Updates to retention and storage guidance
The Royal College of Pathologists has published the sixth edition of Best practice recommendations: The retention and storage of pathological records and specimens, authored by Dr Bridget Wilkins (RCPath) and David Wells (IBMS), with input from IBMS panels and experts. The guidance is active from October 2025 and replaces all previous versions.
Key updates in this edition include:
- Distillation of general guidance from the NHS Records Management Code of Practice 2023.
- An adjusted minimum retention time of 8 years for histological tissue sections, while reaffirming 30-year retention for tissue blocks regarded as part of the primary medical record.
- Updated guidance for point-of-care testing (POCT) and alignment of document retention with the transition to ISO 15189:2022 (which incorporates the POCT standard ISO 22870).
- New guidance on storing digital records, particularly diagnostic digital images and LIMS configuration data for system resilience.
- Consideration of the sustainability, financial, and environmental impacts of storage and disposal.
The document distils national records‑management requirements and provides clear summary tables for records and specimens to support local policy, accreditation and MDT processes. A review is due in 2029.
IBMS Chief Executive David Wells said:
This edition gives pathology services clear, consistent and evidence‑based retention standards that support patient care, accreditation and operational planning. IBMS panels and experts have informed the guidance throughout, ensuring it reflects day‑to‑day realities in UK laboratories, including digital pathology workflows and POCT audit trails.
Members are encouraged to review local retention schedules, SOPs and LIMS configurations against the updated recommendations and to use the summary tables to inform practice across specialties.
The full document can be downloaded below.
g031-The-retention-and-storage-of-pathological-records-and-specimens.pdf