Dental Records Retention & X-ray Digitisation Policy Summary (UK)
1. Retention Period for Dental Records
| Patient Type | Retention Period |
| Adults | Retain for 11 years after the date of last treatment. |
| Children | Retain until the patient turns 25, or for 11 years after the last treatment — whichever is longer. |
| Deceased Patients | Retain for 11 years following death. |
| Legal Exceptions | If litigation is anticipated or ongoing, retain records until case is resolved and legal risk has passed. |
Note: These periods apply to both NHS and private dental practices, aligning with NHS guidelines, GDC standards, and UK GDPR.
2. Importance of Digitising Dental X-rays
Clinical Efficiency
- Instant access to images across locations.
- Enhanced diagnostics with tools like zoom, contrast, and side-by-side comparison.
Improved Patient Care
- Faster diagnosis and treatment planning.
- Better communication with patients and referral services.
Legal & Regulatory Compliance
- Digital records support secure storage and audit trails.
- Easier compliance with CQC, GDC, and data protection regulations.
Secure & Resilient Storage
- Encrypted digital backup reduces risk of loss or damage.
- Eliminates need for physical storage of film x-rays.
Cost & Environmental Benefits
- Reduces ongoing costs (film, chemicals, storage).
- Supports environmentally responsible practice management.
Recommendation
All dental practices are strongly encouraged to digitise x-rays and clinical records as part of a modern, compliant, and patient-focused care model.
Dental records for adults must be retained for a period of 11 years following the last treatment. For children, records should be maintained until the age of 25 or for 11 years post-treatment, whichever is longer. In the case of deceased patients, records are to be retained for 11 years following death, with legal exceptions applicable if litigation is anticipated. The digitization of dental X-rays enhances clinical efficiency, patient care, legal compliance, and secure storage. Additionally, it offers cost and environmental benefits. Therefore, it is strongly recommended that all dental practices adopt digital records as part of modern, compliant care.
