FREE CARE PROVIDER TEMPLATES
Three useful records templates. Ready to edit.
See an example, then use the blank version for your service. Each download opens in Excel or Google Sheets.
All examples are fictional. Use your service's policies, record categories and approval process. Do not enter real personal information until the file is stored securely.
Care Record Retention Schedule
Know what you hold, why you hold it, when to review it and who authorises disposal.
Worked example
Start with categories and triggers, then confirm the actual period for your service.
| Record | Trigger | Decision |
|---|---|---|
| Care plans and daily notes | File closure / last entry | Period requires checking |
| Medication audit | Audit and action closure | Confirm relevant duties |
| Safeguarding review | Formal hold release | Do not dispose while held |
Download
CSV files are editable spreadsheets. Keep your approved schedule in controlled storage.
Download worked example CSV Download blank template CSVInclude: owner, lawful purpose, retention trigger, source, review date and any legal hold.
Audit Findings & Action Tracker
Turn each finding into a clear action with an owner, due date and proof of completion.
Worked example
Not every completed action is verified. Record the independent check too.
| Finding | Action | Status |
|---|---|---|
| MAR signatures missing | Clinical check and repeat audit | In progress |
| Competency record misfiled | Correct filing and sample others | Verified closed |
| Incident action unallocated | Assign owner and escalate | Open / overdue |
Download
Track the issue, response, action, evidence and verification in one place.
Download worked example CSV Download blank template CSVInclude: risk level, immediate protection, action owner, evidence link and recheck date.
Secure Disposal & Records Log
Show which records were approved for disposal, how they were handled and what was verified.
Worked example
Use reference codes, not people's names or details of confidential records.
| Batch | Method | Outcome |
|---|---|---|
| Superseded paper copies | Controlled shredding | Verified complete |
| Digital export | Restricted deletion | Backup check pending |
| Safeguarding file | Blocked | Active legal hold |
Download
Record authorisation, date, disposal method, confirmation and exceptions.
Download worked example CSV Download blank template CSVDo not mark digital disposal complete while backup handling or other copies remain unresolved.
Before setting a retention period
There is no single UK-wide period for every care record. Check the record type, why you hold it, sector obligations, contracts and any legal or safeguarding hold. Record who approved the decision.
England
CQC Regulation 17 expects accurate, complete and securely maintained records. Check the applicable retention rule for each record type; Regulation 17 is not a general three-year schedule.
Scotland
Check your Care Inspectorate registration requirements and relevant contractual duties. The Scottish NHS records code's retention annex does not automatically apply to independent social care records.
Official references: ICO storage limitation · CQC Regulation 17 · Scotland: registration regulation 4 · Scottish records code scope
Want the actions and evidence linked together?
Oversight Hub helps care managers organise actions, responsible people and evidence references in one place.