is a risk to the patient and the organisation. If there was a child protection issue then the last set of records should be looked at, each organisation that has had input to the clinical care of a child could be asked "what did you do?" but if you have nothing in your possession to refer to then how would you be able to respond to any treatment you have provided. We must ensure that the current provider has up to date information but also ensure that you are able to respond to any queries. We have instances whereby we have released our records to a receiving organisation and then have required them back for clinical care and they have refused to send them back - this is a clinical risk to the child. I have queried this with the DoH and they stated the following: "Obviously in time to come with the local detailed care record, the vision is that it will make things easier for NHS providers to share/access patient info within the NHS care settings, and wider i.e. Social services etc. However, in the meantime we recommend original records staying where they are and if the record holder believes there are certain elements they wish to share with other bodies then they have to make that professional judgement to do so. Aware there are a few guidance documents on this for info sharing with other outside agencies, the two that spring to mind are: HM Government, Working Together to Safeguard Children: A guide to inter-agency working to safeguard and promote the welfare of children (2006) Information sharing: Guidance for practitioners and managers HM Government (2008)" It is something I am trying to look at with local PCTs in this area (North West) to see how we could ensure we can continue to provide clinical care but also be able to respond to any case review, litigation etc as well. Kind Regards Alison Health Records Manager Tel: 0161-212-5739 Fax: 0161-212-4633 Mobile: 07818 580151 -----Original Message----- From: The UK Records Management mailing list [mailto:[log in to unmask]] On Behalf Of McClen James (South of Tyne and Wear) Sent: 29 June 2010 10:34 To: [log in to unmask] Subject: Re: Child Protection files Does this mean that if the child attends 10 different schools through their childhood there'll be 10 separate files on them? And will this be mirrored by social services? Jim McClen Records Manager NHS South of Tyne and Wear Serving Gateshead, South Tyneside and Sunderland Primary Care Trusts -----Original Message----- From: The UK Records Management mailing list [mailto:[log in to unmask]] On Behalf Of Alison Marsh Sent: 29 June 2010 10:03 To: [log in to unmask] Subject: Re: Child Protection files Hi David Yes that is what it means - the organisation that copies the files is the record creator and therefore should retain the original documentation for the minimum retention periods. Kind Regards Alison Health Records Manager Tel: 0161-212-5739 Fax: 0161-212-4633 Mobile: 07818 580151 -----Original Message----- From: The UK Records Management mailing list [mailto:[log in to unmask]] On Behalf Of David Reeve Sent: 29 June 2010 09:36 To: [log in to unmask] Subject: Child Protection files Hi all I have had a query froma school about procedures around child protection files. The current RMS Guidelines state: "Child Protection information must be copied and sent under separate cover to new school/college whilst the child is still under 18 (i.e. the information does not need to be sent to a university for example) Where a child is removed from roll to be educated at home, the file should be copied to the Local Education Authority" The query is does this mean that the initial school has to copy the file to send on and keep the original themselves until the 25 years from Date of Birth retention is up? Has anyone any thoughts? Thanks David ++++++++++++++++++++++++ Dr David Reeve Corporate Information Manager Records Management Unit County Hall Tel: (01305) 225191 "This e-mail is intended for the named addressee(s) only and may contain information about individuals or other sensitive information and should be handled accordingly. 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