Standards › Standard 1 › Policies
Policy · REC-POL-001 · Version 1.0 · Approved by the ASF Expert Committee
Supports: 1.11
1. Purpose
To create, keep, protect and dispose of records so that care can be traced and patient privacy is kept [E-006, EC].
2. Scope
All clinical and administrative records, paper and electronic, at the facility.
3. Responsibilities
| Role | Responsibility |
|---|---|
| quality lead | Owns the retention schedule and runs the records audit. |
| data protection lead | Controls access and disclosure. |
4. Procedure
- Make the mandatory record list (REC-FRM-001) part of every patient record [EC].
- Keep records for the period set by the facility’s records policy years from the last contact, unless the law requires longer [EC].
- Give access only to staff who need it for care. Log access to electronic records [E-006].
- Dispose of records securely at the end of retention, with a record of destruction [E-006].
- Audit 10 records each quarter with REC-FRM-002 [EC].
5. Records
Retention schedule, destruction log, records audit results.
6. Evidence
| Reference | Note |
|---|---|
| E-006 | ASF Policy Framework v1.2. |
| E-009 | ASF Expert Committee consensus. National retention periods are set by local law. |
7. Change history
| Version | Date | What changed | Approval |
|---|---|---|---|
| 1.0 | — | First approved version | Approved by the ASF Expert Committee |
E-learning for this document
- Incident Reporting, Just Culture and Open Disclosure (T-09)
- Records, Confidentiality and Data Protection (T-11)
- Complaints Handling and Patient Feedback (T-12)
References
- Accréditation Sans Frontières (2026). ASF Policy Framework v1.2. (E-006)
- Accréditation Sans Frontières (2026). ASF Expert Committee consensus on Standard 1. (E-009)