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Deletion


Patients Know Best operates as a medical record for the purposes of data retention and audit. This is because health professionals contribute to the PKB record and this record is used to support direct care for the patient. For this reason, data, under normal circumstances, will not be deleted, to ensure integrity of medicolegal audit.

Corrections & amendments

Patients Know Best allows for corrections of inaccurate data points. The inaccurate data are hidden from view within the live record. The inaccurate data are still preserved in the medicolegal audit for investigative purposes.

Retention schedule

Patients Know Best retain records for a minimum of 8 years. This period is measured from last activity. Some exceptions may be applied to retention by the Data Controller where the Records Management Code of Practice Health and Social Care 2016 stipulates a different retention schedule based on data type.

When a record has reached expiration it enters the appraisal stage, where the Data Controller is consulted to determine the outcome, typically: retain for longer, destroy or transfer.

Live system deletions

When a record has reached expiration it will be deleted from PKB providing no exception exists as defined and authorised by the Data Controller. PKB follows the guidelines set out in the Record Management Code of Practice Health and Social Care 2016 published by the Information Governance Alliance, ICO Deleting Personal Data and NHS Digital Destruction and Disposal of Sensitive Data GPG (specifically; 8.4 Data Removal from Live Systems). Verification will be performed and confirmation of successful deletion will be provided to the Data Controller.

Media reuse

When media are reused, such as a hard disk, the guidance applied is NHS Digital Destruction and Disposal of Sensitive Data GPG (specifically: 8.5 Data Removal for Media Reuse)

Decommissioning

Patients Know Best fully adheres to the guidance outlined in Section 9 - Media Destruction Techniques, NHS Digital Destruction and Disposal of Sensitive Data GPG for the purposes of hardware decommissioning.
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