Why healthcare providers trust MDSS with their most sensitive records:
Secure, access-controlled storage meeting NHS Records Management Code of Practice requirements
GDPR and UK GDPR-compliant handling of patient data and clinical records
Full chain-of-custody documentation on every file movement — audit-ready at all times
Same-day retrieval for urgent clinical or administrative file requests
Scan-on-demand: patient records or clinical files emailed as digital copies within hours
Confidential shredding with certificate of destruction for end-of-retention disposal
Retention schedule management aligned to NHS and sector-specific guidance
Secure storage for GP records, patient files, referral letters, and administrative documents
Suitable for NHS trusts, GP practices, dental surgeries, care homes, and private healthcare providers
Dedicated account manager with experience supporting healthcare sector compliance requirements
Records Management Built for Healthcare Providers
Healthcare organisations manage some of the most sensitive personal data in existence. Patient records, clinical notes, referral letters, prescription histories, and administrative files all carry significant legal and ethical obligations — under UK GDPR, the NHS Records Management Code of Practice, and CQC registration requirements.
The volume of physical documentation generated by even a small healthcare provider is substantial, and the obligation to retain, secure, and ultimately destroy those records correctly rests with the organisation. MDSS provides healthcare providers across the UK with a fully managed off-site document storage service designed around those specific obligations.
NHS and CQC-Aligned Records Management
The NHS Records Management Code of Practice sets out detailed retention periods for different clinical and administrative record types — from GP records retained for ten years after the patient’s last contact, to children’s records kept until the patient’s 25th birthday, to maternity records retained for 25 years. Getting those retention periods wrong — either disposing of records too early or retaining them beyond the required period — carries compliance risk.
Our team can work with healthcare clients to implement retention schedules that reflect current NHS guidance, flagging records approaching end of retention and managing destruction compliantly with a certificate of destruction issued for each job.
Confidential Handling of Patient Data
Patient data requires the highest standard of confidentiality. Access to stored records is restricted to authorised personnel only, with every access request logged and auditable. Our facilities operate under strict physical security controls — access-controlled entry, CCTV monitoring, and fire protection. Documents are never left unsecured at any stage of collection, storage, or retrieval.
We operate under a Data Processing Agreement as required by UK GDPR, and can provide the necessary documentation for your CQC compliance file and information governance framework.
Fast Retrieval for Clinical and Administrative Needs
When a patient record is needed — whether for a clinical review, a complaint investigation, a subject access request, or a coroner’s enquiry — speed matters. Our same-day retrieval service delivers files directly to your premises for urgent requests. For administrative references, scan-on-demand provides a digital copy within hours without physical file movement.
We work with GP practices, NHS trusts, private hospitals, dental practices, care homes, and community healthcare providers across the UK. Contact us to discuss your current records management arrangement and we will advise on how our service can support your compliance requirements.
Our Healthcare services
Document Storage
Free up your office space and protect your business records with our secure, fully managed off-site document storage — GDPR-compliant and accessible whenever you need it.
Ultra-secure facility
Full CCTV coverage
Fire-proof & climate-controlled
Barcode-indexed inventory
Flexible retrieval options
Document Scanning
Convert your paper records into secure, searchable digital files — reducing your physical archive and giving your team instant access to the documents they need.
High resolution scanning
Smart indexing & metadata capture
Ability to scan up to size A0
Integration into client systems
Flexible pricing models
Document Shredding
Dispose of sensitive business records safely and compliantly. Our confidential shredding service provides certified destruction — with a full audit trail and certificate of destruction as standard.
Certified destruction
Absolute irrecoverability
Compliant with industry standards
Chain of custody
Secure collection & transport
Frequently Asked Questions
Retention periods vary by record type under the NHS Records Management Code of Practice. GP records should generally be retained for ten years after the patient’s last contact. Children’s records must be kept until the patient’s 25th birthday. Maternity records have a 25-year retention requirement. Mental health records are retained for 20 years after treatment or eight years after the patient’s death. We can help you implement and manage a retention schedule aligned to current NHS guidance.
Yes. We work with NHS trusts, GP practices, community healthcare providers, and CQC-registered organisations. Our processes support NHS Records Management Code of Practice requirements, and we provide the documentation — including a Data Processing Agreement and chain-of-custody records — needed for information governance and CQC compliance files.
Patient records are stored in access-controlled, CCTV-monitored facilities. Access is restricted to authorised personnel and every interaction with your files is logged. We operate as a data processor under UK GDPR, provide a Data Processing Agreement, and maintain chain-of-custody records throughout the storage and retrieval process. Confidential destruction is carried out at end of retention with a certificate of destruction issued.
Yes. We work with healthcare clients to implement and manage retention schedules aligned to NHS and sector-specific guidance. We monitor retention periods for stored documents, alert you when records are approaching end of retention, and manage destruction on your instruction — issuing a certificate of destruction for your compliance records.
Yes. Our service scales from small single-site GP practices and dental surgeries through to multi-site NHS trusts. The compliance requirements are the same regardless of organisation size, and our service is designed to meet them at any volume.
Yes. Our bulk scanning service converts physical patient records and clinical files into searchable digital documents. Scan-on-demand provides digital access to individual stored files within hours. Both services are operated under GDPR-compliant processes with a full audit trail.
We notify you when records approach end of retention. On your instruction, we carry out confidential shredding and issue a certificate of destruction. For NHS and CQC organisations, this provides the documented evidence of compliant disposal required by your information governance framework.
