{"product_id":"care-home-record-management-uk-gdpr-archival-sop-template-enterprise-uk-edition","title":"Care Home Record Management \u0026 UK GDPR Archival SOP Template | Enterprise UK Edition","description":"\u003cdiv class=\"sopstream-product-description\"\u003e\n  \u003ch2\u003eEnterprise Care Home Record Management, Retention Scheduling \u0026amp; Information Governance SOP\u003c\/h2\u003e\n  \u003cp\u003eStandardize care documentation, enforce statutory retention schedules, secure physical\/digital care archives, and manage Subject Access Requests (SARs) flawlessly across your residential or nursing care facility with this enterprise-grade Standard Operating Procedure (SOP). Specifically engineered for UK care home operators to satisfy \u003cstrong\u003eCQC Regulation 17 (Good Governance)\u003c\/strong\u003e, \u003cstrong\u003eUK GDPR Article 9 Special Category Data Rules\u003c\/strong\u003e, the \u003cstrong\u003eData Protection Act 2018\u003c\/strong\u003e, and the \u003cstrong\u003eNHS Records Management Code of Practice 2021\u003c\/strong\u003e.\u003c\/p\u003e\n\n  \u003chr\u003e\n\n  \u003ch3\u003eKey Regulatory \u0026amp; Information Governance Highlights\u003c\/h3\u003e\n  \u003cul\u003e\n    \u003cli\u003e\n\u003cstrong\u003eCQC Single Assessment Framework \u0026amp; Reg 17 Evidence:\u003c\/strong\u003e Guarantees accurate, complete, legibly signed, and contemporaneous record-keeping across all care wings.\u003c\/li\u003e\n    \u003cli\u003e\n\u003cstrong\u003eStatutory Retention \u0026amp; Disposal Schedules:\u003c\/strong\u003e Standardizes holding periods (8 years post-discharge\/death for adult care files; 6 years for HR files; 30 years for clinical records).\u003c\/li\u003e\n    \u003cli\u003e\n\u003cstrong\u003eSubject Access Request (SAR) Workflow:\u003c\/strong\u003e Includes step-by-step procedures, identity verification checks, redaction guidelines, and 30-day statutory SLA tracking.\u003c\/li\u003e\n    \u003cli\u003e\n\u003cstrong\u003ePhysical \u0026amp; Digital Vault Security:\u003c\/strong\u003e Enforces DIN 66399 Level P-4 cross-shredding for physical files and AES-256 cloud encryption for digital eCMS archives.\u003c\/li\u003e\n    \u003cli\u003e\n\u003cstrong\u003e72-Hour Data Breach Incident Response:\u003c\/strong\u003e Integrated protocol for reporting loss, theft, or cyber exposure of resident personal data to the ICO and CQC.\u003c\/li\u003e\n  \u003c\/ul\u003e\n\n  \u003chr\u003e\n\n  \u003ch3\u003eWhat's Included in the Download Package?\u003c\/h3\u003e\n  \u003cp\u003eDelivered as an editable Microsoft Word (\u003ccode\u003e.docx\u003c\/code\u003e) document formatted with Executive Midnight Navy styling and standalone control templates:\u003c\/p\u003e\n  \u003cul\u003e\n    \u003cli\u003e\n\u003cstrong\u003eAppendix A:\u003c\/strong\u003e Master Care Home Record Register Template\u003c\/li\u003e\n    \u003cli\u003e\n\u003cstrong\u003eAppendix B:\u003c\/strong\u003e Care Home Record Retention \u0026amp; Disposal Schedule\u003c\/li\u003e\n    \u003cli\u003e\n\u003cstrong\u003eAppendix C:\u003c\/strong\u003e Subject Access Request (SAR) \u0026amp; Data Access Log\u003c\/li\u003e\n    \u003cli\u003e\n\u003cstrong\u003eAppendix D:\u003c\/strong\u003e Record Storage \u0026amp; Data Protection Inspection Checklist\u003c\/li\u003e\n    \u003cli\u003e\n\u003cstrong\u003eAppendix E:\u003c\/strong\u003e Record Governance Non-Conformance \u0026amp; CAPA Tracker\u003c\/li\u003e\n    \u003cli\u003e\n\u003cstrong\u003eAppendix F:\u003c\/strong\u003e Annual Care Information Governance Review Form\u003c\/li\u003e\n    \u003cli\u003e\n\u003cstrong\u003eAppendix G:\u003c\/strong\u003e Internal Care Home Record Management Audit Checklist\u003c\/li\u003e\n  \u003c\/ul\u003e\n\n  \u003chr\u003e\n\n  \u003ch3\u003eVisual Operational Status Badges Included\u003c\/h3\u003e\n  \u003ctable style=\"width: 100%; border-collapse: collapse; margin-top: 10px;\"\u003e\n    \u003cthead\u003e\n      \u003ctr style=\"background-color: #0F172A; color: #FFFFFF;\"\u003e\n        \u003cth style=\"padding: 8px; border: 1px solid #CBD5E1;\"\u003eStatus Tier\u003c\/th\u003e\n        \u003cth style=\"padding: 8px; border: 1px solid #CBD5E1;\"\u003eVisual Badge\u003c\/th\u003e\n        \u003cth style=\"padding: 8px; border: 1px solid #CBD5E1;\"\u003eRecord Protocol\u003c\/th\u003e\n      \u003c\/tr\u003e\n    \u003c\/thead\u003e\n    \u003ctbody\u003e\n      \u003ctr\u003e\n        \u003ctd style=\"padding: 8px; border: 1px solid #E2E8F0;\"\u003e\u003cstrong\u003eTier 1\u003c\/strong\u003e\u003c\/td\u003e\n        \u003ctd style=\"padding: 8px; border: 1px solid #E2E8F0; text-align: center;\"\u003e\u003cspan style=\"background-color: #DCFCE7; color: #15803D; padding: 3px 8px; font-weight: bold; border: 1px solid #22C55E;\"\u003e[ RECORD SECURED ]\u003c\/span\u003e\u003c\/td\u003e\n        \u003ctd style=\"padding: 8px; border: 1px solid #E2E8F0;\"\u003eContemporaneous, audited care log; stored in locked cabinet \/ AES-256 cloud.\u003c\/td\u003e\n      \u003c\/tr\u003e\n      \u003ctr\u003e\n        \u003ctd style=\"padding: 8px; border: 1px solid #E2E8F0;\"\u003e\u003cstrong\u003eTier 2\u003c\/strong\u003e\u003c\/td\u003e\n        \u003ctd style=\"padding: 8px; border: 1px solid #E2E8F0; text-align: center;\"\u003e\u003cspan style=\"background-color: #F0F9FF; color: #0369A1; padding: 3px 8px; font-weight: bold; border: 1px solid #0284C7;\"\u003e[ RETENTION REVIEW DUE ]\u003c\/span\u003e\u003c\/td\u003e\n        \u003ctd style=\"padding: 8px; border: 1px solid #E2E8F0;\"\u003eResident discharged\/deceased or statutory holding period expiring within 30 days.\u003c\/td\u003e\n      \u003c\/tr\u003e\n      \u003ctr\u003e\n        \u003ctd style=\"padding: 8px; border: 1px solid #E2E8F0;\"\u003e\u003cstrong\u003eTier 3\u003c\/strong\u003e\u003c\/td\u003e\n        \u003ctd style=\"padding: 8px; border: 1px solid #E2E8F0; text-align: center;\"\u003e\u003cspan style=\"background-color: #FEF3C7; color: #B45309; padding: 3px 8px; font-weight: bold; border: 1px solid #F59E0B;\"\u003e[ ARCHIVAL HOLD ]\u003c\/span\u003e\u003c\/td\u003e\n        \u003ctd style=\"padding: 8px; border: 1px solid #E2E8F0;\"\u003eSubject Access Request (SAR) or legal inquiry active; destruction barred under DPO.\u003c\/td\u003e\n      \u003c\/tr\u003e\n      \u003ctr\u003e\n        \u003ctd style=\"padding: 8px; border: 1px solid #E2E8F0;\"\u003e\u003cstrong\u003eTier 4\u003c\/strong\u003e\u003c\/td\u003e\n        \u003ctd style=\"padding: 8px; border: 1px solid #FEE2E2; text-align: center;\"\u003e\u003cspan style=\"background-color: #FEE2E2; color: #B91C1C; padding: 3px 8px; font-weight: bold; border: 1px solid #EF4444;\"\u003e[ PRIVACY \/ BREACH HOLD ]\u003c\/span\u003e\u003c\/td\u003e\n        \u003ctd style=\"padding: 8px; border: 1px solid #E2E8F0;\"\u003eUnsecured physical notes or breach detected; immediate containment \u0026amp; 72-hr ICO triage.\u003c\/td\u003e\n      \u003c\/tr\u003e\n    \u003c\/tbody\u003e\n  \u003c\/table\u003e\n\n  \u003chr\u003e\n\n  \u003ch3\u003eDocument Technical Specifications\u003c\/h3\u003e\n  \u003cul\u003e\n    \u003cli\u003e\n\u003cstrong\u003eDocument Code:\u003c\/strong\u003e \u003ccode\u003eSOP-CARE-REC-DIR-2026-007\u003c\/code\u003e\n\u003c\/li\u003e\n    \u003cli\u003e\n\u003cstrong\u003eFormat:\u003c\/strong\u003e Microsoft Word (.docx) — Fully Editable\u003c\/li\u003e\n    \u003cli\u003e\n\u003cstrong\u003eJurisdiction:\u003c\/strong\u003e United Kingdom (CQC Regulated Social Care — England \u0026amp; Wales)\u003c\/li\u003e\n    \u003cli\u003e\n\u003cstrong\u003eTarget Audience:\u003c\/strong\u003e Registered Providers, Registered Managers, Data Protection Officers (DPOs), Information Governance Leads, and Care Home Administrators.\u003c\/li\u003e\n  \u003c\/ul\u003e\n\u003c\/div\u003e","brand":"SOPStream","offers":[{"title":"Default Title","offer_id":58211885252940,"sku":null,"price":49.99,"currency_code":"GBP","in_stock":true}],"thumbnail_url":"\/\/cdn.shopify.com\/s\/files\/1\/1068\/2997\/1788\/files\/24cb394d-daef-4d47-8af9-052ecbe55ebb.png?v=1784993475","url":"https:\/\/sopstream.co.uk\/products\/care-home-record-management-uk-gdpr-archival-sop-template-enterprise-uk-edition","provider":"SOPStream LTD","version":"1.0","type":"link"}