Information Governance Records Management Guidance Note Number 007: Health Records Policies and Procedures Polices and Procedures

011. Splitting of Voluminous Case record Folders

1. Opening Statement

When the documentation relating to a patient can no longer be securely filed in one volume, a second volume is created to hold the overflow. Some patients may require a third or fourth volume in order to keep the notes manageable.

2. Numbering

Outline your local procedure for numbering each volume.

3. Procedure for Splitting Case records

List contents of each volume.

• Culling and Retention Procedure.
• Outline your local Tracking procedure.
• Describe process for labelling closed records.

Definition of Terms & Acronyms

Reference (National/local guidelines, standards and legislation)

Links (related policies and guidance) can also include web links if applicable

Policy 007 : Medical Records Filing Systems

Policy 008: Case record Tracking / Tracering

Policy 001: Retention, Destruction and archiving of Health Records