In healthcare, trust is everything, and nowhere is that more evident than in how we manage and store patient records. Medical records hold not just information but people’s lives, histories, and futures. That’s why the way we store them is tightly governed by a range of regulations and standards in the UK. But what exactly are these requirements, and how can healthcare organisations navigate them with confidence?
This guide clarifies the key laws and requirements that govern the storage of medical records in the UK, while also offering practical insight into how healthcare organisations can meet their obligations – and ultimately improve patient care – through secure and compliant records management. Along the way, we’ll explore the challenges many providers face and how partnering with an expert like Restore Information Management can help bridge the gap between compliance and clarity.
Why medical record storage regulations exist
Medical records carry deeply personal information and need to be handled with care, not just because it’s the law, but because it’s the right thing to do for the people behind the files.
From a legal standpoint, storing records correctly helps healthcare providers maintain continuity of care, reduce the risk of mistakes and deliver better patient outcomes. From a human perspective, it reassures patients that their information is safe, respected, and used to support their health journey.
The legal and regulatory framework
The UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 form the backbone of how we’re expected to manage personal data, and medical records are right at the top of the list when it comes to sensitive information.
These laws say that health data must be stored securely, kept only for as long as needed, and be available when required for legitimate use. The rules also require healthcare organisations to document how data is stored and who can access it. This maintains transparency so organisations remain accountable.
For example, if you’re storing scanned records in the cloud, they need to be encrypted and access-controlled. If you’re holding paper files, they should be stored in a secure location that protects against fire, water damage, pests, and unauthorised access.
To make things clearer for the healthcare sector, NHS England and partners published the Records Management Code of Practice – a practical guide that outlines how to create, manage, store, and dispose of health and care records properly. It includes specific timelines for how long different records should be kept and stresses the importance of being able to find and account for every record. That might mean barcoding and cataloguing physical files or logging every access to a digital file.
The CQC, which regulates health and social care in England, also plays a role. They look closely at how organisations handle confidential information when assessing whether care is “Safe.” A poorly managed records system could result in enforcement action or a disappointing inspection rating.
Retaining medical records for the appropriate length of time isn’t just best practice,it’s a legal and ethical obligation. Medical records form part of a patient’s lifelong care history and may be required for clinical reference, legal proceedings, audits, or public health research long after care has concluded.
While the NHS Records Management Code of Practice remains the most authoritative reference, the following general guidelines provide a solid foundation. Keep in mind that retention periods can vary depending on record type, patient circumstances and specific healthcare settings, so policies should be reviewed regularly and tailored to your organisation’s needs.
Medical records retention
For adult patients, general medical records should be retained for a minimum of eight years after the conclusion of treatment or the patient’s last interaction with the service. This timeframe ensures that clinicians can refer back to medical histories if needed and helps defend against any potential clinical negligence claims, which may arise several years after treatment.
Children’s records require a longer retention period. These should be kept until the patient’s 25th birthday, or eight years after death if the child dies before reaching 18. This extended period reflects the legal rights of children to bring claims related to care they received during childhood, once they reach adulthood.
A child who received treatment at age 10 could, under UK law, raise a claim up until age 25. Retaining their records until this point protects both the individual’s rights and the healthcare provider’s legal position.
Mental health records require especially cautious handling due to their complexity and sensitivity. In most cases, they must be stored for 20 years after the last contact with the patient, or eight years after death, whichever is longer. This means that long-term or intermittent care needs can be appropriately supported and documented over time.
Just a note – these records often require additional safeguards due to their classification as special category data under UK GDPR so secure storage and access controls are essential.
When it comes to employee health and safety, retention periods are governed by the Control of Substances Hazardous to Health (COSHH) Regulations and other occupational health legislation. As such, occupational health records must be kept for a minimum of 40 years from the date of the last entry. This extended period reflects the possibility of long-term health conditions, such as those related to chemical or asbestos exposure, which may not emerge until decades later.
Developing a compliant retention policy
Every healthcare provider should maintain a formal medical records retention policy that:
- Lists retention periods for each record type, including radiology, maternity, mental health, and consent forms.
- Specifies review intervals, so records can be evaluated for ongoing relevance or scheduled destruction.
- Defines roles and responsibilities so that authorised staff are trained and accountable.
- Aligns with national guidance, particularly the NHS Records Management Code of Practice, GMC advice, and relevant legislation.
Unsure whether your current policy aligns with the latest regulations? Partnering with experts like Restore Information Management can provide peace of mind. From secure document storage and digital transformation compliant destruction, we’re here to help healthcare organisations manage records across the entire lifecycle.
Practical storage requirements: paper vs. digital
Whether your organisation is still mainly paper-based or fully digital – or somewhere in between – the same golden rule applies: records must be safe, accessible, and well-managed.
Paper records should be stored in places that are secure and environmentally controlled. At Restore Information Management, our ultra-secure storage centres offer 24/7 security, pest control, fire protection, and real-time inventory tracking.
Digital records bring a different set of needs. They must be stored on secure servers with proper encryption, backups, and disaster recovery plans in place. Access should be limited to the right people and data must be easily retrievable in emergencies. Hosting within the UK or EU also helps ensure data residency compliance.
Most healthcare providers now operate a hybrid model with a mix of paper and digital files. The challenge is making sure both systems are equally robust – and that you’re not losing valuable information in the transition.
The risks and consequences of non-compliance
The risks of poor records management go far beyond misfiling or clutter. If sensitive health information is lost, misused, or accessed by the wrong person, the fallout can be significant – for both the organisation and the individual.
There’s also the legal side to consider: the Information Commissioner’s Office (ICO) can impose fines of up to £17.5 million or 4% of turnover for serious breaches. But there’s also the reputational cost. Patients expect their records to be private and accurate and any failure to meet that expectation can have significant ramifications.
Overcoming challenges in medical record storage
We know that keeping up with records management isn’t easy. You might be dealing with decades of old files, limited storage space, or multiple systems that don’t talk to each other. Digitising those records sounds great – but finding the time and budget to do it can feel impossible.
That’s where Restore Information Management can step in. We work with NHS Trusts and GP practices to design bespoke solutions that meet both practical needs and compliance standards. Whether it’s secure offsite storage for paper files or expert-led scanning services, we help make the process manageable.
Our digital services don’t just scan your documents – we organise them too, so they’re searchable, indexed, and ready to access when you need them. If you’re preparing for a CQC inspection or trying to develop a clear retention policy, we’re here to offer friendly, expert guidance.
The benefits of compliant record storage
Getting your records storage right isn’t just about avoiding penalties. It can transform how your organisation operates. With proper systems in place, clinicians can access the right information in seconds, admin teams spend less time chasing paperwork and everyone can focus more on patients and less on paperwork.
It also boosts transparency. You’ll be better prepared to respond to Subject Access Requests, support audits, and demonstrate your commitment to excellent information governance.
Perhaps most importantly, you’ll be showing your patients that their data is valued and protected, maintaining that sense of trust that is the linchpin of doctor-patient relationships.
How Restore Information Management can help
At Restore Information Management, we’re proud to support the health sector with smart, secure, and friendly solutions that work in the real world. We know the pressures you face, and we’re here to help lighten the load.
We offer:
- Offsite storage for paper records
- Document scanning and digital indexing
- Retention policy consultancy
- Digital mailroom and hybrid record management
We’ve helped countless NHS teams bring clarity to their information management, and we’d love to do the same for you. Our work supports the NHS’s wider digital goals and helps organisations move confidently into the future.
To learn more, take a look at our whitepapers like How Healthy is Your Patient Information? or Accelerating Digital Transformation in Healthcare, or explore our NHS and GP Practice sector pages.
Peace of mind for medical record storage
Medical record storage might not be the most visible part of healthcare – but it’s one of the most vital. Getting it right means better care, greater efficiency, and stronger trust.
By understanding the regulations and partnering with experts who care as much about compliance as you do, you can create a system that supports everyone who interacts with it – clinicians, administrators, and most importantly, patients. Let’s make storing medical records something we do with confidence and care.
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