Requesting Materials & Enquiries

Please note that access to some of the records may be restricted under the Data Protection Act (1998), and that some records are held offsite.  It is advised that visitors contact Fiona Musk, NHS Grampian Archivist, by emailing gram.archives@nhs.scot or by telephone on 01224 274912 prior to your visit to ensure that records are available.  This is especially recommended if you are travelling from a long distance, or have limited visiting time. Please note that if the NHS Grampian Archivist is not available, access to the NHS collections is restricted.  These times are noted under our opening hours.

A list of the hospitals and organisations which we hold records for can be found on our 'What We Hold' pages, which includes a link to our Online Catalogue. 

Please see below for further information regarding restrictions on access. 

 

Access to NHS Grampian Archives within the Special Collections Centre, University of Aberdeen

NHS Grampian Archives are based within the Wolfson Reading Room in the Sir Duncan Rice Library on the University of Aberdeen's Old Aberdeen campus.  Information on our opening hours, which includes a location map, can be found on our 'Where We Are' page.

If you do not hold a University of Aberdeen library card and wish to visit the Wolfson Reading Room to consult materials please register for an Access Pass.

You can register in person at the self registration PC by the Welcome Desk on the ground floor, before you go down the stairs to the Reading Room, or online in advance of your visit.  To save time, it is advised that you register online before you visit by completing the Self Registration online form. When you arrive, please let Welcome Desk staff that you have pre-registered. They will ask for your photographic proof of ID and proof of address to complete your registration.

*Please note, whether you register in person or online, photographic ID and proof of address will be required*

All visitors to the Reading Room are additionally asked to sign the Readers' Register and provide address or institution details on each visit. 

 

Requesting Copies

Copies of material is allowed with permission of the NHS Grampian Archivist.  The use of personal digital cameras is allowed within the Wolfson Reading Room, though please note that the flash must be turned off.  If an item is not deemed suitable for self-service copying, the NHS Grampian Archivist will advise on other suitable methods.  This may mean that same day copying may not be available for all items.

Copies can also be provided for remote enquiries.   

 

Restrictions on Access

Records containing confidential, personal or medical information are normally closed for periods of 75 years (or 100 years in the case of records relating to minors). Some administrative records, which contain personal, confidential or other sensitive information, may be closed for shorter periods. These periods apply to the date of the last entry in any volume or bundle.  

It may be possible to view records within the closed periods under certain circumstances.  

 

Records of a Deceased Individual

Records of a deceased individual are closed for 75 years (100 years if relating to a minor).  If an individual is deceased, you must provide proof of their death (for example, a copy of their death certificate).  You must complete a Third Party Access Request form, and return with proof of the individual's death to the NHS Grampian Archivist.  Upon receipt of this, an application can then be made to NHS Grampian's Information Governance Manager who will decide if records can be accessed.  

Please note that proof of a person's death may also be requested if it is unclear whether the information requested is within either 75 or 100 years.   

If it cannot be proven that an individual is deceased, the records will remain closed under the UK Data Protection Act (1998). 

 

Records of a Living Individual (including you)

Please contact NHS Grampian's Information Governance Team for information on accessing your own and another person's current medical records.

 

Access to Records for Research Purposes

If you are undertaking a study into historic health records, you may be able to access records which are normally closed depending on your area of research.  You must fulfill certain conditions, and agree to abide by Data Protection laws, including not publishing information which may allow for the identification of individuals.  Please contact the NHS Grampian Archivist, and complete the Access to Historic Records for Research Purposes form. 

Published: 11/01/2023 16:30