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National Back Office Tracing Service

The Personal Demographics Service (PDS) National Back Office (NBO) provide a Tracing Service under specific legislation to a range of NHS and non-NHS bodies.

Each service has specific acceptance criteria that must be met before NBO will accept the trace request.

A review to assess the appropriateness, effectiveness and operational efficiency of tracing services carried out by NHS Digital through the NBO was undertaken during 2015 and 2016. The NBO Tracing Service review was published in November 2017.

COVID-19 impact on services
COVID-19 impact on services

The COVID-19 outbreak has affected the delivery of the NBO tracing service. Regretfully, this means that the following services have been suspended until further notice: 


  • charity letter forwarding
  • death registration enquiries 


Any service requests received will be held unprocessed.


The remainder of our tracing service remains operational at this time, although this is subject to change should our service delivery capability change.

Our tracing services


We provide information to aid criminal investigations (as determined by NHS Digital Information Governance and Caldicott Guardians).

National Crime Agency

We provide information to aid criminal investigations, where the sought person is subject to a European Arrest Warrant.

Home Office Immigration

We provide information to aid investigation into immigration offenders who have broken contact with the Home Office, and are sought in regard to an identifiable immigration offence.

We have an agreement with the Home Office and the Department of Health covering information requests. Find out more about this memorandum of understanding (MOU).

On 20 December 2017 we renewed this MOU.

Criminal Case Review Commission

We provide information on individuals in relation to a criminal case review.

Law Courts

We provide information as directed by a court order.

HM Coroner

We provide information to locate the known next-of-kin or primary care provider of a deceased person to help ascertain their cause of death.

Charity Letter Forwarding

This service is provided to trace a person and facilitate the forwarding of letters sent from registered charities on behalf of people in cases of lost contact. Registered charities include:

  • Barnado's - England
  • Barnado's - Ireland
  • British Red Cross
  • Child Migrants Trust
  • Coram (Thomas Coram Society)
  • Father Hudson Society
  • Missing People Charity
  • Salvation Army
  • London Irish Centre

Death registration enquiries

We validate the registration of a person's death, so that an adoptee or birth relative can avoid searching for family members who may have deceased. This service can be requested by:

  • registered charities
  • social services
  • local councils
  • registered adoption agencies
  • registered adoption support services

Find out more about the death registration enquiries service.

Hereditary medical condition

We can trace people to facilitate the sharing of details between primary care providers regarding hereditary genetic conditions, and where the enquirer wishes to pass on information of an existing medical condition. 

This service is restricted to adopted people or birth relatives via the following types of approved representative:

  • registered charities
  • social services
  • local councils
  • registered adoption agencies
  • registered adoption support services

Find out more about the hereditary medical condition service.

Jersey Cytology Screening Programme

We trace for people when contact has been lost, for the purposes of cervical screening.

We provide information to the programme to allow them to make contact.


Last edited: 20 October 2020 2:51 pm