Part of Organisational Data Service (ODS) reconfiguration toolkit
Phase 2: Prepare for go live
After you have decided and approved the new structure, a set of tasks should be completed.
We can provide reserved ODS codes to support testing.
Timescales: 4 to 12 weeks before new legal date. All tasks must be completed before the end of this phase.
This is the second phase that occurs after the change has been agreed and approved. We must receive official confirmation that the change has been approved to proceed to this phase. If the organisation is a statutory organisation, a statutory instrument must be received or be in preparation.
Expectations
During this phase we expect the changing organisation to:
- have confirmed or authorised decisions on the new structure of the organisation
- complete a set of activities (as shown in this section) 4 weeks before the new legal date
Activities to be completed by changing organisation
Listed below are the activities or tasks changing organisations need to consider and action if applicable.
Relevant activities in this section must all be completed 4 weeks before the legal start date of the new organisation.
Refer to the reconfiguration checklist for supporting information.
Activity: Send requested information to ODS
For the upcoming 1 April 2026 ICB mergers, organisations have given us their information. This will be available in the Change Summary.
Activity: Request new site codes
For the upcoming 1 April 2026 ICB mergers, organisations have given us their information. This will be available in the Change Summary.
Activity: Request closure or dissolving site codes
For the upcoming 1 April 2026 ICB mergers, organisations have given us their information. This will be available in the Change Summary.
Activity: Update organisational relationships
For the upcoming 1 April 2026 ICB mergers, organisations have given us their information. This will be available in the Change Summary.
Activity: Register new OC1s
For the upcoming 1 April 2026 ICB mergers, organisations have given us their information. This will be available in the Change Summary.
- The RA Manager must access Care Identity Service and complete RA08 form.
- Email your completed RA08 form to ODS at [email protected]. Always include your existing Service Now reference number when corresponding with us.
Note: Although we are responsible for maintaining RA parents on CIS, we are not responsible for the migration of your RA hierarchy, that is, individual GP practices and pharmacies. The new organisation will need to follow instruction from the RA community for assistance with this activity.
Set up of RA parents on CIS and the subsequent migration of RA activity can be actioned once your reserved ODS code becomes operational. Your RA08 form can be submitted in readiness for this date.
Activity: Register Caldicott Guardian, Senior Information Risk Owner and Information Asset Owner
We maintain and publish the Caldicott Guardian (CG), Senior Information Risk Owner (SIRO) and Information Asset Owner (IAO) registers.
We will remove any CG, SIRO or IAO contacts registered against a dissolved organisation to align with the legal end date of the dissolved code, that is, the day before the legal effective date of the organisational change.
- Access the View or update registers page.
- Review the details registered for the affected organisation.
- To add a CG, SIRO or IAO for a new organisation, or to update the details for existing CGs, SIROs, or IAOs, submit your request via the NHS National IT Customer Support Portal, following the instructions outlined on the page. Officers from outgoing ICBs are permitted to submit requests for new ICBs as soon as the new ICB codes have been published. There is no requirement to wait for the legal go live date before proceeding with these requests. Your NHSmail accounts being under your outgoing ICB will not affect your ability to raise this request.
- If you encounter any difficulties with the recommended form, please use the “ODS - General Enquiries and Requests” form instead and include “ICB Mergers Team” in the request details. Always include your existing Service Now reference number when corresponding with us.
Last edited: 12 March 2026 12:42 pm