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How long to keep client records?

Is anyone sure about this? We no longer provide mental health advocacy under contract, and the new contract holders don't want our files. Anyone know how long we have to keep the files for?


(We think it's 6 years :( This does seem unfair - storage costs money and I know that most govt departments have severe difficulties in retrieving any of MY records if I ask!)
I was a board guide here for many years, but have now resigned. Amicably, but I think it reflects very poorly on MSE that I have not even received an acknowledgement of my resignation! Poor show, MSE.

This signature was changed on 6.4.22. This is an experiment to see if anyone from MSE picks up on this comment.

Comments

  • Errata
    Errata Posts: 38,230 Forumite
    First Post Combo Breaker
    Is the advocacy service a registered charity? If so, what is in the details about what will be done with all the office etc gubbins when the charity is closed?
    .................:)....I'm smiling because I have no idea what's going on ...:)
  • jobbingmusician
    jobbingmusician Posts: 20,343 Forumite
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    It's PART of a registered charity. And the charity isn't closing, it's just the contracted service which is closing. We are actually starting a new service, but it will be run with volunteers, so we will still have an office - a much smaller one where we don't have space for client records stretching back into infinity......
    I was a board guide here for many years, but have now resigned. Amicably, but I think it reflects very poorly on MSE that I have not even received an acknowledgement of my resignation! Poor show, MSE.

    This signature was changed on 6.4.22. This is an experiment to see if anyone from MSE picks up on this comment.
  • Errata
    Errata Posts: 38,230 Forumite
    First Post Combo Breaker
    In that case ask the CEO/trustees/management committee to resolve the storage problem. It's called team work ;)
    .................:)....I'm smiling because I have no idea what's going on ...:)
  • jobbingmusician
    jobbingmusician Posts: 20,343 Forumite
    Name Dropper First Post First Anniversary Intrepid Forum Explorer
    Ha ha, yes it is team work when the CEO (me!) dons jeans and spends the day shifting stuff. CEO and chief bottle washer.

    In the end we managed to shoe horn an extra cabinet into our new tiny office. I would still like to know what the rules are for keeping files, though :D
    I was a board guide here for many years, but have now resigned. Amicably, but I think it reflects very poorly on MSE that I have not even received an acknowledgement of my resignation! Poor show, MSE.

    This signature was changed on 6.4.22. This is an experiment to see if anyone from MSE picks up on this comment.
  • Errata
    Errata Posts: 38,230 Forumite
    First Post Combo Breaker
    I wondered if that was going to be the case:D
    I would guess the retention period would be six or seven years, but the Charity Commission and your local CVS should have accurate info. and also Savvy Sue if she spots your post.
    .................:)....I'm smiling because I have no idea what's going on ...:)
  • Savvy_Sue
    Savvy_Sue Posts: 46,021 Forumite
    Name Dropper First Post First Anniversary
    Errata wrote: »
    I wondered if that was going to be the case:D
    I would guess the retention period would be six or seven years, but the Charity Commission and your local CVS should have accurate info. and also Savvy Sue if she spots your post.
    :rotfl: Sorry, not for sure.

    If the clients are all adults, it's likely to be a shorter period of time than if they're children.

    I just asked DH and he said "as long as they're needed".

    We've been going for 20 years and I think we still have some original records in the loft at work ... we shuffle the finance records and cull them after seven years, but just add to the client boxes, AFAIK.
    Signature removed for peace of mind
  • Errata
    Errata Posts: 38,230 Forumite
    First Post Combo Breaker
    This is one of those conundrums that are a tangle of rules, regs, health and charity law.
    Just had a gambol around the net and discovered the following, and as your records are about the client's health this may apply or not!
    However, as you've now found extra archive space at least that gives you a breather to discover the definitive answer to 'how long'.
    Medical records and details of biological
    tests under the control of Lead at Work
    Regulations
    Forty years from the date of the last
    entry
    .................:)....I'm smiling because I have no idea what's going on ...:)
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