Records Management & Retention Policy

What's inside

This policy is fully drafted and structured, ready to brand and complete for your service. It covers:

• 1. Purpose
• 2. Scope
• 3. Policy statement
• 4. Definitions
• 5. Legal and regulatory framework
• 6. Principles of good records management
• 7. Creating and maintaining records
• 8. Storage and security
• 9. Retention periods
• 10. Archiving and business transfer
• 11. Secure destruction and disposal
• 12. Individual rights and disclosures
• 13. Roles and responsibilities
• 14. Training
• 15. Monitoring, audit and compliance
• 16. Related documents
• 17. Document control and review

Legislation & standards it maps to

• UK General Data Protection Regulation (UK GDPR)
• Data Protection Act 2018
• Data (Use and Access) Act 2025
• Records Management Code of Practice 2021 (Health and Social Care)
• Health and Social Care Act 2008 (Regulated Activities) Regulations 2014, Regulation 17 (Good governance)
• Public Records Act 1958
• Freedom of Information Act 2000
• Access to Health Records Act 1990
• Common Law Duty of Confidentiality
• Caldicott Principles (UK Caldicott Guardian Council)

Who it applies to

All staff, locums, students, volunteers and contractors who create, handle or store records for [Organisation Name].

How it works

1. Buy securely with Stripe - instant, no VAT, no account needed.
2. Download your editable Word file from the link we email you straight away.
3. Complete the placeholders for your service, then have it approved before use.
4. Add the optional updates subscription and we keep it current as guidance changes.