Skip to content

Adult social care and health retention schedule

Version 7, adopted February 2022, expires end February 2023.


Comprising: Adult Care (AC) and Public Health (PH). A pdf version of this retention schedule, including full version history, is held in the EDRM Retention Schedules folder.

See an explanation of the 6+ Rule and all other standard disposition codes.

Carers

AC 3.1.1: Administering provision of monitoring and support for carers

Disposition: CASE+25 (closure point: end of carer activity).

Example(s):

  • carer reviews
  • assessment of carer suitability
  • background information on a carer and their history

Rationale: Business requirement.

AC 3.1.2: Administering the carer service

Disposition: 6+

Example(s):

  • records of decisions relating to provision of care through agency staff

Rationale: business requirement.

AC 3.1.3: Ascertaining a carer's capacity to drive a vehicle

Disposition: D<1 (check annually and destroy previous record).

Example(s):

  • details from driving licence

Rationale: business requirement.

AC 3.1.4: Provision of financial support to carers

Disposition: 6+

Example(s):

  • summary details of support provided

Rationale: Accounts and Audit Regulations 1974; Limitations Act 1980.

Residential homes

AC 3.2.1: Administrative operation of residential homes

Disposition: ACTION+25

Example(s):

  • records of the home's activities, for example diary, roster sheets

Rationale: business need.

AC 3.2.2: Provision of catering services at residential homes

Disposition: D<1 (destroy after 1 year).

Example(s):

  • Menus

Rationale: business need.

AC 3.2.3: Licensing of residential homes to operate

Disposition: PERM.

Example(s):

  • licensing register

Rationale: business requirement.

Supporting adults

AC 3.3.1: Provision of assessment and individual support or services for adults

Disposition: CASE+6 (closure point: most recent contact with individual).

Example(s): case files for

  • day service provision
  • learning disability
  • physical disabilities
  • sensory disability
  • Blue Badge scheme
  • rehabilitation and discharge
  • communication support
  • drug and alcohol misuse
  • occupational therapy
  • home care

Rationale: common practice.

Before destroying any case file, cross-check against records of looked-after children, and retain if matching child record is held. This instruction applies for the duration of IICSA.

AC 3.3.2: Provision of non-individual related support and guidance to older adults

Disposition: 6+

Example(s): none given.

Rationale: common practice.

AC 3.3.3: Undertaking of assessment and analysis of the Adult Care market situation

Disposition: 6+

Example(s): none given.

Rationale: common practice.

AC 3.3.4: Undertaking of demographic and related research to support Adult Care services

Disposition: 6+

Example(s): none given.

Rationale: common practice.

Mental health

AC 3.4.1: Provision of assessment and individual support for adults with mental illness

Do not destroy until IICSA has given permission. Thereafter: CASE+6 (closure point: most recent contact with individual).

Example(s):

  • mental health case files

Rationale: common practice / The Mental Health Act 1983.

Before destroying any case file, cross-check against records of looked-after children, and retain if matching child record is held. This instruction applies for the duration of IICSA.

Public health (core functions)

PH 1.01: reducing health inequalities

Disposition: 6+

Example(s):

  • health equity audits

Rationale: Health and Social Care Act 2012, S18.

PH 1.02: reporting on the public health of the area in the form of annual reports, policies and subsequent procedures

Disposition: PERM

Example(s):

  • public health annual report
  • strategic meeting minutes

Rationale: Health and Social Care Act 2012, S31.5-6; National Health Act 2006, S73B.

PH 1.03: delivering public health services and working with partners

Disposition: 6+

Example(s):

  • operational meeting minutes

Rationale: business requirement.

PH 1.04: working with public health partners

Disposition: 6+

Example(s):

  • public health locality meetings

Rationale: business requirement.

Health improvement

PH 2.01: developing and delivering a public health initiative

Disposition: 6+

Example(s): none given

Rationale: business requirement.

PH 2.02: promoting improved public health

Disposition: 6+

Example(s):

  • Heart of Derbyshire

Rationale: Health and Social Care Act 2012, S18.

PH 2.03: developing public health advice

Disposition: 6+

Example(s): none given

Rationale: Health and Social Care Act 2012, S18

Public health directly delivered services

PH 3.01: assessing and providing wellbeing support or public health and prevention services for clients and local communities

Disposition: CASE+6 (closure point: most recent contact with individual)

Example(s): client records from the following:

  • stop smoking clinics
  • benefit claimant support
  • work-related support for people with disabilities
  • Time Swap scheme
  • local area co-ordinators
  • school crossing patrol site information

Rationale: business requirement

Health protection

PH 4.01: planning against public health related risks and hazards

Disposition: PERM

Example(s):

  • emergency preparedness procedures

Rationale: Health and Social Care Act 2012, S18.

PH 4.02: responding to public health related incidents

Disposition: CASE+6 (closure point: conclusion of incident).

Example(s):

  • incident response

Rationale: Health and Social Care Act 2012, S18.

Health care public health

PH 5.01: providing public health advice to, and supporting, health commissioning bodies

Disposition: 6+

Example(s): none given

Rationale: Health and Social Care Act 2012, S18.

PH 5.02: monitoring and evaluating public health needs of the population and services

Disposition: 6+

Example(s):

  • health needs assessments

Rationale: Health and Social Care Act 2012, S18.

PH 5.03: Supporting the population’s sexual health and wellbeing, healthy pregnancy, birth, and early years, healthy living and working for adults from 18-65 years old, ageing well for people from 65 years and over

Disposition: 6+

Example(s): none given

Rationale: Health and Social Care Act 2012, SN06844.

Commissioning

PH 6.01: number not used

Formerly referred to: procurement of public health services (see PROC 2.02 / PROC 2.03 in the finance retention schedule).

PH 6.02: Managing performance and budget across commissioned services

Disposition: TERMS+6

Example(s):

  • performance reports
  • minutes of meetings, variation forms

Rationale: business requirement.

Public health intelligence

PH 7.01: Gathering evidence to support the exercise of public health functions

Disposition: 6+

Example(s):

  • evidence searches and reviews

Rationale: business requirement.

PH 7.02: Obtaining, processing and analysing national record level datasets for health and social care purposes

Disposition: D<1 (destroy upon expiry of NHS digital data sharing contract)

Example(s):

  • mortality rates

Rationale: Health and Social Care Act 2012, S261(1).

PH 7.03: Monitoring and evaluating public health needs of the population and services

Disposition: 6+

Example(s):

  • health needs assessments

Rationale: Health and Social Care Act 2012, S18.

PH 7.04: Contributing to the joint strategic needs assessment for the area

Disposition: 6+

Example(s):

  • JSNA Board reports, statistics and minutes

Rationale: Health and Social Care Act 2012, S18