Solutions · Health and care

Keep care records exactly as long as the Code says

Hospices, care providers, GP federations and community services keep records for decades. XeresDocs holds each one to its retention period in storage your organisation owns.

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PDF Discharge summary – March 2026.pdfCommunity services · Adult care · Record ACR-55120

Retention: 8 years after the end of care
Held until: Legal hold until lifted
Stored in: yourtrust.blob.core.windows.net/adult-care
Scanned: No threats found

What health and care need

Records that outlast systems, staff and inquiries

Retention from the Records Management Code. Set each record type's period from the NHS Records Management Code of Practice, counted from the event it names.
Holds that survive an inquiry. When an inquiry asks you to stop destroying records, a legal hold keeps them past their date until you lift it.
Locked where it matters. At the Compliance level the storage itself refuses to delete a file early, so nobody can remove it before its date.
Every upload scanned. Files are checked for malware before anybody can open them.
Access by team and by case. Staff see the services they work in, and rules can narrow that to the people named on a record.
An audit trail for your DSPT evidence. Who opened, changed or disposed of each record is kept in order and cannot be edited.

Starting structure

Retention periods your IG lead will recognise

Department	Service area	Record type	Retention
Clinical services	Adult care	Adult care record	End of care + 8 years
Clinical services	Children's care	Child's care record	To the 25th birthday
Governance	Complaints	Complaint	Closure + 10 years
Governance	Serious incidents	Incident	Closure + 20 years
People	Employee files	Employee	To the 75th birthday

Periods shown are examples drawn from the Code. Your information governance lead sets the schedule, and XeresDocs enforces it.

See your retention schedule running

We'll set up one of your services on storage in your own Microsoft or AWS account.

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