Work Area - Pharmacy

Pharmacy records are categorised in three sections for your ease, Community, Hospital and All Pharmacy disciplines.  However Pharmacists should be aware that guidance in any of these sections may be applicable to your practice.

Community Pharmacy

Ref Record Type Minimum Retention Period Relevant Legislation / Derivation Final Action
M1 Accountable Officer Records See GMGR Section J30    
M2 Extemporaneous worksheets 6 years   Destroy
M3 Patient Records      
  Patient Medication Record
Adults 6 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 8 years after death.
  Destroy
  Minor Ailments Service
Adults - 8 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 8 years after death.
  Destroy
  Documented Clinical Interventions 2 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 8 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
8 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 8 years after death.  
  Destroy
M4 Prescriptions      
  Unlicensed Medicines / ‘Specials’ dispensing record 5 years MHRA Guidance Note 14Link to an external website Destroy
  Private Prescription Book
2 years after last entry
(5 years after last entry for veterinary prescriptions)
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 2 years
Regulation 6 (3)(c)
This is a legal requirement in certain circumstances.
Destroy
  Stock requisitions (excluding controlled drugs and veterinary requisitions) 2 years
Regulation 6 (3)(c)
This is a legal requirement in certain circumstances.
Destroy


Hospital Pharmacy

Ref Record Type Minimum Retention Period Relevant 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
2 years after the financial year to which they relate
PJ Online Advice: How to Keep Proper Pharmacy Records
Destroy
  Picking tickets / ward delivery notes 3 months (for a "reasonable" period for verification of order only)
PJ Online Advice: How to Keep Proper Pharmacy Records
Destroy
  Ward / department requisition sheets & receipts 2 years
PJ Online Advice: How to Keep Proper Pharmacy Records
Destroy
  Requests made by ward pharmacists 2 years   Destroy
  Ward / Department Medicine Transfer Forms 2 years   Destroy
  Returns Dockets (wholesaler and ward / department 2 years following the financial year to which they relate   Destroy
M10 Medicines Information      
  Provision of Information to another person e.g. drug information  enquiry 8 years (enquiries relating to children, fertility, gynaecology and obstetrics should be kept for up to 25 years) PJ Online Advice: How to Keep Proper Pharmacy Records 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 2 years. Clinically significant interventions should be recorded directly on the patient's notes. PJ Online Advice: How to Keep Proper Pharmacy Records Destroy
M11 Patients’ Own Drugs      
  Consent for and destruction of POD (excluding controlled drugs) 6 months PJ Online Advice: How to Keep Proper Pharmacy Records Destroy
  Overdose / poisoning drug records
3 years where there is police involvement / coroners inquest
1 year for all others
  Destroy
M12 Prescriptions      
  Chemotherapy / Cytotoxic 2 years after last chemotherapy treatment PJ Online Advice: How to Keep Proper Pharmacy Records Destroy
 
Discharge, outpatient, skin clinic and private prescriptions, Parenteral Nutrition.
CIVAS and Specialist Medicines Prescriptions.
2 years PJ Online Advice: How to Keep Proper Pharmacy Records Destroy
  Unlicensed Medicines / Dispensing record, 5 years
For supply of unlicensed medicines Requirement of MHRA Guidance Note No.14.
PJ Online Advice: How to Keep Proper Pharmacy Records
Destroy
  Consultant authorisation letter 5 years   Destroy
  Immunoglobulin / blood products 30 years PJ Online Advice: How to Keep Proper Pharmacy Records Destroy
M13 Product Defect Forms      
  Product Recall– DHSSPS & Ward recall Records 5 years  –  No legal / statutory requirements   Destroy
M14 Quality Assurance      
  Equipment validation / calibration See GMGR Section D1   Destroy
  Environmental monitoring results 1 year after the expiry dates of products PJ Online Advice: How to Keep Proper Pharmacy Records Destroy
  Quality Control documentation, certificates of analysis 5 years or 1 year after expiry date of batch, whichever is longer. PJ Online Advice: How to Keep Proper Pharmacy Records Destroy
  Medical gas testing Records retained throughout the lifetime of the installation and 2 years after installation has been modified or retested or closure of the facility.   Destroy
M15 Records for Ambulance Bags and Resuscitation boxes 1 year after the expiry of the longest dated item PJ Online Advice: How to Keep Proper Pharmacy Records 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 1 year PJ Online Advice: How to Keep Proper Pharmacy Records 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
5 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
PJ Online Advice: How to Keep Proper Pharmacy Records Destroy


All Pharmacy Disciplines

Ref Record Type Minimum Retention Period Relevant Legislation / Derivation Final Action
M20 Controlled Drug (CD)      
  Requisitions
2 year HSC Organisations
Community Pharmacy HS21S – copy retained for 2 years.
Private requisitions - forwarded to and retained by BSO
Misuse of Drugs Regulations (Northern Ireland) 2002Link to an external website Destroy
  Bearer’s note 2 years   Destroy
  Midwife’s Supply Order 2 years Misuse of Drugs Regulations (Northern Ireland) 2002Link to an external website Destroy
 
Pharmacy Controlled Drugs Registers
2 years from the date of last entry although it is recommended that Community Pharmacies retain them for 5 years and Hospital Pharmacies retain them for 11 years. 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 5 years and Hospital Pharmacies retain them for 7 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) PJ Online Advice: How to Keep Proper Pharmacy Records Destroy
M24 Patient Group Directions (PGDs) See GMGR Section G87   Destroy
M25 Private Prescriptions 2 years (5 years for original or copy of veterinary prescriptions)   Destroy
M26 Refrigerator temperature records 5 years   Destroy
M27
Record of Medicines posted / delivered to patients
Record of patient consent for collection or delivery service
2 years from last entry Supplementary Guidance for Pharmacists in Northern Ireland on the Provision of Prescription Collection and/or Delivery Services February 2011Link to an external website Destroy
M28 Responsible Pharmacist Pharmacy record   5 years Regulation 5(4) of the Medicines (Pharmacies) (Responsible Pharmacist) Regulations 2008 (SI 2008/2789)Link to an external website Destroy
M29 Superseded standard operating procedures 15 years PJ Online Advice: How to Keep Proper Pharmacy Records Destroy

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