Requesting Materials & Enquiries

Please note that access to some of the records may be restricted under the Data Protection Act (2018), and that some records are held offsite.  It is advised that visitors contact Fiona Musk, NHS Grampian Archivist, by emailing gram.archives@nhs.scot 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, there is no access to the NHS Grampian Archives collection.  These times are noted under our opening hours. You can also search lists of items held on the Online Catalogue.

For up to date information on any closures, or days where there is no access to the collections please email gram.archives@nhs.scot and you will receive an automatic reply. Please note that NHS Grampian Archives does not hold or have access to current medical records - please email gram.infogovernance@nhs.scot for further information. 

Please see below for further information regarding access. 

Access to NHS Grampian Archives within the University of Aberdeen's Collections Centre

NHS Grampian Archives are based within the Reaserch Room on the Lower Ground Floor of 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 to consult materials you must register for an Access Pass.

*Please note photographic ID and proof of address will be required*

Enquiry Service

If you are unable to visit, or have a general query, there is a free enquiry service. Email gram.archives@nhs.scot with your query, including as much information as possible about what you are researching, and the Archivist will respond to you. This includes providing copies of documents where necessary.

Requesting Copies

Copies of material is allowed with permission of the NHS Grampian Archivist.  The use of personal digital cameras is allowed within the Research 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). 

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: 29/11/2024 11:12