Dajon scans GP, hospital and private patient records at our secure facility in Orpington, Kent, to NHS England’s national scanning standard. We hold NHS DSPT (organisation code 8K949), BS 10008 and ISO 27001, and we transfer digitised Lloyd George records into the NHS National Document Repository.
Accredited for NHS patient data
NHS England expects anyone scanning GP records to pass the Data Security and Protection Toolkit, hold BS 10008 and hold ISO 27001. We hold all three, and you can check each one.
| Accreditation | What it covers | Held since | Certificate or reference |
|---|---|---|---|
| NHS Data Security and Protection Toolkit (DSPT) | Annual assessment against the National Data Guardian’s ten data security standards. Required for any organisation that handles NHS patient data. | 2019 | Organisation code 8K949. 2025-26 (version 8): Standards exceeded, published 28 March 2026. Check our entry on the DSPT register. |
| BS 10008 | Evidential weight and legal admissibility of electronic information. Shows a scanned record can stand in for the paper original once it is destroyed. | May 2014 | Dajon is audited compliant with BS 10008 |
| ISO 27001 | Information security management system covering our people, premises, systems and suppliers. | October 2010 | 175632020, issued by Citation ISO |
All scanning takes place in the UK, by DBS-checked Dajon staff, and nothing is offshored. Read our trust centre for data location, sub-processors and continuity arrangements.
Lloyd George Scanning
Lloyd George scanning to NHS England’s national standard
We digitise Lloyd George records exactly as NHS England’s National Specification for the digitisation of paper GP patient medical records requires, so every file is accepted by the National Document Repository and can stand in for the paper record. The table shows each requirement and how we meet it.
| NHS England requirement | How we meet it |
|---|---|
| Resolution: At least 300 dpi | Every page is scanned at 300 dpi or higher on production scanners. |
| Colour: Black and white as standard, greyscale or colour where needed | Notes are scanned in black and white. ECG strips, photographs and faint or coloured entries are rescanned in greyscale or colour so nothing is lost. |
| Both sides: Full duplex scanning | Both sides of every sheet are captured, including the small cards and folded letters typical of Lloyd George wallets. |
| Blank pages: Must not be deleted | We keep every page, blank or not, so the digital record matches the paper one page for page. |
| File format: Text-searchable PDF with lossless compression, capable of redaction | We deliver text-searchable PDFs with lossless compression that open and redact in standard PDF tools, ready for subject access requests. |
| OCR and indexing: OCR on every file, indexed by NHS number and other key fields | Every file is OCR’d and indexed by NHS number, name and date of birth, checked against your patient list. OCR reads typed text; handwritten notes stay as images. |
| Page order: Pages scanned in the order stored in the envelope | We never re-sort notes. Pages are scanned in the order we find them, and loose items stay where they were filed. |
| Files per record: One multi-page file per section, or one file per record | We produce one PDF per Lloyd George wallet. A patient with two wallets gets two PDFs. |
| Export: Files, index, metadata and OCR data must be exportable and repatriable | Files, index data and OCR text can be exported or returned to you at any time, at no extra charge. |
File naming
Every file follows the national naming convention, which the NDR checks on arrival:
[PDF number]_Lloyd_George_Record_[Patient Name]_[NHS Number]_[D.O.B].PDFFor a patient with two wallets, for example:
1of2_Lloyd_George_Record_[Jane Smith]_[9000000009]_[01-02-1950].PDF
2of2_Lloyd_George_Record_[Jane Smith]_[9000000009]_[01-02-1950].PDFEmpty envelopes are no longer scanned
Since a July 2026 instruction from the Secretary of State for Health and Social Care, empty Lloyd George envelopes no longer need to be scanned and can be destroyed securely. We record each empty envelope against your patient list and leave it out of the scanning count, so you do not pay to scan it.
Quality checks, sealed records and destruction
- Quality assurance: Every record goes through our BS 10008 quality checks before release. We then return a sample of original wallets for your own checks, as NHS England’s guidance recommends.
- Sealed records: Records we find sealed are returned to the practice unscanned.
- Destruction: Paper is destroyed only on your written instruction, after you have signed off the quality checks. You receive a certificate of destruction listing every record.
GP System Integration
How your scanned records reach your clinical team
NHS England recommends storing digitised Lloyd George records in the National Document Repository (NDR), and that is our default route. The NDR is free for practices, works alongside EMIS Web and SystmOne, and follows the patient when they register elsewhere.
Route 1: The National Document Repository (recommended)
- We prepare the transfer. Files are grouped in a folder for your practice’s ODS code, with a metadata file listing each patient’s NHS number and demographic details.
- We transfer by SFTP. Files go directly from our systems to NHS England’s secure staging area, never by post or USB.
- The NDR validates every file. It checks the file count, filenames and NHS numbers, and matches each patient against the Personal Demographics Service.
- You get two reports. A summary report lists the records accepted. A rejection report lists any that were not, and we correct and resend them.
- Your team views records in the NDR. Staff sign in with an NHS smartcard or other CIS2 login and search by NHS number. You can add the SNOMED CT code 16521000000101 (Lloyd George Record Folder) to each patient’s record in EMIS Web or SystmOne, so clinicians know a scanned record exists.
- Records follow the patient. When a patient registers at another practice, the NDR updates automatically and the new practice can see the record straight away – no printing or posting.
Route 2: Attachment inside EMIS Web or SystmOne
If your ICB or practice wants scanned records attached directly to each patient’s record in the clinical system, we prepare the files to your system supplier’s specification and hand them over securely. The upload itself is carried out by your clinical system supplier, as NHS England’s digitisation guidance requires. Attached files should be marked private, so patients see them only after review and any redaction.
Scan on demand while you wait
If records are collected before the transfer is complete, we hold them securely and scan any record you need urgently. Turnaround within one working day, delivered securely to the practice.
Proven Digital Transformation Project
Queen Mary University of London
For 15 years, The GI Physiology Unit had been using long, paper-based questionnaires to capture clinical information from patients on their health-related problems.
Dajon came up with a solution on how to easily capture data from the new questionnaires and convert these into meaningful information.
How a practice project runs
- Survey and paperwork. We survey your records, agree a fixed price and sign a data processing agreement. We provide the information you need for your DPIA and your patient notice.
- Patient list. You send us a list of registered patients (NHS number, name, date of birth) by secure transfer. We print barcode labels for each wallet.
- Collection. Our staff show ID, check boxes against the list and give you a signed collection receipt.
- Scanning and checks. Records are prepared, scanned, OCR’d, indexed and checked at our Orpington facility.
- Your sign-off. We return a sample of originals so you can compare them with the scans, then you sign off the quality checks.
- Transfer. We transfer the files into the NDR and resolve any rejections.
- Destruction. On your written instruction we destroy the paper and send a certificate listing every record.
Hospital, clinic and private patient records
We also scan hospital case notes, clinic and private practice records, and occupational health files. These are scanned under the same DSPT, BS 10008 and ISO 27001 controls, to the format and indexing your electronic patient record or document system needs. See our Medical Records page for storage and retrieval options.
Frequently Asked Questions
What standard do you scan Lloyd George records to?
Specification for the digitisation of paper GP patient medical records: text-searchable PDF, at least 300 dpi, full duplex, blank pages kept, pages in their original order and files named to the national convention.
Do we need to scan empty Lloyd George envelopes?
No. Since July 2026 empty envelopes no longer need scanning and can be destroyed securely. We do not charge for them.
Can our clinicians see the records in EMIS Web or SystmOne?
Records in the National Document Repository are viewed through the NDR service with an NHS smartcard or CIS2 login. If you need records attached inside the clinical system, we prepare the files and your system supplier carries out the upload.
What happens if we need a record during the project?
We scan it on request and send it to you securely, typical turnaround within one working day.
When are the paper records destroyed?
Only after you have signed off the quality checks and instructed us in writing. You receive a certificate of destruction listing every record.
Are you approved to handle NHS patient data?
Yes. We have held NHS DSPT since 2019 (organisation code 8K949), with BS 10008 and ISO 27001. Check our entry on the public DSPT register.
Get a per-practice quote
Tell us your practice’s registered list size, where the records are kept and when you need the space back. We will arrange a free survey and send a fixed price.