When a medical office closes – due to retirement, relocation or business changes – it must handle patient records securely and legally. The Data Protection Act still applies with medical record shredding, follow these steps to protect patient privacy, your reputation and compliance.
Key Actions When Closing a Healthcare Practice
Notify patients in writing and via your website
- Give them the opportunity to request or transfer their records
Understand retention periods, which vary by jurisdiction
- Typically 7–10 years for adult records, longer for younger patients
Use a BS EN 15713‑compliant shredding service
- Secure chain of custody, monitored premises, vetted staff and CCTV
- You will be provided a Certificate of Destruction and offered to witness it first hand.
Archive or transfer digital records securely
- If using EMR/EHR, ensure data is backed up or transferred securely to another provider
- Maintain audit logs to comply with GDPR / Data Protection Act
Common Mistakes to Avoid
- Don’t dump paper files in the bin or recycle without first shredding
- Don’t scan then delete without secure, compliant digital storage
- Don’t destroy records until retention period ends, unless legally permitted and documented
Why BS EN 15713‑Compliant Shredding Matters
Paper shredding services are up to date with BS EN 15713 standards, Europe’s benchmark for secure data destruction. Services include:
- Secure premises, vetted personnel and sealed vehicles
- Immediate destruction or transport in locked containers
- CCTV, intruder alarms and environmental compliance
Some FAQ’s
- Who is legally responsible?
The practice owner remains responsible until records are either securely transferred or destroyed. - Can I scan then shred originals?
Only if the digital version meets GDPR compliance, is securely stored and backed up. - Is a Certificate of Destruction necessary?
Yes, this document provides proof of compliant destruction and is essential if audited.
Reach Out For Medical Record Shredding
Closing a medical practice doesn’t end your duty of care. Notification, legal retention, secure destruction and documentation are vital to ensure compliance and patient trust. A reputable, BS EN 15713-approved shredding provider can help you manage this process professionally and safely. If any of this information helped you, then get in touch with our team today. We provide our services all over Scotland, ensuring you have a safe, reliable shredding service.
