DSPT 2026-27 · Standard 4: Managing Data Access

Evidence item 4.1.1Mandatory

Do you have an up-to-date list of all staff and their roles?

Why it matters for your practice

You need a current list of everyone who works at your practice and what they do — GPs, nurses, healthcare assistants, receptionists, admin staff, your practice manager, cleaners, etc. This should be kept updated when people join, leave, or change roles. Your payroll system or HR records may already cover this.

Is it mandatory?

Yes. GP practices must meet 4.1.1 to reach "Standards Met" in the 2026-27 DSPT.

Official wording from NHS England

Assertion 4.1: The organisation maintains a current record of staff and their roles

Does your organisation have an up to date record of people and their roles?

Your organisation must have a list of all staff, and volunteers if you have them, and their current role. This list should be kept up to date, including any change of role, new starters and removal of leavers. This might be linked to your existing payroll or rostering system.

Official wording © NHS England, from the DSPT 2026-27 (v9) requirements. Always check the live Data Security and Protection Toolkit before you submit.

ClinicShield templates that help

  • Starters & Leavers Checklist

Ready-to-edit templates are included in paid plans.

Track 4.1.1 and every other DSPT item

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This guide covers the requirements for GP practices (Category 4). ClinicShield is a preparation and guidance tool. You still publish your submission on the official DSPT website. We're not affiliated with NHS England and can't guarantee an outcome. Guidance only, not professional advice.