File Retention Rule Policy for Mosaic

 

As an organisation, it is our responsibility as a Data Controller to ensure that information created, generated or received is only kept for the duration required, in accordance with the Data Protection Act 2018 and the GDPR. This is to ensure that we are processing data lawfully and fairly. A Retention Schedule exists for all data assets across the council, and each type of data must be kept according to the specific rule for the service area.

 

For Adult Social Care, there are now three retention rules (related to how long we can keep records) that have been created in Mosaic. These vary depending on the type of involvement with a person. For every record we create, it must be clear why it has been created and for how long we need to keep it.*

 

These rules must be applied to all person records at the point when ASC have completely ended the involvement with the person. E.g. this includes records where workflow, services or all case note recording has ended, and there is no further input from ASC. 

1. ASC referrals not accepted: Involvement does not progress past an Initial Record

• File to be retained for 2 years from case closure date

2. ASC records including care plans: Involvement progresses past an Initial Record: e.g. this includes all What Matters Conversation workflows, Reviews, OT assessments, Safeguarding etc.

• File to be retained for 8 years from case closure date

3. ASC Mental Health records: Any people that have at any time had a Legal Status of Section 117

• File to be retained for 20 years from case closure date

 

For records that were closed prior to 11^th October 2023, file retention rules have automatically been applied using a complex process as part of the recent major Mosaic project.

 

Going forward, it is the responsibility of all practitioners to ensure file retention rules are added accordingly when ASC involvement completely ceases with a person.

Please read the full details of how to record file retention, in the ASC File Retention Guide.

 

*Please note that file retention rules only need to be recorded for records where we are directly supporting the person or carer. If a person is created as a relative only, a personal relationship must be added – and file retention rules for the relative/s will be governed by those of the person drawing on care and support.