Records management function

Charlotte McKnight made this Freedom of Information request to Fife NHS Board Automatic anti-spam measures are in place for this older request. Please let us know if a further response is expected or if you are having trouble responding.

The request was successful.

Charlotte McKnight

Dear Fife NHS Board,

Do you still store hard-copy medical records onsite?
- If so, how many do you store (i.e. number of patients’ records)?
- How many locations do you store them in?
- Are locations owned by the Board or leased? Please specify the status per location.
- Do you store any records offsite with a third-party provider?
If yes, when does the contract expire?
If yes, what proportion of your records do you store with them?
- How many FTEs are employed to manage the records?
- Is there an annual budget for the records management function? If so, what is it?
- Who within the organisation is the executive sponsor for records management / who has ultimate responsibility for the function?

Yours faithfully,
C

Fife foirequestfife, Fife NHS Board

Dear Sir/Madam,

As per Freedom of Information guidance from the Scottish Information Commissioner, can you please provide your full name within the email along with your request.

“All requests must name the person making the request. (Again, remember that a “person” may be a company or organisation.) If the request does not include a name, the request will not be valid and the public authority does not need to comply. It should, however, contact the person making the request (if an address for correspondence was provided) and explain that they need to provide their name for the request to be valid.”

Please note that no personal information will be released through FOI(S)A legislation, if you would like information about a specific DATIX request containing personal information, you will need to make a subject access request.

show quoted sections

Charlotte McKnight

Dear Fife foirequestfife,

Apologies full name Charlotte McKnight

Yours sincerely,

Charlotte McKnight

Fife foirequestfife, Fife NHS Board

Dear Ms McKnight,

 

FREEDOM OF INFORMATION REQUEST NHS Fife:2246.

 

Thank you for your request made on 02/08/2023 under the Freedom of
Information (Scotland) Act 2002 (FOI(S)A) for storing medical records.

 

NHS Fife has completed our search for information held in relation to your
request and can provide the following response.

 

Do you still store hard-copy medical records onsite? - Yes

If so, how many do you store (i.e. number of patients’ records)? –
approximately 380,000 records

How many locations do you store them in? - Four sites

Are locations owned by the Board or leased? Please specify the status per
location. - All owned by NHS Fife

Do you store any records offsite with a third-party provider? - No

If yes, when does the contract expire? - Not applicable

If yes, what proportion of your records do you store with them? - Not
applicable

How many FTEs are employed to manage the records? - 8.33 WTE

Is there an annual budget for the records management function? If so, what
is it?  Not applicable

Who within the organisation is the executive sponsor for records
management/who has ultimate responsibility for the function? - Divisional
Head of Health Records

 

I hope this information is helpful to you. If, however, you are unhappy
with any aspect of how we have dealt with your request you can ask us to
review the handling of your request. Please write to us specifying the
reasons you are seeking a review within 40 working days of the date of
this correspondence.

 

NHS Fife will undertake a review of our response, which will be led by a
senior staff member who is independent from the original response. If you
are not satisfied with the result of the review you then have the right to
make a formal complaint to the Office of the Scottish Information
Commissioner.

 

Kind Regards,

Kellyanne Tosh

 

The NHS Fife FOI Team

[1][NHS Fife request email]

 

 

--------------------------------------------------------------------------------------------------------------------------------------------------------
This email is intended for the named recipient only. If you have received
it by mistake,
please (i) contact the sender by email reply; (ii) delete the email from
your system; .
and (iii) do not copy the email or disclose its contents to anyone.

--------------------------------------------------------------------------------------------------------------------------------------------------------

References

Visible links
1. mailto:[NHS Fife request email]