Appendix II Retention schedule: Event and transaction record
This appendix sets out the retention period for different types of event and transaction records relating to health and care.
This appendix sets out the retention period for different types of event and transaction records relating to health and care. The retention periods listed in this retention schedule must always be considered the minimum period. Where indicated, Appendix III should also be referred to.
Blood bank register
| Record type | Blood bank register* |
|---|---|
| Category | Event and transaction record |
| Retention period | 30 years minimum |
| Disposal action | Review and consider transfer to PoD |
| Notes | Need to be disposed of if there is no on-going need to retain them, such as the currently ongoing Infected Blood Inquiry, subject to any transfer to the PoD. |
Clinical audit
| Record type | Clinical audit* |
|---|---|
| Category | Event and transaction record |
| Retention period | 5 years |
| Disposal action | Review and destroy if no longer required |
| Notes | Five years from the year in which the audit was conducted. This includes the reports and data collection sheets/exercise. The data itself will usually be clinical so should be kept for the appropriate retention period, for example, data from adult health records would be kept for 8 years. |
Chaplaincy records
| Record type | Chaplaincy records* |
|---|---|
| Category | Event and transaction record |
| Retention period | 2 years |
| Disposal action | Review and consider transfer to PoD |
| Notes | Also refer to corporate governance records |
Clinical diaries
| Record type | Clinical diaries |
|---|---|
| Category | Event and transaction record |
| Retention period | 2 years |
| Disposal action | Review and destroy if no longer required |
| Notes | Two years after the year to which they relate. Diaries of clinical activity and visits must be written up and transferred to the main patient record. If the information is not transferred from the diary, so the only record of the event is in the diary, then this must be retained for eight years and reviewed. Some staff keep hardback diaries of their appointments or business meetings. If these contain no personal data, they can be disposed of after two years. |
Clinical protocols
| Record type | Clinical protocols* |
|---|---|
| Category | Event and transaction record |
| Retention period | 20 years |
| Disposal action | Review and consider transfer to PoD |
| Notes | Clinical protocols may have preservational value. They may also be routinely captured in clinical governance meetings which may form part of the permanent record, refer to corporate governance records |
Datasets released by NHS England and its predecessors including NHS Digital
| Record type | Datasets released by NHS England and its predecessors including NHS Digital |
|---|---|
| Category | Event and transaction record |
| Retention period | Delete with immediate effect |
| Disposal action | Delete with immediate effect |
| Notes | Delete in line with instructions and guidance on the retention and disposal of data as issued through the Data Access Request Service (DARS) process |
Destruction certificates, or electronic metadata destruction stub, or record of clinical information held on physical media
| Record type | Destruction certificates, or electronic metadata destruction stub, or record of clinical information held on physical media |
|---|---|
| Category | Event and transaction record |
| Retention period | 20 years |
| Disposal action | Review and consider transfer to PoD |
| Notes | Destruction certificates created by public bodies are not covered by a retention instrument; if they do not relate to patient care and if a PoD or The National Archives do not accession them. They need to be destroyed after 20 years. |
Equipment maintenance log
| Record type | Equipment maintenance log |
|---|---|
| Category | Event and transaction record |
| Retention period | 11 years |
| Disposal action | Review and destroy and no longer required |
GP temporary resident forms
| Record type | GP temporary resident forms |
|---|---|
| Category | Event and transaction record |
| Retention period | 2 years |
| Disposal action | Review and destroy if no longer required |
| Notes | This assumes a copy has been sent to the responsible GP for inclusion in the GP patient record. |
Inspection of equipment records
| Record type | Inspection of equipment records |
|---|---|
| Category | Event and transaction record |
| Retention period | 11 years |
| Disposal action | Review and destroy if no longer required |
Notifiable diseases book
| Record type | Notifiable diseases book* |
|---|---|
| Category | Event and transaction record |
| Retention period | 6 years |
| Disposal action | Review and destroy if no longer required |
Operating theatre records
| Record type | Operating theatre records |
|---|---|
| Category | Event and transaction record |
| Retention period | 10 years |
| Disposal action | Review and consider transfer to PoD |
| Notes | 10 years from the end of the year to which they relate |
Patient property books
| Record type | Patient property books |
|---|---|
| Category | Event and transaction record |
| Retention period | 2 years |
| Disposal action | Review and destroy if no longer required |
| Notes | Two years from the end of the year to which they relate |
Referrals: NOT ACCEPTED
| Record type | Referrals: NOT ACCEPTED |
|---|---|
| Category | Event and transaction record |
| Retention period | 2 years |
| Disposal action | Review and destroy if no longer required |
| Notes | Retention period begins from the DATE OF REJECTION. These are seen as an ephemeral record. |
Requests for care funding: NOT ACCEPTED
| Record type | Requests for care funding: NOT ACCEPTED |
|---|---|
| Category | Event and transaction record |
| Retention period | 2 years |
| Disposal action | Review and destroy if no longer required |
| Notes | Retention period begins from the DATE OF REJECTION. These are seen as an ephemeral record. Please note: These may have potential PoD interest as what the NHS or social care can or cannot fund can sometimes be an issue of local or national significance and public debate. Refer to Appendix III: individual funding |
Screening*: including cervical screening
| Record type | Screening*: including cervical screening ; where no cancer or illness detected is returned |
|---|---|
| Category | Event and transaction record |
| Retention period | 10 years |
| Disposal action | Review and destroy if no longer required |
| Notes | Where cancer is detected, refer to the cancer or oncology schedule. |
Screening : children
| Record type | Screening : children |
|---|---|
| Category | Event and transaction record |
| Retention period | 10 years or 25th birthday |
| Disposal action | Review and destroy if no longer required |
| Notes | Treat as a child health record and retain for either 10 years or up to 25th birthday, whichever is the LONGER |
Smoking cessation
| Record type | Smoking cessation |
|---|---|
| Category | Event and transaction record |
| Retention period | 2 years |
| Disposal action | Review and destroy if no longer required |
| Notes | Retention begins at the end of the 12-week quit period. |
Transplantation records*
| Record type | Transplantation records* |
|---|---|
| Category | Event and transaction record |
| Retention period | 30 years |
| Disposal action | Review and consider transfer to PoD |
| Notes | Refer to guidance issued by the Human Tissue Authority |
Ward handover sheets*
| Record type | Ward handover sheets* |
|---|---|
| Category | Event and transaction record |
| Retention period | 2 years |
| Disposal action | Review and destroy if no longer required |
| Notes | This information relates to the ward. Any individual sheets held by staff may be destroyed confidentially at the end of the shift. |
Last edited: 7 May 2026 5:52 pm