Clinical RiO Health Records Policy

Size: px
Start display at page:

Download "Clinical RiO Health Records Policy"

Transcription

1 Clinical RiO Health Records Policy Interim Additional Health Records Policy for Teams Involved in Clinical RiO Rollout Note this Policy must be read in conjunction with Health Records Policy Version: 1.2 Ratified by: Information Governance Steering Group Date ratified: January 2012 Name of originator/author: Head of Information Governance Name of responsible committee/individual: IGSG Circulated to: All staff Date issued: August 2012 Review date: December 2012 Target audience: Services involved in RiO clinical implementation 1

2 Version Control Summary Version Date Author Status Comment 1.0 January 2012 Head of Information Governance Final Interim policy for teams involved in RiO clinical implementation. This policy is in addition to the Health Records policy and must be read in conjunction with it 1.1 February 2012 Head of Information Governance Final Clarification on use of process notes 1.2 August 2012 Head of Information Governance Final Incident form document attach types added 2

3 Contents Paragraph Page 1.0 Introduction Purpose Principles Associated documentation 5 3

4 1.0 Introduction This policy is only relevant to services involved in RiO clinical implementation. Although the Health Records policy provides the overarching framework for achieving high quality safe record keeping, it is based on the principle that the primary clinical record is held in paper format. The Electronic Clinical Systems Programme Board agreed in November 2011 to a phased implementation of clinical RiO where the electronic record replaces the paper record as the primary record. During the implementation phase there will be some services whose primary records become electronic and some services whose primary records remain paper based. In the early stages of implementation the majority of services will remain paper based. This interim additional policy is therefore aimed at those services involved in clinical RiO implementation to provide an appropriate framework for managing an electronic model of record keeping. This interim additional policy will be merged with the Health Records policy in due course. 2.0 Purpose This policy therefore sets out the standards and processes required for maintaining high quality electronic health record keeping standards. Note that all standards contained in the Health Records policy generally continue to apply except where reference is made to the paper record being the primary record. For services implementing clinical RiO any such references should be ignored although the same standards apply generally to all record formats. Any specific references to filing paper copies in the case notes should similarly be ignored. The Trust will maintain separate guidance documents, procedures and training events to support individuals in the implementation of this policy. These are referenced where appropriate. Further information can be found on the information governance pages and the RiO user guide pages on the intranet. 3.0 Principles For services involved in clinical RiO implementation: Only Trust approved scanners will be used for scanning documents All information about a service user received electronically will be uploaded to RiO All information about a service user received in paper format will be scanned and subsequently uploaded to RiO The record on RiO will be the primary record. No other current records will be kept other than the temporary folder outlined below. All original paper and electronic information will therefore be deleted once the scanned copy on RiO has been verified as attaining the same standard as the originating copy. This is to prevent duplication of systems and information and the potential for information to be missed, incorrectly added to or otherwise inappropriately processed A temporary paper folder of specific documents (also listed in the RiO crib sheet Storage and destruction of clinical paper records ) will be retained by the service for 4

5 the duration of the episode of care to assist in the event of RiO unavailability, temporary overnight transfer to another inpatient ward or the Homerton hospital etc. No other documents will be kept in the temporary folder First Person Care Plan Prescription charts/depot charts Observation forms Outcome measurement and other questionnaires The written copy of the CPA form with signatures Sticky labels with patient details to order investigations. A print out of the registration form The original current care plan Copy of current risk assessment Practical constraints e.g. Patient property etc Mental Health Act documents (this does not include police documentation which should be uploaded to RiO) Alerts that have an immediate impact on patient care Do not resuscitate forms All documents in the temporary folder will be destroyed once the episode of care is completed except for the list below. These should be kept as a non electronic record filed with the paper record: MHA documentation Prescription / depot charts Observation forms Results / investigations / bloods Practical constraints e.g. patient property receipts Audio / video recordings Patient artwork and other documentation not in standard scan-able format Process notes will not be uploaded to RiO. They will normally be retained in paper format by the therapist during the service user s course of treatment and subsequently deleted when the course of treatment is complete unless the therapist believes there is value in retention The processes on the RiO user guide pages on the intranet will be followed at all times Teams will set up a systematic process for alerting all members of the treating team to newly received and uploaded information including incoming electronic and paper documents Where teams or individuals outside the treating team add information to RiO they will routinely alert the treating team to raise awareness of any immediate or significant issues Clinicians will routinely check RiO for newly received information prior to an appointment / intervention with a service user Correspondence should never be filed in RiO unsigned. Typed correspondence must always contain an electronic signature. Where the clinician prefers to delegate authority to an administrator for adding the signature, this should be confirmed by and the also retained in RiO When RiO is unavailable paper records should be scanned and temporarily held in the team folder on the K drive. Electronic records should similarly be temporarily held 5

6 on the K drive rather than individual mailboxes or H drives. When RiO becomes available priority should be given to uploading documents Electronic records on RiO will be subject to the same retention and deletion periods as paper records (i.e. the retention period does not alter simply because the format is electronic rather than paper) Electronic records on RiO will be subject to regular audit including record keeping standards and legitimate relationship access to records. This may include targeted audits Records pre-dating clinical RiO implementation will be retained in paper format and will not currently be uploaded to RiO except in instances where the Responsible Clinician believes there is distinct value in doing so Requests for access to records will be centrally managed by the Access to Records leads, including supervised access for solicitors requiring access to the service user s record on RiO. In instances where the solicitor requires access to both current information on RiO and the previous paper record, the Access to Records lead will arrange for the paper copy to be available centrally 4.0 Associated documentation This policy should be read in conjunction with the information governance and clinical policies on the intranet 6

Policy Document Control Page

Policy Document Control Page Policy Document Control Page Title Title: PROCEDURE FOR SCANNING & UPLOADING DOCUMENTS TO CLINICAL INFORMATION SYSTEMS Version: 1 Reference Number: CO94 Supersedes Originator Originated By: Carole McCarthy

More information

Executive Board. Records Manager. Quality. Trustwide

Executive Board. Records Manager. Quality. Trustwide PROCEDURE REF. SABP/QUALITY/0035 NAME OF PROCEDURE REASON FOR PROCEDURE WHAT THE PROCEDURE WILL ACHIEVE? WHO NEEDS TO KNOW ABOUT IT? Integrated Paper and Electronic Health Records To ensure effective and

More information

Scanning of Physical Documentation Policy

Scanning of Physical Documentation Policy Scanning of Physical Documentation Policy DOCUMENT CONTROL: Version: 1 Ratified by: Risk Management Sub Group Date ratified: 17 February 2016 Name of originator/author: Records Manager Name of responsible

More information

INFORMATION GOVERNANCE POLICY

INFORMATION GOVERNANCE POLICY INFORMATION GOVERNANCE POLICY Version: 3.2 Authorisation Committee: Date of Authorisation: May 2014 Ratification Committee Level 1 documents): Date of Ratification Level 1 documents): Signature of ratifying

More information

Standard Operating Procedure for the Destruction of Patient Records

Standard Operating Procedure for the Destruction of Patient Records Standard Operating Procedure for the Destruction of Patient Records DOCUMENT CONTROL: Version: 1 Ratified by: Risk Management Sub Group Date ratified: 21 January 2015 Name of originator/author: Records

More information

Management of Patient Medication and Drug Stock Ordering for Magnolia Neuro-Rehabilitation In-Patient Unit Standard Operating Procedure

Management of Patient Medication and Drug Stock Ordering for Magnolia Neuro-Rehabilitation In-Patient Unit Standard Operating Procedure Management of Patient Medication and Drug Stock Ordering for Magnolia Neuro-Rehabilitation In-Patient Unit Standard Operating Procedure DOCUMENT CONTROL: Version: 1 Ratified by: Clinical Quality and Standards

More information

Standard Operating Procedure (SOP) Telephone text messaging service for Young People within Children Young People and Families, 5-19 pathway

Standard Operating Procedure (SOP) Telephone text messaging service for Young People within Children Young People and Families, 5-19 pathway Standard Operating Procedure (SOP) Telephone text messaging service for Young People within Children Young People and Families, 5-19 pathway DOCUMENT CONTROL: Version: 1.2 Ratified by: Clinical Quality

More information

Records Management Policy

Records Management Policy Records Management Policy Business Records exist in a variety of forms, including physical and electronic form. The foundation produces, receives, stores and destroys a large number of Business Records

More information

Basic Records Management Practices for Saskatchewan Government*

Basic Records Management Practices for Saskatchewan Government* Provincial Saskatchewan Archives R of Saskatchewan Basic Records Management Practices for Saskatchewan Government* Provincial Archives of Saskatchewan (306) 787-0734 recordhelp@archives.gov.sk.ca www.saskarchives.com

More information

INFORMATION GOVERNANCE POLICY

INFORMATION GOVERNANCE POLICY INFORMATION GOVERNANCE POLICY Name of Policy Author: Name of Review/Development Body: Ratification Body: Ruth Drewett Information Governance Steering Group Committee Trust Board : April 2015 Review date:

More information

IS INFORMATION SECURITY POLICY

IS INFORMATION SECURITY POLICY IS INFORMATION SECURITY POLICY Version: Version 1.0 Ratified by: Trust Executive Committee Approved by responsible committee(s) IS Business Continuity and Security Group Name/title of originator/policy

More information

Approved by: Vice President, Human Resources & Corporate Resources and Vice President, Treasury & Compliance Date: October 14, 2009

Approved by: Vice President, Human Resources & Corporate Resources and Vice President, Treasury & Compliance Date: October 14, 2009 RECORDS AND INFORMATION Approved by: Vice President, Human Resources & Corporate Resources and Vice President, Treasury & Compliance Date: October 14, 2009 PURPOSE Penn West recognizes that responsible

More information

Commissioning Policy. Defining the boundaries between NHS and Private Healthcare

Commissioning Policy. Defining the boundaries between NHS and Private Healthcare Commissioning Policy Defining the boundaries between NHS and Private Healthcare Reference No: Version: 1 Ratified by: PH007 East Midlands Specialised Commissioning Group Board (EMSCG) June 2009 Date ratified:

More information

Scotland s Commissioner for Children and Young People Records Management Policy

Scotland s Commissioner for Children and Young People Records Management Policy Scotland s Commissioner for Children and Young People Records Management Policy 1 RECORDS MANAGEMENT POLICY OVERVIEW 2 Policy Statement 2 Scope 2 Relevant Legislation and Regulations 2 Policy Objectives

More information

NHS LANARKSHIRE HEALTH RECORDS POLICY Management and Maintenance, Security, Storage, Distribution and Retention of Health Records

NHS LANARKSHIRE HEALTH RECORDS POLICY Management and Maintenance, Security, Storage, Distribution and Retention of Health Records NHS LANARKSHIRE HEALTH RECORDS POLICY Management and Maintenance, Security, Storage, Distribution and Retention of Health Records Author: Responsible Lead Executive Director: Endorsing Body: Governance

More information

Electronic Prescriptions, Dashboards and MyHealth @ University Hospital Birmingham

Electronic Prescriptions, Dashboards and MyHealth @ University Hospital Birmingham Electronic Prescriptions, Dashboards and MyHealth @ University Hospital Birmingham Thursday 25 th July 2013 Digital Health: design: develop: deploy: evaluate Electronic Prescribing & Medication Administration

More information

CAPITAL INVESTMENT POLICY

CAPITAL INVESTMENT POLICY CAPITAL INVESTMENT POLICY Document Profile Box Document Reference: Version: 0001 Ratified by: Trust Board Date ratified: March 2009 Name of originator/author: Duncan Sellers Name of responsible committee/individual:

More information

Auditing in an Automated Environment: Appendix C: Computer Operations

Auditing in an Automated Environment: Appendix C: Computer Operations Agency Prepared By Initials Date Reviewed By Audit Program - Computer Operations W/P Ref Page 1 of 1 Procedures Initials Date Reference/Comments OBJECTIVE - To document the review of the computer operations

More information

Data Protection Policy

Data Protection Policy Data Protection Policy Version: V1 Ratified by: Operational Management Executive Committee Date ratified: 26 September 2013 Name and Title of originator/author(s): Chris Brady, FOI, Data Protection and

More information

RECORDS MANAGEMENT POLICY

RECORDS MANAGEMENT POLICY RECORDS MANAGEMENT POLICY Version 8.0 Purpose: For use by: This document is compliant with /supports compliance with: To outline the lifecycle of a record and to provide guidance on retention and disposal

More information

MANAGEMENT OF POLICIES, PROCEDURES AND OTHER WRITTEN CONTROL DOCUMENTS

MANAGEMENT OF POLICIES, PROCEDURES AND OTHER WRITTEN CONTROL DOCUMENTS MANAGEMENT OF POLICIES, PROCEDURES AND OTHER WRITTEN CONTROL DOCUMENTS Document Reference No: Version No: 6 PtHB / CP 012 Issue Date: April 2015 Review Date: January 2018 Expiry Date: April 2018 Author:

More information

Financial Procedures

Financial Procedures Financial Procedures LOSSES AND SPECIAL PAYMENTS PROCEDURE DOCUMENT CONTROL: Version: 3 Ratified by: Finance Infrastructure and Business Development Group Date ratified: 22 August 2013 Name of originator/author:

More information

NHSLA Risk Management Standards for NHS Trusts Providing Mental Health & Learning Disability Services 2011/12

NHSLA Risk Management Standards for NHS Trusts Providing Mental Health & Learning Disability Services 2011/12 NHSLA Risk Management Standards for NHS Trusts Providing Mental Health & Learning Disability Services 2011/12 Oxford Health NHS Foundation Trust Level 1 March 2012 Contents Page 1: Executive Summary 3

More information

NOT PROTECTIVELY MARKED FORCE PROCEDURES. Email Retention, Archiving and Destruction Procedure v1.2. Records Manager

NOT PROTECTIVELY MARKED FORCE PROCEDURES. Email Retention, Archiving and Destruction Procedure v1.2. Records Manager FORCE PROCEDURES Email Retention, Archiving and Destruction Procedure v1.2 Procedure Reference Number: 2010.08 Procedure Author: Samantha Hampson, Records Manager Procedure Review Date: 1 st April 2011

More information

Policy Document Control Page

Policy Document Control Page Policy Document Control Page Title Title: Covert Administration of Medicines Version: Version 6 Reference Number: CL37 Supersedes Supersedes: Version 5 Description of amendment(s): Originator 3.5 Clarification

More information

POLICY FOR THE RECEIPT OF DONATIONS TO CHARITABLE FUNDS

POLICY FOR THE RECEIPT OF DONATIONS TO CHARITABLE FUNDS POLICY FOR THE RECEIPT OF DONATIONS TO CHARITABLE FUNDS DOCUMENT CONTROL: Version: 3 Ratified by: Finance, Infrastructure and Business Development Group Date ratified: 18 October 2012 Name of originator/author:

More information

DOCUMENTATION GUIDELINES FOR NURSING STAFF

DOCUMENTATION GUIDELINES FOR NURSING STAFF DOCUMENTATION GUIDELINES FOR NURSING STAFF Version Number 1 Date of Issue March 2015 Reference Number Review Interval DGNS-02-2015-FONCG-V1 3 yearly Approved By Name: Title: Authorised By Name: Title:

More information

INFORMATION GOVERNANCE OPERATING POLICY & FRAMEWORK

INFORMATION GOVERNANCE OPERATING POLICY & FRAMEWORK INFORMATION GOVERNANCE OPERATING POLICY & FRAMEWORK Log / Control Sheet Responsible Officer: Chief Finance Officer Clinical Lead: Dr J Parker, Caldicott Guardian Author: Associate IG Specialist, Yorkshire

More information

NHS SCOTLAND PERSONAL HEALTH RECORDS MANAGEMENT POLICY FOR NHS BOARDS

NHS SCOTLAND PERSONAL HEALTH RECORDS MANAGEMENT POLICY FOR NHS BOARDS INFORMATION GOVERNANCE RECORDS MANAGEMENT GUIDANCE NOTE NUMBER 002 NHS SCOTLAND PERSONAL HEALTH RECORDS MANAGEMENT POLICY FOR NHS BOARDS Guidance Note 002 1 1 HEALTH RECORDS MANAGEMENT POLICY 1.1 Introduction

More information

RECORD KEEPING IN HEALTHCARE RECORDS POLICY

RECORD KEEPING IN HEALTHCARE RECORDS POLICY RECORD KEEPING IN HEALTHCARE RECORDS POLICY Version 6.0 Key Points The Policy provides a framework for the quality of the clinical record facilitates high quality, safe patient care and that subsequently

More information

FDU - Records Retention policy Final.docx

FDU - Records Retention policy Final.docx Records and Information Management Program Policy and Procedure Responsible Office Office of the General Counsel Effective Date 04/01/2012 Responsible Official General Counsel Last Revision I. Rationale

More information

EMR Technology Checklist

EMR Technology Checklist Patient Accessibility/Scheduling/Account Maintenance: Able to interact with schedule through an online portal pre register VIP status to move patient to the front of the line Access and pre registration

More information

Defining the Boundaries Between NHS and Private Healthcare

Defining the Boundaries Between NHS and Private Healthcare Defining the Boundaries Between NHS and Private Healthcare Policy: COM 30 Document Version Control Version 0.1 Draft Pilot version 08/07/09 Version 1.0 Ratified 07/09/09 Version Version Version Version

More information

Standard Operating Procedure for Management of Controlled Drugs within Louth Urgent Care Centre

Standard Operating Procedure for Management of Controlled Drugs within Louth Urgent Care Centre Standard Operating Procedure for Management of Controlled Drugs within Louth Urgent Care Centre Reference No: Version: 1.0 Ratified by: G_CS_61 LCHS Trust Board Date ratified: 28 th April 2015 Name of

More information

Information Governance Policy Version - Final Date for Review: 1 October 2017 Lead Director: Performance, Quality and Cooperate Affairs

Information Governance Policy Version - Final Date for Review: 1 October 2017 Lead Director: Performance, Quality and Cooperate Affairs Information Governance Policy Version - Final Date for Review: 1 October 2017 Lead Director: Performance, Quality and Cooperate Affairs NOTE: This is a CONTROLLED Document. Any documents appearing in paper

More information

Standard Operating Procedure for the Management of Information Governance Serious Incidents Requiring Investigation (IG SIRI)

Standard Operating Procedure for the Management of Information Governance Serious Incidents Requiring Investigation (IG SIRI) Standard Operating Procedure for the Management of Information Governance Serious Incidents Requiring Investigation (IG SIRI) DOCUMENT CONTROL: Version: V1 Ratified by: Risk Management Sub Group Date ratified:

More information

Policies for: Information Governance Information Quality Information Management Information Security. Version Control Version: 0.1

Policies for: Information Governance Information Quality Information Management Information Security. Version Control Version: 0.1 Policies for: Information Governance Information Quality Information Management Information Security Approved by: None this version Date approved: Name of originator/author: Ade Oduntan, Mike Hellier,

More information

Table of Contents. Chapter No. 1. Introduction 1. 2. Objective 1. 3. E-mail Use Compliance 1. 4. Definitions 2. 5. Roles and Responsibilities 2

Table of Contents. Chapter No. 1. Introduction 1. 2. Objective 1. 3. E-mail Use Compliance 1. 4. Definitions 2. 5. Roles and Responsibilities 2 Table of Contents Chapter Subject Page No. 1. Introduction 1 2. Objective 1 3. E-mail Use Compliance 1 4. Definitions 2 5. Roles and Responsibilities 2 6. Creation and Use of E-mails 3 7. Managing E-mails

More information

15 Organisation/ICT/02/01/15 Back- up

15 Organisation/ICT/02/01/15 Back- up 15 Organisation/ICT/02/01/15 Back- up 15.1 Description Backup is a copy of a program or file that is stored separately from the original. These duplicated copies of data on different storage media or additional

More information

Life Cycle of Records

Life Cycle of Records Discard Create Inactive Life Cycle of Records Current Retain Use Semi-current Records Management Policy April 2014 Document title Records Management Policy April 2014 Document author and department Responsible

More information

Data Subject Access Request Procedure

Data Subject Access Request Procedure Data Subject Access Request Procedure Policy ID IG07 Version: 2.0 Ratified by: Executive Committee Name of originator/author: Justin Dix, Governing Body Secretary Name of responsible committee/individual:

More information

RECORDS AND INFORMATION MANAGEMENT AND RETENTION

RECORDS AND INFORMATION MANAGEMENT AND RETENTION RECORDS AND INFORMATION MANAGEMENT AND RETENTION Policy The Health Science Center recognizes the need for orderly management and retrieval of all official records and a documented records retention and

More information

Information Governance Toolkit Policy

Information Governance Toolkit Policy Information Governance Toolkit Policy UNIQUE REF NUMBER: AC/IG/014/V1.2 DOCUMENT STATUS: Approved by Audit Committee 19 June 2013 DATE ISSUED: June 2013 DATE TO BE REVIEWED: June 2014 1 P age AMENDMENT

More information

LEGAL HEALTH RECORD: Definition and Standards

LEGAL HEALTH RECORD: Definition and Standards LEGAL HEALTH RECORD: Definition and Standards DEVELOPING YOUR STRATEGY & Tool Kit Diane Premeau, MBA, MCIS, RHIA, RHIT, CHP, A.C.E. OBJECTIVES Define Legal Health Record Differentiate between Designated

More information

MINNESOTA. Downloaded January 2011

MINNESOTA. Downloaded January 2011 4658.00 (GENERAL) MINNESOTA Downloaded January 2011 4658.0015 COMPLIANCE WITH REGULATIONS AND STANDARDS. A nursing home must operate and provide services in compliance with all applicable federal, state,

More information

Health Professions Act BYLAWS SCHEDULE F. PART 3 Residential Care Facilities and Homes Standards of Practice. Table of Contents

Health Professions Act BYLAWS SCHEDULE F. PART 3 Residential Care Facilities and Homes Standards of Practice. Table of Contents Health Professions Act BYLAWS SCHEDULE F PART 3 Residential Care Facilities and Homes Standards of Practice Table of Contents 1. Application 2. Definitions 3. Supervision of Pharmacy Services in a Facility

More information

Standard 5. Patient Identification and Procedure Matching. Safety and Quality Improvement Guide

Standard 5. Patient Identification and Procedure Matching. Safety and Quality Improvement Guide Standard 5 Patient Identification and Procedure Matching Safety and Quality Improvement Guide 5 5 5October 5 2012 ISBN: Print: 978-1-921983-35-1 Electronic: 978-1-921983-36-8 Suggested citation: Australian

More information

Standard Operating Procedure for the role of the. Named Nurse within. Adult Mental Health Inpatient Services

Standard Operating Procedure for the role of the. Named Nurse within. Adult Mental Health Inpatient Services Standard Operating Procedure for the role of the Named Nurse within Adult Mental Health Inpatient Services DOCUMENT CONTROL: Version: 1 Ratified by: Clinical Quality and Standards Group Date ratified:

More information

MEDGEN EHR Release Notes: Version 6.2 Build 106.6.20

MEDGEN EHR Release Notes: Version 6.2 Build 106.6.20 10/18/2013 MEDGEN EHR Release Notes: Version 6.2 Build 106.6.20 Special Note: Comtron is excited to announce that over the next few weeks all of our Medgen products will be going through a rebranding process.

More information

Checklist. Standard for Medical Laboratory

Checklist. Standard for Medical Laboratory Checklist Standard for Medical Laboratory Name of hospital..name of Laboratory..... Name. Position / Title...... DD/MM/YY.Revision... 1. Organization and Management 1. Laboratory shall have the organizational

More information

Type of change. V02 Review Feb 13. V02.1 Update Jun 14 Section 6 NPSAS Alerts

Type of change. V02 Review Feb 13. V02.1 Update Jun 14 Section 6 NPSAS Alerts Document Title Reference Number Lead Officer Author(s) (name and designation) Ratified By Central Alerting System (CAS) Policy NTW(O)17 Medical Director Tony Gray Head of Safety and Patient Experience

More information

EUROPEAN COMMISSION DIRECTORATE-GENERAL JUSTICE CALL FOR PROPOSALS JUST/2013/DAP/SAG/CAAM FOR CHILD ABDUCTION ALERT MECHANISMS SPECIFIC ACTION GRANTS

EUROPEAN COMMISSION DIRECTORATE-GENERAL JUSTICE CALL FOR PROPOSALS JUST/2013/DAP/SAG/CAAM FOR CHILD ABDUCTION ALERT MECHANISMS SPECIFIC ACTION GRANTS EUROPEAN COMMISSION DIRECTORATE-GENERAL JUSTICE Directorate A: Civil justice Unit A.4: Programme management SPECIFIC PROGRAMME "DAPHNE III (2007 2013) CALL FOR PROPOSALS JUST/2013/DAP/SAG/CAAM FOR CHILD

More information

Electronic Records Management Guidelines

Electronic Records Management Guidelines Electronic Records Management Guidelines I. Objectives The employees of the Fort Bend Independent School District (the District ) routinely create, use, and manage information electronically in their daily

More information

Viad Corp Records Management Policy

Viad Corp Records Management Policy Viad Corp Records Management Policy TABLE OF CONTENTS 1. PURPOSE... 2 Definitions... 3 2. PROCEDURES... 3 Management of Records.... 3 Retention in the Event of Dispute, Litigation, Subpoena, or Inquiry...

More information

4 Tips for Switching from Paper to Electronic Medical Records. DocuTAP White Paper

4 Tips for Switching from Paper to Electronic Medical Records. DocuTAP White Paper 4 Tips for Switching from Paper to Electronic Medical Records DocuTAP White Paper 4 Tips for Switching from Paper to Electronic Medical Records Change requires a willingness to challenge the status quo

More information

INFORMATION RISK MANAGEMENT POLICY

INFORMATION RISK MANAGEMENT POLICY INFORMATION RISK MANAGEMENT POLICY DOCUMENT CONTROL: Version: 1 Ratified by: Steering Group / Risk Management Sub Group Date ratified: 21 November 2012 Name of originator/author: Manager Name of responsible

More information

MANAGEMENT OF MEETING PAPERS AND MINUTES

MANAGEMENT OF MEETING PAPERS AND MINUTES MANAGEMENT OF MEETING PAPERS AND MINUTES 1. INTRODUCTION 1.1 This guidance is for everyone responsible for recording and managing meetings, including Chairs and Secretaries. 1.2 This guidance will benefit

More information

Agenda item 11 Enclosure Paper E. Mental Health Act Scrutiny Committee Annual Board Report. Yes

Agenda item 11 Enclosure Paper E. Mental Health Act Scrutiny Committee Annual Board Report. Yes Agenda item 11 Enclosure Paper E Report to: Trust Board 31 March 2014 Author: Richard Butt-Evans Presented by: Colin Merker, Director of Service Delivery SUBJECT: Mental Health Act Scrutiny Committee Annual

More information

SOMERSET PARTNERSHIP NHS FOUNDATION TRUST RECORDS MANAGEMENT STRATEGY. Report to the Trust Board 22 September 2015. Information Governance Manager

SOMERSET PARTNERSHIP NHS FOUNDATION TRUST RECORDS MANAGEMENT STRATEGY. Report to the Trust Board 22 September 2015. Information Governance Manager SOMERSET PARTNERSHIP NHS FOUNDATION TRUST RECORDS MANAGEMENT STRATEGY Report to the Trust Board 22 September 2015 Sponsoring Director: Author: Purpose of the report: Key Issues and Recommendations: Director

More information

Best Practice Policy

Best Practice Policy Best Practice Policy Reference No: P_CIG_06 Version: Version 3 Ratified by: LCHS Trust Board Date ratified: 29 th July 2014 Name of originator/author: Name of responsible committee/individual: Deputy Chief

More information

Practical tips for managing e mail

Practical tips for managing e mail E MAIL MANAGEMENT E mail messages both sent and received that provide evidence of a government transaction are considered public records. Agencies and locality Records Officers must ensure that e mail

More information

OFFICIAL. NCC Records Management and Disposal Policy

OFFICIAL. NCC Records Management and Disposal Policy NCC Records Management and Disposal Policy Issue No: V1.0 Reference: NCC/IG4 Date of Origin: 12/11/2013 Date of this Issue: 14/01/2014 1 P a g e DOCUMENT TITLE NCC Records Management and Disposal Policy

More information

CARE RECORDS MANAGEMENT POLICY

CARE RECORDS MANAGEMENT POLICY CARE RECORDS MANAGEMENT POLICY POLICY NUMBER & CATEGORY C 12 Clinical VERSION NUMBER & DATE 3 August 2009 RATIFYING COMMITTEE Clinical Governance Committee DATE RATIFIED 1 September 2009 NEXT REVIEW DATE

More information

Although the Ministry is just one component of the wider NSW Health system it plays a key role in:

Although the Ministry is just one component of the wider NSW Health system it plays a key role in: Position Description Position details Position Title Position No Patient Administration Officer, Emergency Award Classification Administration Officer, Level 2 Department LHD Location Reports To Nurse

More information

IMS-ST-1.04 Document and Record Management. Prepared By: Jacqueline Raynes Print Date: 20/08/13 Version No: V01 Reviewed By: Jeff Innes

IMS-ST-1.04 Document and Record Management. Prepared By: Jacqueline Raynes Print Date: 20/08/13 Version No: V01 Reviewed By: Jeff Innes Integrated Management Standard 1.04 Document and Record Management Contents 1 Purpose... 2 2 Scope... 2 3 Standard... 2 3.1 OTML Documentation Overview... 2 3.2 Integrated Management System Documentation...

More information

Regulatory Compliance Policy No. COMP-RCC 4.17 Title:

Regulatory Compliance Policy No. COMP-RCC 4.17 Title: I. SCOPE: Regulatory Compliance Policy No. COMP-RCC 4.17 Page: 1 of 6 This Policy applies to (1) Tenet Healthcare Corporation and its wholly owned subsidiaries and affiliates (each, an Affiliate ); (2)

More information

International Council on Archives

International Council on Archives International Council on Archives Section of Records Management and Archival Professional Associations ESTABLISHING A RECORDS MANAGEMENT PROGRAM: GUIDELINES FOR PROFESSIONAL ASSOCIATIONS 2009 1 Introduction

More information

Purpose: To ensure that e-discovery Requests and Litigation Hold Notices are received, routed and responded to in a timely and thorough manner.

Purpose: To ensure that e-discovery Requests and Litigation Hold Notices are received, routed and responded to in a timely and thorough manner. No. IT 135 Effective Date: 7-1-2011 Last Revised Date: 6-23-2014 Approved By: IT Director Policy Name: E-Discovery Policy Citywide Policy _ IT Policy _ IT Procedure X Purpose: To ensure that e-discovery

More information

Policy: Accessing Legal Advice

Policy: Accessing Legal Advice Policy: Accessing Legal Advice Executive or Associate Director lead Policy author/ lead Feedback on implementation to Rosie McHugh Wendy Hedland Wendy Hedland Date of draft April 2014 Dates of consultation

More information

West Dunbartonshire Council. Follow-up data protection audit report

West Dunbartonshire Council. Follow-up data protection audit report West Dunbartonshire Council Follow-up data protection audit report Auditors: Lee Taylor (Audit Team Manager) Jonathan Kay (Engagement Lead Auditor) Data controller contacts: Michael Butler (Data Protection/Information

More information

State of Michigan Records Management Services. Frequently Asked Questions About E mail Retention

State of Michigan Records Management Services. Frequently Asked Questions About E mail Retention State of Michigan Records Management Services Frequently Asked Questions About E mail Retention It is essential that government agencies manage their electronic mail (e mail) appropriately. Like all other

More information

Safe Haven Policy. Equality & Diversity Statement:

Safe Haven Policy. Equality & Diversity Statement: Title: Safe Haven Policy Reference No: 010/IT Owner: Deputy Chief Officer Author Information Governance Lead First Issued On: November 2012 Latest Issue Date: March 2015 Operational Date: March 2015 Review

More information

Quality Management Review

Quality Management Review Quality Management Review Introduction New this year In order to maintain the integrity and currency of our annual review visits to BTEC centres, this process has undergone revision for 2015/16. This revision

More information

Table of Contents. Transmittal Letter... 1. Executive Summary... 2-3. Background... 4-5. Objectives and Approach... 6. Issues Matrix...

Table of Contents. Transmittal Letter... 1. Executive Summary... 2-3. Background... 4-5. Objectives and Approach... 6. Issues Matrix... Internal Audit Committee of Brevard County, Florida Internal Audit Review of Accounts Payable Prepared By: Internal Auditors of Brevard County September 22, 2010 Table of Contents Transmittal Letter...

More information

Telehealth / Videoconferencing: Standard Operating Procedure

Telehealth / Videoconferencing: Standard Operating Procedure Corporate Telehealth / Videoconferencing: Standard Operating Procedure Document Control Summary Status: New Version: v1.1 Date: April 2016 Author/Owner/Title: Candice Morris - Programme Manager Approved

More information

Standard Operating Procedures

Standard Operating Procedures Standard Operating Procedures 5.5.1 Electronic Data Handling History Version Date Author Reason 1.1 18 th July 2007 B Fazekas New procedure 1.2 18 th August B Fazekas Changes ratified by MAB 2007 1.3 16

More information

RECORD KEEPING PROCEDURE FOR COMMUNITY NURSING

RECORD KEEPING PROCEDURE FOR COMMUNITY NURSING RECORD KEEPING PROCEDURE FOR COMMUNITY NURSING First Issued Issue Version One Purpose of Issue/Description of Change Planned Review Date To promote safe and effective record keeping for all staff working

More information

Subcutaneous Insulin Audit Tool

Subcutaneous Insulin Audit Tool Name of organisation Audit completed by Designation Date Recommendations 1. Is there promotion of insulin as a high risk medicine in your organisation? 2. Does your organisation promote use of the word

More information

University of Louisiana System

University of Louisiana System Policy Number: M-17 University of Louisiana System Title: RECORDS RETENTION & Effective Date: OCTOBER 10, 2012 Cancellation: None Chapter: Miscellaneous Policy and Procedures Memorandum Each institution

More information

DATA PROTECTION POLICY

DATA PROTECTION POLICY MILNBANK HOUSING ASSOCIATION DATA PROTECTION POLICY LS/NOV.2011/REF.P14 1) INTRODUCTION Milnbank Housing Association recognises that the Data Protection Act 1998 is an important piece of legislation to

More information

POLICY FOR PRESERVATION / ARCHIVAL OF DOCUMENTS

POLICY FOR PRESERVATION / ARCHIVAL OF DOCUMENTS POLICY FOR PRESERVATION / ARCHIVAL OF DOCUMENTS (As approved by the board at its meeting held on 27 th October 2015) 1. Introduction Securities and Exchange Board of India (SEBI) has introduced SEBI (Listing

More information

Copyright 2016 Health and Social Care Information Centre

Copyright 2016 Health and Social Care Information Centre Document filename: Registration Authorities Operational and Process Guidance Directorate / Programme Access Control Project Access Control Document Reference Project Manager John Winter Status Final Owner

More information

MANAGEMENT OF MEDICAL GAS CYLINDERS AND MEDICAL PIPELINE SYSTEMS (MGPS) POLICY. Senior Managers Operational Group. staff)

MANAGEMENT OF MEDICAL GAS CYLINDERS AND MEDICAL PIPELINE SYSTEMS (MGPS) POLICY. Senior Managers Operational Group. staff) MANAGEMENT OF MEDICAL GAS CYLINDERS AND MEDICAL PIPELINE SYSTEMS (MGPS) POLICY Version: 3 Ratified by: Date ratified: December 2013 Title of originator/author: Title of responsible committee/group: Senior

More information

West Chester University Records Management Policy

West Chester University Records Management Policy 1. Introduction West Chester University is committed to effective records management to preserve its history, meet legal standards, optimize the use of space, minimize the cost of record retention, and

More information

Records Management and Information Lifecycle Strategy

Records Management and Information Lifecycle Strategy LINCOLNSHIRE PARTNERSHIP NHS FOUNDATION TRUST Records Management and Information Lifecycle Strategy DOCUMENT VERSION CONTROL Document Type and Title: Strategy New or Replacing: Revised/Updated Version

More information

Radiology Department. Local Procedure

Radiology Department. Local Procedure Title: Radiology Department Local Procedure Procedure for requesting imaging procedures and sending out imaging reports Reference: Rad - 001 Author: Yvonne Shanks Date ratified: TBC Ratified by: Radiology

More information

Danbury Public Schools 63 Beaver Brook Rd. Danbury, CT 06810. 2. Family Member s Name (if different from employee):

Danbury Public Schools 63 Beaver Brook Rd. Danbury, CT 06810. 2. Family Member s Name (if different from employee): 1. Employee s Name: 2. Family Member s Name (if different from employee): 3. The attached sheet describes what is meant by a serious health condition under the Family and Medical Leave Act. Does the patient

More information

Setting and Deactivating Alarm Parameters on Clinical Monitoring Devices Guidelines

Setting and Deactivating Alarm Parameters on Clinical Monitoring Devices Guidelines Setting and Deactivating Alarm Parameters on Clinical Monitoring Devices Guidelines This procedural document supersedes: CORP/RISK 7 v.2 Guidelines for Setting and Deactivating Alarm Parameters on Clinical

More information

GUIDEILINE FOR MONITORING STAFF COMPUTER USE

GUIDEILINE FOR MONITORING STAFF COMPUTER USE GUIDEILINE FOR MONITORING STAFF COMPUTER USE TRUST REF: B41/2007 APPROVED BY: Policy and Guideline Committee VERSION NUMBER: 1 DATE OF APPROVAL: 12 th November 2007 AUTHOR: DIRECTORATE: REVIEW DATE: Gareth

More information

DOCUMENT RETENTION POLICY Revised 01/2009

DOCUMENT RETENTION POLICY Revised 01/2009 DOCUMENT RETENTION POLICY Revised 01/2009 I. Purpose To ensure the most efficient and effective operation of The National Council of Jewish Women ( NCJW ), we are implementing this Document Retention Policy

More information

Information Management Policy

Information Management Policy Title Information Management Policy Document ID Director Mark Reynolds Status FINAL Owner Neil McCrirrick Version 1.0 Author Deborah Raven Version Date 26 January 2011 Information Management Policy Crown

More information

Scanning Records. Universal MH/DD/SAS 1

Scanning Records. Universal MH/DD/SAS 1 Scanning Records Universal MH/DD/SAS 1 Review scanning procedures Review the software used to scan Review the types of records to be scanned Destruction/Audit Log Information Recording Discuss Audit/Review

More information

Information Management Advice 27 Managing Email

Information Management Advice 27 Managing Email Introduction Email is a critical communication mechanism for Tasmanian Government Agencies and a fundamental tool for conducting business. Emails, like State records in other formats, should be captured

More information

Health Information Technology & Management Chapter 4 ORGANIZATION, STORAGE, AND MANAGEMENT OF HEALTH RECORDS BY : NOHA ALAGGAD

Health Information Technology & Management Chapter 4 ORGANIZATION, STORAGE, AND MANAGEMENT OF HEALTH RECORDS BY : NOHA ALAGGAD Health Information Technology & Management Chapter 4 ORGANIZATION, STORAGE, AND MANAGEMENT OF HEALTH RECORDS BY : NOHA ALAGGAD PAPER CHARTS Consist of one or more file folders containing handwritten notes,

More information

MANAGEMENT OF PERSONAL FILES POLICY

MANAGEMENT OF PERSONAL FILES POLICY MANAGEMENT OF PERSONAL FILES POLICY Executive Director lead Author/ lead Feedback on implementation to Andrew Avery (Interim Director of HR) Liz Thompson (HR Manager) Liz Thompson (HR Manager) Date of

More information

YMDDIRIEDOLAETH GIG CEREDIGION A CHANOLBARTH CYMRU CEREDIGION AND MID WALES NHS TRUST PC SECURITY POLICY

YMDDIRIEDOLAETH GIG CEREDIGION A CHANOLBARTH CYMRU CEREDIGION AND MID WALES NHS TRUST PC SECURITY POLICY YMDDIRIEDOLAETH GIG CEREDIGION A CHANOLBARTH CYMRU CEREDIGION AND MID WALES NHS TRUST PC SECURITY POLICY Author Head of IT Equality impact Low Original Date September 2003 Equality No This Revision September

More information

NHS Business Services Authority Information Governance Policy

NHS Business Services Authority Information Governance Policy NHS Business Services Authority Information Governance Policy NHS Business Services Authority Corporate Secretariat NHSBSAIGM002 Issue Sheet Document reference NHSBSAIGM002 Document location F:\CEO\IGM\Info

More information

Standard Operating Procedure. Secure Use of Memory Sticks

Standard Operating Procedure. Secure Use of Memory Sticks Standard Operating Procedure Secure Use of Memory Sticks DOCUMENT CONTROL: Version: 2.1 (Amendment) Ratified by: Finance, Infrastructure and Business Development Date ratified: 20 February 2014 Name of

More information

PARLIAMENTARY AND HEALTH SERVICE OMBUDSMAN. Email Management and Data Storage Policy. Version 1.4

PARLIAMENTARY AND HEALTH SERVICE OMBUDSMAN. Email Management and Data Storage Policy. Version 1.4 PARLIAMENTARY AND HEALTH SERVICE OMBUDSMAN Email Management and Data Storage Policy Version 1.4 Document Control Title: Reference: Original Author(s): Owner: Distribution: Reviewed by: Quality Assured

More information

Disposal Schedule for Asbestos CompensationTribunal

Disposal Schedule for Asbestos CompensationTribunal Disposal Schedule for Asbestos CompensationTribunal Disposal Authorisation No. DA2452 TABLE OF CONTENTS INTRODUCTION page 3 Archives legislation page 3 Schedule elements and arrangement page 3 Review of

More information