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Digitisation of Paper Medical Records

Privacy Notice

The NHS Long Term plan published in 2019 requires the digitisation of all primary care paper medical records, commonly known as ‘Lloyd George’ records or ‘A4 medical records’

Having paper based medical records restricts the use of technology to provide ‘joined up’ services and therefore the current paper records will be transferred to a digital format and then destroyed. 

This will involve the current patient paper medical records being scanned and then loaded directly into a patient’s electronic medical record. This work will be completed by Iron Mountain Uk plc whose security standards have been reviewed by NHS England and Coventry and Warwickshire CCG. 

We are required by Data Protection law to provide you with the following information about how we handle your information.

Data Controller contact details


Alcester Health Centre

Fields Park Drive


B49 6QR

Data Protection Officer contact details


Adele Moorhouse 

Purpose of the processing


Transferring the current paper medical records into patients’ electronic medical records. 


Lawful basis for processing


The following provisions of the General Data Protection Regulation permit us to digitise existing paper medical records: 


Article 6(1)(e) – ‘processing is necessary…in the exercise of official authority vested in the controller...’’


Article 9(2)(h) – ‘processing is necessary for the purpose of preventative…medicine…the provision of health or social care or treatment or the management of health or social care systems and services...’

Recipient or categories of recipients  of the processed data


The paper patient records will be shared with Iron Mountain UK plc, who will scan and digitise the current paper medical records before destroying them. 
Right to access and correct

You have the right to access your medical record and have any errors or mistakes corrected. Please speak to a member of staff or look at our ‘subject access request’ policy on the practice website 


Retention period


GP medical records will be kept in line with the law and national guidance. Information on how long records can be kept can be found at: https://digital.nhs.uk/article/1202/Records-Management-Code-of-Practice-for-Health-and-Social-Care-2016 or speak to the practice.



The practice holds medical records to provide medical treatment and advice and patients have a relationship with a GP in order for them to be provide health and care service to you. We therefore do not require your consent to transfer these papers records to an electronic format. 

If you have any questions about this project, please contact the practice manager.