Medical Record Storage: How Long Can They Be Stored

Understanding Medical and Medication Record Storage

Medical records storage means keeping patient health records safe and easy to find. These records help doctors and nurses give the right care, support billing, and follow the UK law and standards regarding how to store and process medical or health record/information.

There are two main types of medical record retention or storage. One is physical storage, like paper files in colour-coded folders, locked cabinets, or even older methods like microfilm. Sometimes these are kept in secure places away from the main building.

The other is electronic storage. This includes records kept on local servers, in the cloud, or both. Some systems also let you access the records on mobile devices.

It’s important to keep these records safe. Only the right people should see them. Electronic records should be protected with passwords and special codes.

Records must be kept for several years. Some need to be stored even longer, especially for children or certain illnesses. Records may also be needed for legal reasons.

There should also be backup plans. Electronic systems need copies in case something goes wrong. Paper records should be kept in rooms with the right temperature. Staff should check regularly that recovery plans work.

Key Points to Remember

  • Your records are stored safely using secure systems and protected by law.
  • Different records are kept for different lengths of time, for example:
    • GP records: 10 years after death or leaving the UK
    • Pharmacy records: 2 years (or 7 years for controlled drugs)
    • Hospital medication records: 8 years (England/Wales) or 6 years (Scotland)
    • Care home records: 3 years after leaving or death (or 7 years for controlled drugs)
    • Children’s records: Until their 25th birthday or 3 years after death, whichever comes first
  • You can ask to see your medical or medication records using a Subject Access Request (SAR) or through the NHS App.
  • You will need to show ID and give details about the records you want.
  • In most cases, accessing your records is free, and you should get a reply within one month.

What Are Medical Records?

Medical records are notes and information about a person’s health and care, including their interaction with healthcare providers. 

Health medical records can include:

  • What illnesses or conditions a person has.
  • Test results and plans for treatment.
  • Medicine they have been given and when they took it.
  • Notes from doctor or nurse visits, hospital stays, or operations.
  • Records of vaccines, pregnancy care, and mental health support.

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What does medication record storage mean?

Medical records storage means how we safely keep and manage information about people’s health. This includes making sure the information is easy to find when needed, kept private, and handled correctly by the rules. 

These records are vital for providing continuity of care, supporting payment for treatment, and meeting legal requirements.

In the UK, there are laws to make sure this is done properly. These include the Data Protection Act 2018, GDPR, and the Records Management Code of Practice for Health and Social Care (NHS, 2023).

In health record storage, we look at how it securely stored, how it is maintained, how it is accessed, how private are these records kept from unauthorised persons and lastly, if it meets all legal requirement in terms of storage, transmission and usage.

The Three Essential Laws Guiding Health Record Storage and Management:

When it comes to the UK Laws guiding  health records, three laws are important: Data protection ACT, GDPR, and Records Management Code of Practice for Health and Social Care. Each contributes to ensuring protection and privacy.

  1. Data Protection Act 2018: This law protects personal data and follows the rules of GDPR. It says how health information must be used, stored, and kept safe.
  2. UK GDPR (General Data Protection Regulation): These regulations ensures that people’s personal and health information is kept private and only used for the right reasons.
  3. Records Management Code of Practice for Health and Social Care (NHS): This is guidance from the NHS that tells health and care services how to store, manage, and keep records safely and legally.

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How Long Are Medication Records Stored?

In the UK, medication records are usually kept for the same amount of time as other health records. But sometimes, there are special reasons a medical records can be kept longer within the medical practice. This would vary for care homes, nursing homes, hospitals, mental homes and others. Factor such as types of medical condition, who is involved (children or adults) may also define how long a health or medical record is kept or archived.

1. GP (Doctor’s) Medication Records

  • These are kept as part of your GP file.
  • They are usually kept for 10 years after you die or after you leave the UK.
  • If you’ve been with the same GP for a long time, your record could go back to when you first joined. Older paper records might not be complete.

2. Pharmacy Records

  • Community pharmacies (like your local chemist) keep prescription records for 2 years after they give you the medicine.
  • Private prescriptions usually follow the same rule, though some places keep digital copies longer.

3. Hospital Records

  • When you get medicine in hospital, those records are kept as part of your hospital file.
  • In England and Wales, they are usually kept for 8 years after your treatment ends.
  • In Scotland, they are kept for 6 years, or 3 years after death, whichever comes first.
  • Some hospitals may keep copies (like scans of records) for up to 30 years.

4. Special Cases

  • Controlled Drugs (like strong painkillers): Records must be kept for 7 years after the last entry.
  • Clinical Trials or Research: If your medicine was part of a study, the record might be kept for 15 years or more.
  • Children’s Medication Records: These are kept until the child’s 25th birthday, or 3 years after death, if the child dies before that.

Key Points About Medication Records

  • Digital records from your GP or hospital usually keep your medicine history for a long time. These are more complete than old paper records, which may be missing or thrown away after a few years.
  • Pharmacies keep records for a shorter time, usually around 2 years. This is because they only give out medicine, not provide long-term care.
  • If you want to see your medicine history, it’s best to ask your GP surgery first. You can also ask the pharmacy or hospital where you got the medicine. You may need to fill in a form called a Subject Access Request under GDPR.
  • If the records are very old, they may no longer exist. Some may be kept for special reasons, like records for controlled drugs or those saved for history.


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How Long Are Medical Records Kept in Care Homes?

Care homes must keep medical records safe for a certain number of years. These records can include care plans, medication records (like MAR charts), and notes about health.

1. General Records

  • Most records are kept for 3 years after the person has left the care home or passed away.
  • This is the same for nursing homes (which give medical care) and residential homes (which give personal care).

2. Medication Records (MAR Charts)

  • MAR charts (which show what medicines were given) are usually kept for 3 years after the last entry.
  • If the medicine is a controlled drug (like morphine), the record must be kept for 7 years, because of the law (Misuse of Drugs Regulations 2001).

3. Special Cases

  • Children or Young People (under 18): Records are kept until their 25th birthday, or 3 years after death, if they die younger.
  • Mental Health or Learning Disabilities: Records may be kept for 20 years after the last contact, or 3 years after death.
  • Serious Incidents or Safeguarding: If something serious happened (like a medicine mistake or a complaint), records might be kept for up to 8 years to follow the rules.

Brief Definition: Subject Access Request Under GDPR

A Subject Access Request (SAR) is a way to ask an organisation for the personal information they have about you.

Under UK law (GDPR and the Data Protection Act 2018), you have the right to see your own information.

You can find out:

  • What information they have,
  • How they are using it,
  • Who they are sharing it with, and
  • Where it came from.

Anyone can make a SAR. You don’t need to explain the reasons.

For Medical Records:

  • You can ask for all of your records or just a certain part
  • A doctor or nurse can help explain any medical words you don’t understand
  • Any information about other people in your records may be blacked out or removed (to protect their privacy)

How Are Medical Records Stored in the UK?

In the UK, Health or Medical records are kept in different ways, depending on the healthcare provider and when they were made.

1. Digital (Electronic) Storage:

  • GP Records: Most doctors’ surgeries use computer systems (like EMIS, SystmOne, or Vision) to keep patient records, including information about medicines. These are stored safely on NHS servers or in the cloud.
  • Hospitals: Hospitals use special computer systems (like Cerner, Epic, or Medway) to store patient records, including medicine records from hospital stays or doctor visits.
  • Pharmacies: Pharmacies keep records of medicines they give out in their digital systems, often linked to the NHS for tracking prescriptions.
  • Central Records: The NHS Summary Care Record (SCR) is a digital summary of key health information, including medicines, that can be accessed by NHS services.

2. Paper Records:

  • Older Records: Records made before computers (usually before the 2000s) are often kept on paper. For example, GP records might be in special folders (called Lloyd George envelopes), and hospital records might be on paper charts.
  • Some old paper medication records are being turned into digital files, but some may still be kept in paper form, especially if they are older than the 1990s.
  • Pharmacies: Pharmacies sometimes keep paper copies of prescriptions, especially for strong medicines, in a safe place for a few years.

3. Archiving:

  • Old Records: Some records that are no longer needed, like old hospital records from before 1948, may be stored in special archives (like NHS archives or the National Archives).
  • Special Records: Medication records are rarely kept in archives unless they are part of important cases or studies.

How to Access Your Medical or Medication Records

To gain access to your health record, you can do the follow depending on where youw want to access it.

  • GP Practice: Your GP keeps the most complete record of your medications, sometimes going back many years if you’ve stayed with the same practice. You can ask for it using a Subject Access Request (SAR) or check the NHS App for your current medicines.

  • Pharmacy: Ask the pharmacy where you get your prescriptions. They will have records for at least 2 years (or 7 years for controlled drugs like morphine).

  • Hospital: To get your hospital medication records, you can ask through the hospital’s Patient Advice and Liaison Service (PALS) or by using a SAR. These records usually cover medicines given during hospital stays or outpatient care and are kept for up to 8 years.

  • NHS App: The NHS App shows your current and recent medications that were prescribed through the Electronic Prescription Service. It may not show older records.

 

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Steps to Access Your Medical or Medication Records in the UK

  1. Find Where Your Records Are Stored

    • GP Surgery/Practice

    • Hospital or NHS Trust

    • Private Healthcare Provider

    • Community Pharmacy (for dispensing records)

  2. Submit a Subject Access Request (SAR)

    • Fill in the SAR form from your healthcare provider (you can find it on their website or ask for it in person).

    • If there is no form, write a clear request.

    • Include your full name, date of birth, NHS number (if you know it), and your address.

    • Say which records you want and for which dates.

  3. Show Proof of Identity

    • You’ll need to show a photo ID (like a passport or driving licence).

    • Also, give proof of your address (like a utility bill or bank statement).

    • If you’re asking for someone else’s records, show proof you have permission to do so.

  4. Submit Your Request

    • By email: Send it to the provider’s email for data protection.

    • By post: Send it to the practice manager or data controller.

    • In person: Hand it in at reception.

  5. Wait for Your Request to Be Processed

    • The organisation must reply within one month.

    • If your request is complicated, they may take up to three months.

  6. Receive Your Records

    • You will get them by email (digital format) or post (paper copies, which may have a small charge).

    • You may also be able to view them in person with a healthcare professional.

  7. Ask for Help If You Don’t Understand

    • If you don’t understand something in your records, you can ask your GP or healthcare provider to explain.

    • If you see any mistakes, ask for corrections.

  8. For Urgent Access

    • If you need your records quickly (e.g., for treatment), explain why.

    • Contact the data protection officer directly.

Conclusion

Medical record retention refers to the practice of storing and maintaining medical and health-related records for a specified period, as mandated by legal, regulatory, and operational requirements.

In the UK, this is governed by the Records Management Code of Practice for Health and Social Care (NHS, 2023), GDPR, and the Data Protection Act 2018.

Understanding how your medical and medication records are stored, accessed, and kept safe is important. Whether you’re living in a care home, visiting a GP, or using hospital or pharmacy services, your information is protected by strict rules. If you ever need to see your records, it’s your right to ask, and there are clear steps to follow.

Take charge of your health—know where your records are, how to request them, and what your rights are under UK law. If you’re unsure, speak to your GP or care provider, or explore the NHS App to get started.

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