The NHS Code contains detailed instructions on how to design a record keeping system for the type of records managed. For social care providers it is useful to design a system which makes the storage and retrieval of records manageable with the use of consistent labelling conventions.
The Code recommends the use of four mandatory elements of metadata (data about data), a further three are mandatory where applicable and two more are recommended.
| Mandatory elements | Mandatory if applicable | Recommended |
|---|---|---|
| Creator | Accessibility | Coverage |
| Date | Identifier | Language |
| Subject | Publisher | |
| Title |
The following provides a practical example of the metadata standard being used to produce a label to be placed on the side of a box of paper records, which are ready to archive:
| Box label | Local interpretation | Metadata standard | |
|---|---|---|---|
| Tiverton Community Service | Organisation name | Creator | |
| Home Care Service | Service name | Creator | |
| Client care record surname | Description of record | Subject or title | |
| 2000 | Date/year service termination | Date | |
| 2025 | Date/year of destruction | Date |
Social care services are not required to use this metadata classification system, but a logical, consistent record labelling system is needed which all staff understand and use.
