National Specification for the digitisation of paper GP patient medical records

Digitisation covers the scanning of paper records and their upload to a storage system that enables record continuity (that is, the scanned record can be accessed or transferred electronically once a patient moves). The storage system recommended by NHS England is the National Document Repository (NDR). Read the NDR guidance before embarking on the digitisation of paper GP patient medical records.

This specification is for use by:

• scanning providers
• GP practices
• integrated care boards (ICBs)
• commissioning support units (CSUs)

Below are the standards that should be followed when scanning paper GP patient medical records and transferring them into the service.

1. File format and compression:

All scans must be in text-searchable PDF format.

Compression must use lossless methods.

Files must be capable of redaction using standard PDF tools.

2. Image quality and scanning method:

Minimum resolution of 300 dpi to support text recognition and image quality.

Full duplex (double-sided) scanning is required.

Black and white scanning is the standard, with greyscale/colour permitted where necessary.

Blank pages must not be deleted.

3. Document structure:

Pages must be scanned in the order stored in the paper GP patient medical record envelope.

Each section/sub-section must generate one multi-page image file, or one file per record.

No limit will be imposed on file numbers.

4. Indexing, Metadata, and optical character recognition (OCR):

All files must be OCR-compliant.

Indexing must include NHS number and other key data fields.

Files must be capable of export/migration to other image stores, complete with indexing, metadata, and OCR data.

Files must be capable of repatriation if required.

5. Naming conventions:

Scanned paper GP Patient medical record files must follow the agreed format: ([PDF number] Lloyd_George_Record_ [Patient Name] _[NHS Number] _[D.O.B].PDF).

6. Paper GP Patient medical record envelopes:

Following an instruction by the Secretary of State for Health and Social Care in July 2026, empty paper GP patient medical records envelopes no longer need to be scanned. These can be destroyed without scanning.

Organisations commissioned to carry out paper GP patient medical records digitisation for GPs should also meet the following standards:

The current versions of standards are listed here. Suppliers should ensure that they are meeting the most up-to-date standards.