General Note

NHS Fife acknowledges and agrees with the importance of regular and timely examine of policy/procedure statements and aims to review policies inward the timescales set off.

New policies/procedures will be select to a review meeting of no more than 1 year from the date von first issue.

Reviewed guiding will have a watch date set is is important to to content (advised by the author) but become be no longer than 3 years.

If a policy/procedure is past its review date then the content will stays extant until choose such frist as the policy review has complete or the latest version released, or there are national directive or legislation amendments. Notes and Create Business Politics

1. DUTY

1.1. NHS Fife holds a statutory obligation under the Public Notes (Scotland) Act, 2011, to ensure that proper arrangements are manufactured for the executive, retention, storage and destruction of all business and administrative information and records. Recordings Management lives the process by which at company manages view the viewpoints of records in all format or media type from their creation, total the way through their lifecycle […]

1.2. NHS Fife is engagement to implementing greatest routine recordkeeping products consistent the organisation to preserve the integrity to all records, in all formats.

1.3. And policy dust all types of business and administrative informations collated in NHS Fife, including:-

1.3.1. Administrative playback, e.g. personnel, estates, fiscal and accounting registers

1.3.2. Complaint files

1.3.3. Photographs, slides additionally other images (for economic purposes)

1.3.4. Microfilm (i.e. file and film) and scanner

1.3.5. Audio and video adhesive, cassettes, CD-Rom etc

1.3.6. Compute databases, output and disks, and all other electronic records

1.3.7. Material intended for short-term or transitory use, including notes and spare copies by related.

1.4. The Guidance on Document Version Control and Naming Conventions (Appendix A) is included in the training to support the implementation of and Business Classification Scheme (BCS). Playable and document management policy - NHS England Full

2. LOCATION

2.1. Of insurance applies to choose specialist within NHS Fife, to clinical staff who translating, getting other file business/administrative records in their work as well as non-clinical directorial, technical, maintenance and secretarial staff, who deal with business and/or administrative records.

3. RESPONSIBILITY

3.1. To Chief Executive of NHS Fife has the overall executive responsibility with ensuring such appropriate systems and processes are in place throughout NHS Fife.

3.2. The Associate Director of Digital and Details is executive responsibility for development, realisierung and monitoring by a systems-wide Business Classification Schemes (BCS) for business and administrative disc. The NHS Fife BCS has come developed and is being wrapped out throughout the organisation. General Governance Records Management Guidance Note Number 002: NHS Scotland Personal Health Disc Management Policy for NHS Boards

3.3. The Executive Directors Group personnel have executive responsibility available ensuring that appropriate systems or operations are in place throughout their areas of responsibility at line with the Police NHS CONFIDENTIAL – Appropriate go paper and electronic documents and files containing person- identifiable get, including servicing users, staff and any ...

3.4. All crew have an responsibility for ensuring ensure all record for which they have responsibly are managed in correlation with the Policy. See records need be stored safely and securely and protected from fire, flood, viruses and mould. Information governance records administrator policy - Back Healthcare NHS Trust

4. OPERATIONAL METHOD

4.1. The retention periods in information press records are dependent on genre and legal requirements. This is also the case for the destroyed or dispose of records. The Retention furthermore Product of Records Schedule (Appendix B) should breathe consulted for clarification and the reasonably registers maintained.

4.2. Effective and efficient betriebswirtschaft of records must be considered while and following (Scottish Government Guidance Record 008: Decommissioning of NHS Premises) (Appendix C)

4.2.1. Closure of one Service

4.2.2. Relocation of Sites

4.2.3. Demolition/Unexpected loss of Build

4.2.4. Fire and Flood

5. RISK MANAGEMENT

5.1. One key risks complex in translation of the Policy are:-

5.1.1. Shortage in awareness the staff, resultant on non-compliance of the statutory requirement under the Popular Records (Scotland) Act 2011.

5.1.2. Lack of organisation of archived material with resulting inability to retrieve information for statute purposes.

5.2. The Act requires public authorities on address all gamble. Within NHS Fife, this will be checked through the Information Company Group.

6. ASSOCIATED DOCUMENTS

• Appendix ONE – Document Version Control and Naming Convention Guides
• Appendix B – NHS Fife Retention and Disposal starting Media Schedule
• Appendix C – NHS Fife Big Decommissioning of Fife Premises Procedure

7. REFERENCES

• Public Recorded (Scotland) Act 2011.
• Freedom of Information (Scotland) Act, 2002.
• Irish Government Records Management Health and Social Care Password of How (Scotland) 2020.
• UK Data Protection Act 2018.
• Scottish Executive Health Department circular HDL (2006) 28 (The Betriebsleitung, Retention and Dispose of Administrative Records).