Medicines information or advice records in hospital pharmacy

Unique record

Yes, this is likely to be the only record.

Reason for keeping

Keep for reference and audit purposes.

Minimum period

Retain for 8 years (25 years for child, obstetrics and mental health enquiries)

Comment

Recommendations apply to previous paper based enquiry forms. Electronic enquiry database (MiDatabank) should be kept permanently.

Provenance

All relevant records must be managed in line with RMCoP.

Unique record

No, there is likely to be more than one copy.

Reason for keeping

Keep for reference.

Minimum period

Retain for 6 years after the last distribution.

Provenance

All relevant records must be managed in line with RMCoP.

Unique record

Yes, this is likely to be the only record.

Reason for keeping

Keep for reference.

Minimum period

Retain for 6 years after the last use.

Provenance

All relevant records must be managed in line with RMCoP.

Unique record

Yes, this is likely to be the only record.

Reason for keeping

Keep for reference.

Minimum period

Retain for 1 year.

Comment

Keep to allow any trends to be tracked. Can also be used as a basis for “peer discussion” for revalidation.

Provenance

This is a best practice recommendation.

Unique record

Yes, this is likely to be the only record.

Reason for keeping

Keep for reference.

Minimum period

Retain for 5 years or 2 audit cycles, whichever is longer.

Comment

Keep to ensure the previous two audit reports are available to inform any recommendations of a current audit.

Provenance

• This is a best practice recommendation.
• All relevant records must be managed in line with RMCoP.

Unique record

Yes, this is likely to be the only record.

Reason for keeping

Keep for reference and audit purposes.

Minimum period

Retain for 8 years (25 years for child, obstetrics and mental health enquiries).

Provenance

All relevant records must be managed in line with RMCoP.