|
Type of pharmacy record |
Unique record? |
Reason for keeping |
Recommended minimum period |
Comments |
|
|
|
|
|
|
|
Controlled Drugs |
|
|
|
|
|
CD registers (pharmacy based) |
Yes |
Legal |
Two years from date of last entry, but if contain
record of destruction, keep for seven years |
Safer management of Controlled Drugs: a guide to
good practice in secondary care (England), October
2007, |
|
CD registers (ward based) |
Yes |
Audit |
Two years from date of last entry, but if contain
record of destruction |
Revised Duthie Report (2005) recommends that person
in charge of ward should keep the register. See Note
2 |
|
CD inpatient prescriptions |
Yes |
Legal |
Two years |
Misuse of Drugs Regulations 2001 states that all CD
prescriptions should be kept for two years |
|
CD outpatient prescriptions |
Yes |
Legal |
Two years |
Misuse of Drugs Regulations 2001 states that all CD
prescriptions should be kept for two years |
|
CD order books |
No |
Legal |
Two years from date of last entry |
See Note 3 |
|
CD Ward orders or requisitions |
No |
Legal |
Two years |
Misuse of Drugs Regulations 2001 states that all CD
prescriptions should be kept for two years. Keep in
original paper form or computerised form |
|
Copy of signature for CD ward order or requisition |
Yes |
Validation |
Duration of employment |
Copy of signature of each authorised signatory
should be available in the pharmacy department.
Safer management of Controlled Drugs: a guide to
good practice in secondary care (England), October
2007 |
|
Extemporaneous CD preparation worksheets |
Yes |
GMP |
13 years |
See Note 3 |
|
External CD orders and delivery notes |
Yes |
Audit |
Two years |
See Note 3 |
|
Aseptic CD worksheets (adult) |
Yes |
GMP |
13 years |
See Note 3 |
|
Aseptic CD worksheets (paediatric) |
Yes |
GMP |
26 years |
|
|
CD clinical trials information |
Yes |
Legal |
5 years |
This may be longer for some trials |
|
CD destruction (pharmacy based) |
Yes |
Legal |
7 years |
Safer management of Controlled Drugs: a guide to
good practice in secondary care (England), October
2007. CD destruction record should be made in the CD
register |
|
Destruction of patients’ own CDs |
Yes |
Audit |
7 years |
Revised Duthie Report (2005) states that patient’s
own drugs are the property of the patient and should
only be destroyed with the patients permission |
Note 2: Once electronic Controlled
Drug registers are in common use, the Government intends
that anyone required to keep secure copes of a CD
register should retain then for up to 11 years.
(Department of Health, Safer management of CDs: Changes
to the record keeping requirements guidance for England
only. February 2008)
Note 3: Every requisition, order or
private prescription on which a CD is supplied must be
preserved by the pharmacy department for a minimum of
two years from the date on which the last delivery under
it was made. Although the mandatory period for keeping
requisitions is two years, healthcare organisations may
wish to store them for longer periods, as cases may come
to court at a much later date. Future regulations may
increase the period for the storage of records.
(Department of Health and Royal Pharmaceutical Society,
Safer management of Controlled Drugs – a guide to good
practice in secondary care. England 2007).
Source: Information taken from the
Pharmaceutical Journal 24/31 July 2010
