Disposal Schedule - Section M

Disposal Schedule - Section M - Pharmacy - Including Community Hospital and All Pharmacy Disciplines

Community Pharmacy 

Ref Record Type Minimum Retention Period Relevant Legislation/Derivation Final Action
M1 Accountable Officer Records See GMGR Section J30    
M2 Extemporaneous worksheets six years   Destroy
M3 Patient Records      
  Patient Medication Record Adults six years after the conclusion of treatment.

Children and young people – Until the patient’s 25th birthday or 26th if the young person was 17 at the conclusion of treatment or eight years after death
 

  Destroy
  Minor Ailments Service Adults - eight years after the conclusion of treatment

Children and young people – Until the patient’s 25th birthday or 26th if the young person was 17 at the conclusion of treatment or eight years after death.
 

  Destroy
  Documented Clinical Interventions Two years   Destroy
  Sexual Health Record 10 years (in adults) or until 25th birthday in a child (age 26 if entry made when young person was 17), or eight years after death See also Guidance on the Retention and Disposal of Hospital Notes, British Association for Sexual Health and HIV (BASHH). Destroy
  Smoking cessation Eight years after the conclusion of treatment.

Children and young people – Until the patient’s 25th birthday or 26th if the young person was 17 at the conclusion of treatment or eight years after death.  

  Destroy
M4 Prescriptions      
  Unlicensed Medicines / ‘Specials’ dispensing record Five years MHRA Guidance Note 14 Destroy
  Private Prescription Book Two years after last entry

(five years after last entry for veterinary prescriptions)
 

Medicines (Sale or Supply) (Miscellaneous Provisions) Regulations 1980 

Veterinary Medicines Regulations 2009(SI 2297) reg. 23 
 

Destroy
M5 Product Recalls      
  Those holding a wholesale dealer licence  Records must be maintained in accordance with the terms of the licence   Destroy
  Pharmacies not holding a wholesale dealer licence Records should be retained in accordance with professional guidance   Destroy
M6 Requisitions      
  HS21S – copy of stock order Two years Regulation 6 (3)(c)
Medicines (Sale or Supply) (Miscellaneous Provisions) Regulations 1980
 

This is a legal requirement in certain circumstances.
 

Destroy
  Stock requisitions (excluding controlled drugs and veterinary requisitions) Two years Regulation 6 (3)(c)
Medicines (Sale or Supply) (Miscellaneous Provisions) Regulations 1980 

This is a legal requirement in certain circumstances.
 

Destroy

Hospital Pharmacy 

Ref Record Type Minimum Retention Period Relevent Legislation/Derivation Final Action
M7 Accountable Officer Records See GMGR Section J30   Destroy
M8 Clinical/Trials See GMGR Section J57 and GMGR Section J58    
M9 External Orders and Delivery notes

See AM-014

Two years after the financial year to which they relate   Destroy
  Picking tickets / ward delivery notes Three months (for a "reasonable" period for verification of order only)   Destroy
  Ward / department requisition sheets & receipts Two years   Destroy
  Requests made by ward pharmacists Two years   Destroy
  Ward / Department Medicine Transfer Forms Two years   Destroy
  Returns Dockets (wholesaler and ward / department Two years following the financial year to which they relate   Destroy
M10 Medicines Information      
  Provision of Information to another person for example, drug information enquiry Eight years (enquiries relating to children, fertility, gynaecology and obstetrics should be kept for up to 25 years)   Destroy
 

Clinical Interventions

Record to be added to patient’s notes / Patient Medication Record and retain for the period of time appropriate to the patient/speciality . Within the hospital setting the duplicate should be kept for two years. Clinically significant interventions should be recorded directly on the patient's notes.   Destroy
M11 Patients’ Own Drugs      
  Consent for and destruction of POD (excluding controlled drugs) Six months   Destroy
  Overdose / poisoning drug records Three years where there is police involvement / coroners inquest

One year for all others

  Destroy
M12 Prescriptions      
  Chemotherapy / Cytotoxic  Two years after last chemotherapy treatment   Destroy
  Discharge, outpatient, skin clinic and private prescriptions, Parenteral Nutrition.

CIVAS and Specialist Medicines Prescriptions.

(See AD-010)
 

Two years   Destroy
  Unlicensed Medicines / Dispensing record, Five years For supply of unlicensed medicines Requirement of MHRA Guidance Note No.14. Destroy
  Consultant authorisation letter  Five years   Destroy
  Immunoglobulin / blood products Five years   Destroy
M13 Product Defect Forms      
  Product Recall– DHSSPS & Ward recall Records  Five years  –  No legal / statutory requirements   Destroy
M14 Quality Assurance      
  Equipment validation / calibration See GMGR Section D1   Destroy
  Environmental monitoring results One year after the expiry dates of products   Destroy
  Quality Control documentation, certificates of analysis Five years or one year after expiry date of batch, whichever is longer   Destroy
  Medical gas testing Records retained throughout the lifetime of the installation and two years after installation has been modified or retested or closure of the facility.   Destroy
M15 Records for Ambulance Bags and Resuscitation boxes One year after the expiry of the longest dated item    Destroy
M16 Security      
  List of Users ID & Privileges See GMGR Section H9   Destroy
  Departmental on-call records, duty rotas.

(Records of community pharmacy rotas will be managed by HSCB)
 

See GMGR Section L13   Destroy
M17 Staff signature lists Duration of Contract plus one year   Destroy
M18 Stock checks and stock adjustments See GMGR Section J61   Destroy
M19 Worksheets       
 

Chemotherapy/ aseptics, Parenteral Nutrition, PCA worksheets

Production batch records

Raw material request and control forms

Five years

Where product liability exists this is extended up to 11 years after expiry.

For paediatric worksheets product liability extends to up to 28 years
 

  Destroy

All Pharmacy Disciplines

Ref Record Type Minimum Retention Perios Relevant Legislation/Derivation Final Action 
M20 Controlled Drug (CD)      
  Requisitions

See AD-029
See AM-015
 

Two year HSC Organisations

Community Pharmacy HS21S – copy retained for two years.

Private requisitions - forwarded to and retained by BSO
 

Misuse of Drugs Regulations (Northern Ireland) 2002  (As Amended) Destroy
  Bearer’s note  Two years   Destroy
  Midwife’s Supply Order Two years  Misuse of Drugs Regulations (Northern Ireland) 2002  (As Amended)  
  Pharmacy Controlled Drugs Registers

See AD-015
 

Two years from the date of last entry although it is recommended that Community Pharmacies retain them for five years and Hospital Pharmacies retain them for 11 years. Misuse of Drugs Regulations (Northern Ireland) 2002  (As Amended)

Recommendation of 11 years based on NI response to 4th Report  Shipman Inquiry
 

Destroy
  Ward / Department CD Record Books (ward registers) 11 years from last entry  Recommendation of 11 years based on NI response to 4th Report  Shipman Inquiry
 
Destroy
  Destruction of patients' own Controlled Drugs No Legal Requirement although it is recommended that Community Pharmacies retain them for five years and Hospital Pharmacies retain them for seven years   Destroy
M21 Competency / training records See GMGR Section L49   Destroy
M22 Invoices See GMGR Section F30   Destroy
M23 Medication Incidents  See GMGR Section A2 – A4 and GMGR Section A6   Destroy
  Records of internal pharmacy dispensing errors which are near misses and their associated statistics One year plus current year (or longer if specified by professional guidance or organisational policy)   Destroy
M24 Patient Group Directions (PGDs) See GMGR Section G87   Destroy
M25 Private Prescriptions Two years (five years for original or copy of veterinary prescriptions)    Destroy
M26 Refrigerator temperature records Five years   Destroy
M27 Record of Medicines posted / delivered to patients

Record of patient consent for collection or delivery service

Two years from last entry Supplementary Guidance for Pharmacists in Northern Ireland on the Provision of Prescription Collection and/or Delivery Services February 2011  Destroy
M28 Responsible Pharmacist Pharmacy record  Five years Regulation 5(4) of the Medicines (Pharmacies) (Responsible Pharmacist) Regulations 2008 (SI 2008/2789) Destroy
M29 Superseded standard operating procedures  15 years   Destroy

 

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