Guidance

Call and recall record retention schedule

Updated 27 September 2024

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This publication is available at https://www.gov.uk/government/publications/cervical-screening-call-and-recall-administration-best-practice/record-retention-schedule

The following guidance lists call and recall data types along with their:

  • retention start date
  • retention period
  • reason for retention

Prior notification lists (if no notification of ceasing)

Any paper lists from GP practice regarding invitations to be sent

Retention start date: from date of receipt
Retention period: 3 months
Reason held: to resolve any potential queries

Details of any cases rejected back to practice (exception list)

Retention start date: from date of notification
Retention period: 3 months
Reason held: to resolve and potential queries

Invitations

Details of invitation letters being sent

Retention start date: from date of despatch
Retention period: 3 months
Reason held: to resolve any potential queries

Correspondence resulting in individuals being removed from the screening programme

Note that this includes prior notification lists (PNLs).

Ceasing requests and supporting documentation

Retention start date: from date of receipt
Retention period: until upper eligible age of screening reached plus 20 years
Reason held: possible use of information in future legal proceedings

Lists of results received

Retention start date: from date of receipt of electronic file
Retention period: 3 months
Reason held: to resolve any potential queries

Data regarding records that required manual input

Retention start date: from date of receipt of electronic file
Retention period: 12 months
Reason held: to resolve any potential queries

Details of exceptions returned to laboratory

Retention start date: from date of receipt of electronic file
Retention period: 12 months
Reason held: to enable audit to ensure all records are updated

Letter print audit

Confirmation from print provider of receipt, production and despatch of screening notifications

Retention start date: from date of printing
Retention period: 12 months
Reason held: to ensure all data sent in line with national timescales

Colposcopy discharge notifications

Notification of discharge from colposcopy

Retention start date: from date of receipt
Retention period: 6 years
Reason held: authorisation for amendment of test due date

Documents requiring manual input

Any screening data received that required manual intervention to the database (such as non-responder data or HMR101 reports)

Retention start date: from date of manual input
Retention period: 12 months
Reason held: to resolve any potential queries

Cervical screening disclaimer letters

Disclaimer letter to cease patients from the system/from recall for cervical screening

Retention start date: from date of receipt
Retention period: until upper eligible age range reached plus 20 years
Reason held: possible use of information in future legal proceedings

Cervical screening deferral notifications

Deferral notification to screening delaying recall

Retention start date: from date of receipt of notification
Retention period: 2 years
Reason held: to provide evidence to support delaying recall

Invasive cancer audit data (Cancer Research UK)

Report to assist in the audit of cervical cancer cases

Retention start date: from date of production of the report
Retention period: 6 months
Reason held: to resolve any potential queries

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