Medical records hold the most sensitive confidential information most people will ever share: diagnoses, test results, medications and mental health notes. When a clinic or office no longer needs them, they must be shredded securely, with proof, and never put in general waste or recycling. This guide explains how medical record shredding in London works, how long to keep records first, and how to clear an archive safely.
Total Shred has provided a secure document shredding service from our site in Stanmore for over 15 years, working with NHS trusts, councils and schools. Every job is carried out to BS EN 15713, with a certificate of destruction for your records.
Who needs medical record shredding?
Medical records aren’t only kept by hospitals. In London they sit in filing cabinets across GP surgeries, dental practices, private clinics, physiotherapists, pharmacies and care homes. They also sit in ordinary offices: HR departments with sick notes and occupational health reports, law firms handling personal injury cases, and insurance brokers holding health declarations. If you hold information about anyone’s health, the same rules apply to how you dispose of it.
Why medical records need secure shredding
Under UK GDPR, health information is special category data, which carries a higher level of protection than ordinary personal data. A breach involving medical records is treated more seriously by the ICO and can cause real harm to patients.
Healthcare providers have extra duties. CQC-registered services must keep records secure under Regulation 17, and organisations with access to NHS patient data complete the Data Security and Protection Toolkit, where secure disposal needs to be evidenced. A certificate of destruction gives you that evidence. For the legal background, see our guide to patient confidentiality.
How long to keep medical records before shredding
For NHS organisations, retention periods are set by the Records Management Code of Practice, and many private clinics follow the same periods. For example, adult hospital records are generally kept for eight years after treatment ends, and children’s records until the patient’s 25th birthday. Always check the current Code or your own retention policy before destroying anything. Offices holding staff medical information should keep it only while there is a lawful reason to. Our guide on how long a UK business needs to keep records covers the wider picture.
Archive shredding in London
Most clinics and offices build up years of old files. Archive shredding in London usually comes up during practice mergers and relocations, retirements and closures, digitisation projects, or annual retention reviews.
If records still need to be kept but not on paper, our document scanning service can digitise them before the originals are shredded. For very large archives, our guide to bulk shredding explains how to estimate volumes and plan a clearance.
Your shredding options
On-site shredding. Our mobile trucks shred records outside your clinic or office so you can watch, and handle up to 2 tons of paper an hour. See on-site shredding.
Off-site shredding. Records are collected in sealed containers and shredded at our secure facility. Usually the most cost-effective choice for large archives. See off-site shredding.
Locked consoles. Everyday referral letters and printouts go into a locked console, emptied on a regular schedule.
Drive-thru shredding. Small practices can bring a few sacks to our Stanmore site and watch them shredded. See our drive-thru shredding service.
There’s no need to remove staples or paper clips. Old practice computers and backup drives also hold patient data, so when equipment is replaced, use our hard drive destruction service.
What to look for in a shredding company
Before trusting anyone with patient records, check they work to BS EN 15713, vet staff to BS 7858 with Enhanced DBS checks, keep a documented chain of custody, and issue a certificate of destruction for every job.
Total Shred meets all four and also works to ISO 9001 and ISO 14001. All shredded paper is recycled, so nothing goes to landfill.
Book medical record or archive shredding
Whether you’re clearing one filing cabinet or a full archive room, we’ll recommend the right service. Call 0800 298 4009, email shred@total-shred.com, or request a quote.
Frequently asked questions
How should medical records be destroyed?
Medical records should be cross-cut shredded by a provider working to BS EN 15713, so they cannot be read or reconstructed. You should receive a certificate of destruction as evidence.
Can I put old patient records in the recycling?
No. Health information is special category data under UK GDPR, and records left in recycling can be taken and read. Patient records must always be shredded securely first.
Can I watch my medical records being shredded?
Yes. With on-site shredding, our mobile truck shreds records outside your premises so you can witness it. Small practices can also use our drive-thru service in Stanmore.
What happens to shredded paper afterwards?
All shredded paper is baled and sent for recycling, so nothing goes to landfill. You receive a certificate of destruction once the job is complete.