For more information, read the full Records management and information lifecycle policy by downloading the accessible Word document at the end of this page.
Who the policy applies to
- patients and members of the public
- NHS Essex staff
- contractors and partner organisations working with NHS Essex
Why this policy is important
Good record keeping helps NHS Essex provide safe and effective services.
It allows staff to:
- make informed decisions using accurate information
- track what has happened and why
- protect people’s rights and privacy
- use time and resources more efficiently
It also helps protect public money by avoiding waste and keeping only what is needed.
Managing records from start to finish
Records can be paper or digital. They include emails, reports, meeting notes and patient records.
NHS Essex manages all records through a clear process:
- creating records properly
- storing them safely
- using them when needed
- archiving or deleting them at the right time
Keeping records accurate and accessible
Records must be easy to find and understand.
NHS Essex works to make sure:
- information is accurate and up to date
- the right version is used
- records show who created them and when
- they can be accessed when needed
Storing information safely
Information must be stored in secure systems.
This includes:
- using shared systems instead of personal storage
- limiting access to people who need it
- keeping data protected from loss or misuse
Sharing and transferring information
When information is shared, NHS Essex keeps it safe.
This means:
- choosing secure ways to send information
- protecting sensitive data during transfer
- making sure only the right people receive it
Keeping records for the right amount of time
Records are not kept forever.
NHS Essex:
- keeps records for a set period based on their type
- reviews records regularly
- deletes or archives them when no longer needed
Secure disposal of records
When records are no longer needed, they are destroyed safely.
This includes:
- checking records before disposal
- keeping a record of what has been destroyed
- using secure methods to prevent access to old information
publishing information safely
Some information is shared on the NHS Essex website.
This helps the public stay informed while keeping personal and sensitive data protected.
Confidential or identifiable information is never published.
Roles and responsibilities
- all staff must manage records carefully and follow guidance
- staff must keep records accurate, secure and up to date
- NHS Essex must provide systems and support for safe record keeping
- any issues or risks must be reported quickly
Policy review
This policy was approved on 1 April 2026 and is due for review in April 2028.
For full details, download the accessible Word version of the policy below.
Records management and information lifecycle policy (555kB docx)