CASE NOTES

Scope and Content

In the list, all male notes up to 1960 are described first, followed by all female notes up to c.1960. Loose leaf notes for males and females (filed together from c.1960) are described last.
Photographs of patients appear in the Case Books from c.1890 to c.1914. These are noted in the list.

Custodial History

Up to the 1960s, case notes were bound into case books. Before 1914, these were pre-bound books and before 1914 case notes were entered in order of admission date. Two pages were generally left for a patient's entries. If a patient became long-stay and more than two pages were needed for entries, continuation pages were made later in the volume and, after that, in subsequent volumes. After every few volumes of new entries there would be a 'continuation volume' consisting of entries of long stay patients whose earlier notes are in earlier volumes in the series.
Case Books up to the First World War contain notes ordered by date of patient admission. A major change in record keeping occurred in 1914, when case notes began to be kept by date of discharge or death of patient, not by date of admission (this is still the pattern today). Between 1914 and 1918 the notes for discharges, transfers and deaths of patients were bound into one volume. Subsequently, deaths and discharges were bound in separate series, and after 1918 the case books are loose leaf 'ledgers'.
From the 1960s individual case folders superseded the bound ledgers although the division between 'deaths' and 'discharges' has been retained up to today.
In the early 1990s the latest volumes in the series of 'ledgers' were broken up and each patient's notes transferred to an individual folder. Thus, remaining ledgers survive only up to 1960 for discharges and 1964 for deaths. In preparation for the closure of Clifton Hospital (which took place in 1994) these later case notes (from c 1960) were then split up between the different trusts who were to take over patients. Thus semi-current and current notes were dispersed as follows:
Northallerton patients notes (deads post mid 1960s and discharges post c. 1960) were all transferred to Northallerton.
Harrogate and Scarborough deads post 1970 and discharges post c. 1960 were transferred to Harrogate and Scarborough respectively.
York deads post 1970 and York discharges post 1960 are in the charge of Medical Records at Bootham Park Hospital.
Not all notes transferred in the 1990s necessarily survive today, however, as individual Trusts have had their own storage/retention/destruction policies.
York Health Trust Archive retains the following: York, Harrogate and Scarborough deads up to 1970; Northallerton deads up to the mid 1960s; York, Harrogate, Scarborough and Northallerton discharges up to c 1960. These are detailed in this section of the list. Note that throughout males and females were in separate series (although these have been refiled with males and females together in order of relevant authority, for York, Harrogate and Scarborough deads c 1960 - c 1970 which are in individual folder format). Note also that the loose leaf ledgers of discharges do not represent a full record of all patients discharged in a given year. This is because where a patient was subsequently readmitted case notes were removed from binder and re-filed with later notes of discharge (or death). The later ledgers are particularly deficient.

Related Material

See also the albums of patients photographs, CLF6/26.

Additional Information

Published