Minimum Record type Guidance Location stored Authorised member Pharmacy document type retention (Audit/ within the of staff responsible period Legal) pharmacy for keeping record General Mandatory staff training 10 years from logs e.g. medicines counter date of training assistants log completion Clinical training logs e.g. 6 after Audit To be retained for 6 years after the pharmacy technicians log employment employment period or until the staff period member’s 75th birthday Miscellaneous training logs 6 after Audit e.g. flu vaccination training completion Clinical Audit 5 Audit Review after 5 years, can be kept for longer if considered necessary NHS complaints record 10 years from Where legal proceedings are involved, document and related the date the records should be kept for as long as is documentation complaint is legally advised closed A separate record must be retained as no information should be disclosed on the patient medication record (PMR) Patient Questionnaires 5 years Audit Patient medication records Entries on the Or 2 for minor clinical interventions (PMR) PMR to be kept recorded anywhere other than the PMR permanently Or 10 years after death of the patient for significant clinical interventions recorded on PMR or anywhere other than the PMR Prescription collection 6 complete tax Audit service consent forms Dispensing error/incident 2 years Audit This recommendation only applies to logs paper based records Electronic entries should be kept in perpetuity or check local guidance
Pharmacy document type Minimum retention period Record type (Audit/ Legal) Guidance Location stored within the pharmacy Authorised member of staff responsible for keeping record General Mandatory staff training logs e.g. medicines counter assistants log 10 years from date of training completion Clinical training logs e.g. pharmacy technicians log 6 after employment period Audit To be retained for 6 years after the employment period or until the staff member’s 75th birthday Miscellaneous training logs e.g. flu vaccination training 6 after completion Audit Clinical Audit 5 Audit Review after 5 years, can be kept for longer if considered necessary NHS complaints record document and related documentation 10 years from the date the complaint is closed Where legal proceedings are involved, records should be kept for as long as is legally advised A separate record must be retained as no information should be disclosed on the patient medication record (PMR) Patient Questionnaires 5 years Audit Patient medication records (PMR) Entries on the PMR to be kept permanently Or 2 for minor clinical interventions recorded anywhere other than the PMR Or 10 years after death of the patient for significant clinical interventions recorded on PMR or anywhere other than the PMR Prescription collection service consent forms 6 complete tax Audit Dispensing error/incident logs 2 years Audit This recommendation only applies to paper based records Electronic entries should be kept in perpetuity or check local guidance
Record-keeping-SOP-updated-2017-FINAL.docx