HOSPITAL RECORDS RETENTION
Recommended Indiana Hospital Records Retention and Disposition ScheduleTable of ContentsSection TitlePage Number(s)Administrative Records1Admitting Office Records2Business Office and Financial Records2-3Cardiology Cardiac Rehabilitation Records3Clinic Records4Dietary Records4Engineering/Plant Operations Records4-5Laboratory, Therapy, and Radiology Records5-6Hospital Records6-7Medical Staff Records7Nursing Records8Miscellaneous Records8Pharmacy Records8Physical Therapy Records9Public Relations RecordsPurchasing and Receiving Records99Endnote Explanations9-12Basic Payroll and Personnel Records andInformation13Employee History Records and Information14-17OSHA Records17ERISA RecordsUnion/Employment Contracts and WalshHealey Public Contracts1818-19
Administrative RecordsRecordRecommendedRetentionAccident/Incident Reports(subject to civil/legal action)10 yearsAnnual Reports to BoardPermanentAppraisal ReportsPermanentCPA/State Board ofAccounts/Audit Reports7 yearsDaily CensusPermanentCommunicable Disease Report toState and Local Departments ofHealthConstitution and Bylaws3 yearsPermanentCorrespondence5 yearsDeath RecordsPermanentPhysician FilesPermanentEndowments, Trusts, BequestsPermanentFinancial ReportsPermanentExpired Insurance Policies10 yearsEnvironmental Liability, and RealEstate Title InsurancePermanentLicenses, Permits, ContractsPermanentPublic Bid MaterialsPermanentAlcohol and Narcotics PermitsPermanentHospital Policies and ProceduresPermanentProperty Records (Deeds, Title,Leases, etc.)PermanentDepartmental Reports5 yearsAdmission and Services StatisticsPermanentJoint Commission, State Board ofHealth and other InspectionReports10 yearsExplanationSee Legal Proceedingsendnote 7See Corporate Recordsendnote 4See Business/AccountingRecords endnote 3See Business/AccountingRecords endnote 3See IndustryStandard endnote 5See IndustryStandard endnote 5See Corporate Recordsendnote 4See Industry Standardendnote 5See IndustryStandard endnote 5See Industry Standardendnote 5See Duration endnote 6See Industry Standardendnote 5See Legal Proceedingsendnote 7See Industry Standard,Duration, endnotes 5, 6See Duration endnote 6See Industry Standardendnote 5See Duration endnote 6See Industry Standardendnote 5See Industry Standardendnote 5See Industry Standardendnote 5See Industry Standardendnote 5See Legal Proceedingsendnote 51 Hall, Render, Killian, Heath & Lyman, P.C. 2012
Admitting Office RecordsRecordRecommendedRetentionAdmission and Discharge Logs1 year plus current yearAdmission and Discharge Reports1 year plus current yearPatient Admission Records (NotPart of Medical Report)1 year plus current yearExplanationSee Industry Standardendnote 5See Industry Standardendnote 5See Industry Standardendnote 5Business Office and Financial RecordsRecordAnnual Audit ReportsAnnual Report of OperationsRecommendedRetentionExplanation7 yrsSarbanes Oxley § 802(a)(1)requires 5 year retention ofsecurities audit records,however 17 C.F.R. § 210.2-06requires retention for 7 years.Such information shouldinclude memoranda,correspondence,communications, otherdocuments, and any records,including electronic records,that are used in connectionwith any audit or review offinancial statements and thatinclude any conclusions,opinions, analyses, orfinancial data related to theaudit or review.See Industry Standardendnote 5See Industry Standardendnote 5See Industry Standardendnote 5See Business/AccountingRecords endnote 3PermanentBudgets5 yearsCash Receipts10 yearsCashiers Tapes7 yearsCharge Tickets (To patients)1 year plus current yearCanceled Checks (All funds)10 yearsVouchers10 yearsSee Industry Standardendnote 5See Legal Proceedings,Business Accounting Recordsendnotes 7, 3See Industry Standardendnote 52 Hall, Render, Killian, Heath & Lyman, P.C. 2012
Capital Expenditure ClaimVoucherCheck RegistersPermanentCredit and CollectionCorrespondenceCurrent Insurance Policies5 yearsSee Industry Standardendnote 5See Legal Proceedingsendnote 7See Industry Standardendnote 510 yearsPermanentEnvironmental Liability and RealEstate Title InsuranceSee Duration endnote 6See Industry Standard,Duration, endnotes 5, 6PermanentBank Deposits10 yearsDepreciation Records-EquipmentSee Industry Standardendnote 5See Business/AccountingRecords endnote 3PermanentIncome Daily Summary7 yearsSee Business/AccountingRecords endnote See Industry Standardendnote 5See Industry Standardendnote 5See Industry Standardendnote 5See Business/AccountingRecords endnote 3Ledger Cards-Patients5 yearsPosting Audits7 yearsMedicare Cost Report andWorking PapersPermanentMedicare RecordsOperating Fund Claim VouchersSee Industry Standardendnote 55 years1 year plus current yearWelfare Agency Record7 years42 C.F.R. § 482.24See Industry Standardendnote 5See Medicaid Records endnote9Cardiology Cardiac Rehabilitation rdiograms (Consider as partof Medical Record)8 1/2 yearsSee Medical Records endnote1Electrocardiograms (Not Part ofMedical Record)8 1/2 yearsSee Industry Standardendnote 5Holter Monitor Strips (Not Part ofMedical Record)8 1/2 yearsSee Industry Standardendnote 5Rehabilitation Reports (Not Part ofMedical Record)8 1/2 yearsSee Industry Standardendnote 5Stress Tests (Not Part of MedicalRecord)8 1/2 yearsSee Industry Standardendnote 53 Hall, Render, Killian, Heath & Lyman, P.C. 2012
Clinic RecordsRecordAppointment BooksAttendance Reports-SummaryMedical RecordsPatients Name IndexRecommendedRetentionExplanation3 yearsSee Industry Standardendnote 5See Industry Standardendnote 5See Medical Records endnote1Permanent8 1/2 years10 years for MedicareAdvantage patientsPermanentSocial Service (Consider asConfidential Case Histories)8 1/2 yearsWelfare Agency Records7 yearsSee Industry Standardendnote 5See Medical Records endnote1See Medicaid Recordsendnote 9Dietary RecordsRecordRecommendedRetentionFood CostsMeal Counts5 years1 year plus current yearMenus2 yearsMeal Pattern Cards2 yearsDiet Instruction Records5 yearsDiabetic and Cardiac Class Records5 yearsExplanationSee Industry Standardendnote 5See Industry Standardendnote 5See Industry Standardendnote 5See Industry Standardendnote 5See Industry Standardendnote 5See Industry Standardendnote 5Engineering/Plant Operations RecordsRecordRecommendedRetentionBlue PrintsEquipment Operating InstructionsEnvironmental Items RegardingEquipmentEquipment Records by LocationPermanentUntil 12 years afterpurchase or afterequipment is disposedofPermanentPermanentExplanationSee Industry Standardendnote 5I.C. § 34-20-3-1See Industry Standardendnote 5See Industry Standardendnote 54 Hall, Render, Killian, Heath & Lyman, P.C. 2012
Equipment Records on Inspectionand Maintenance5 yearsSee Industry Standardendnote 5Inspection Reports of Grounds andBuildingsMaintenance Worklogs5 yearsSee Industry Standardendnote 5See Industry Standardendnote 5See Industry Standardendnote 5See Industry Standardendnote 5See Industry Standardendnote 5See Industry Standardendnote 5See Industry Standardendnote 51 year plus current yearPurchase Orders2 yearsTemperature Charts2 yearsWatchman Clock Dials2 yearsWork Orders2 yearsMeeting Minutes-Safety Committee5 yearsLaboratory, Therapy, and Radiology RecordsRecordRecommendedRetentionAppointment Books3 yearsBlood Donor Histories8 1/2 yearsBlood TransfusionsPermanentIndex to Patients' RecordsPermanentOccupational Medicine RecordsPathology ReportsThirty (30) years aftertermination ofemployment10 yearsPathology Slides10 yearsRadioisotopes-Receipt, Transfer,Use, Storage, Delivery, Disposaland Reports of Over Exposure5 yearsRegister of Tests (Chronological)5 yearsRequest for Tests1 yearTest Results (Excluding RadiologyPathology)2 years (if originals arein Medical Record)Therapy Treatment Records –Inpatients8 1/2 yearsExplanationSee Blood TransfusionRecords endnote 10See Medical Records endnote1See Blood TransfusionRecords endnote 10See Industry StandardEndnote 5See Industry Standardendnote 5See Blood TransfusionRecords endnote 10See Blood TransfusionRecords endnote 1042 C.F.R. § 482.53(d).See Industry Standardendnote 5See Industry Standardendnote 5See Industry Standardendnote 5See Medical Records endnote15 Hall, Render, Killian, Heath & Lyman, P.C. 2012
Therapy Treatment Records –Outpatients8 1/2 yearsSee Medical Records endnote1Tissue Specimens10 yearsRoentgenograms5 yearsSee Blood TransfusionRecords endnote 10I.C. § 16-39-7-2(b) – (c)X-Rays5 yearsI.C. § 16-39-7-2(c)Mammograms (Original film andreports)CAP Survey Reports (Lab)5 years (10 years if noadditional films aretaken)PermanentAll Other Laboratory Records8 1/2 years (Generally)I.C. § 16-39-7-3. See MedicalRecords endnote 1See Industry Standardendnote 5See Industry Standardendnote 5Hospital RecordsRecordRecommendedRetentionExplanationAnnual Reports to GovernmentAgenciesBirth RecordsPermanentDeath Records8 1/2 yearsSee Industry Standardendnote 5See Medical Records endnote1See Medical Records endnote1See Industry Standardendnote 5See Industry Standardendnote 5See Industry Standardendnote 5See Industry Standardendnote 5Admission Lists8 1/2 years1 year plus current yearAudits5 yearsCensus SheetsDeceased Patients' MedicalRecordsPermanent8 1/2 years after lasttreatment date at thehospitalDeath Register5 yearsDisease Index5 yearsPhysician Index5 yearsEmergency Room Log5 yearsFetal Monitor Strips (Not inMedical Record)8 1/2 yearsSee Industry Standardendnote 5See Industry Standardendnote 5See Industry Standardendnote 5See 42 CFR 489.20(r)(1) (Seealso, Indiana StateDepartment of HealthLicensure Rules, 410 IAC 15,and EMTALA InterpretiveGuidelines for moreinformation on ER Logs).See Industry Standardendnote 56 Hall, Render, Killian, Heath & Lyman, P.C. 2012
Inpatient Records other thanmedical records (See MedicalRecords below)OR/RR Logs8 1/2 yearsSee Industry Standardendnote 51 year plus current yearPatient IndexPermanentStatistic Books5 yearsMedical Records (Inpatient andOutpatient)8 1/2 years10 Years if a MedicareAdvantage Plan patientSee Industry Standardendnote 5See Industry Standardendnote 5See Industry Standardendnote 5I.C. § 16-39-7-1(b)--minimumof 7 years and recommended8 1/2 years.See endnote 1 for additionalinformation on MedicareAdvantage Patient records.See Medical Records endnote1Minor's Records (including BirthRecords)8 1/2 yearsPsychiatric Reports to StateDepartment of HealthPermanentSee Industry Standardendnote 5Ambulatory Surgical OutpatientCenter Records8 1/2 years410 IAC § 15-2.5-3(g)-recommends 7 years but werecommend 8 1/2 years45 C.F.R. § 164.530(j)(2); seeHIPAA Documents endnote 2HIPAA Documents6 yearsMedical Staff RecordsRecordRecommendedRetentionBylaws , Rules, and RegulationsCredentialing File (meaningdocuments relevant to correctiveactions or hearings in appellatereview)PermanentExplanationSee Industry Standardendnote 51. Files relating tobreach of contractactions, 10 years.1. I.C. § 34-11-2-112. Files relating to 42U.S.C. § 1981 (the rightto make contracts)discrimination claims, 4years.2. 28 U.S.C. § 1658; Jones v.R.R. Donnelley & Sons Co.,541 U.S. 369 (2004).3. Files relating to 42U.S.C. § 1983deprivation of rightsclaims, 2 years.3. Hardin v. Straub, 490 U.S.536, 542 (1989); I.C. § 34-11-24.4. 18 U.S.C. § 3282.4. Files relating tofederal anti-trust claimsunder the Sherman Act,7 Hall, Render, Killian, Heath & Lyman, P.C. 2012
5 years.Nursing RecordsRecordRecommendedRetentionApplications – Non-employees2 yearsMinutes of Meetings2 yearsPeer Review Committee Minutes5 yearsPatient Safety Committee Minutes5 yearsPolicies and ProceduresContinuing EducationPermanentLength of employmentplus 3 yearsExplanationSee Industry Standardendnote 5See Industry Standardendnote 5See Industry Standardendnote 5See Industry Standardendnote 5See Industry Standardendnote 5See Industry Standardendnote 5Miscellaneous RecordsRecordHousekeeping Room RecordPayroll and Time RecordsRecommendedRetention1 year plus current yearExplanationSee Industry Standardendnote 5See Personnel BelowPharmacy lled Substances – Inventoryand Orders (Form 1451)2 years856 IAC § 1-28.1-12(g)Narcotics Inventory2 years856 IAC § 1-28.1-12(g)Narcotics Dispensed2 yearsPrescriptions2 years856 IAC § 1-28.1-12(g); 2-41(c )I.C. § 25-26-13-25(a)Methadone dispensed2 years856 IAC § 1-28.1-12(g)6 years with ongoingpurgeSee Industry Standardendnote 5Patient Profiles8 Hall, Render, Killian, Heath & Lyman, P.C. 2012
Physical Therapy RecordsRecordRecommendedRetentionMedical Treatment Records8 1/2 yearsPatient's Name IndexPermanentExplanationSee Medical Records endnote1See Legal Proceedingsendnote 7Public Relations RecordsRecordRecommendedRetentionHistorical ClippingsPermanentContributor Publications (House organs)PermanentExplanationSee Industry Standardendnote 5See Industry Standardendnote 5See Industry Standardendnote 5See Industry Standardendnote 5Purchasing and Receiving RecordsRecordRecommendedRetentionPacking Slips3 monthsPurchase Orders2 years plus currentyear2 yearsReceiving ReportReturn Goods Credits/Memoranda1 year plus current yearPurchase Requisitions2 yearsExplanationSee Industry Standardendnote 5See Industry Standardendnote 5See Industry Standardendnote 5See Industry Standardendnote 5See Industry Standardendnote 5ENDNOTE EXPLANATIONS1.Medical Records. Medical records must be retained for at least seven (7) years pursuant to I.C. 16-39-71(b). It is recommended that medical records be maintained for at least eight and half (8½) years due tothe Indiana Medical Malpractice Act statute of limitations, which allows minors under the age of six,allegedly suffering from the consequences of malpractice, to bring an action until they reach the age ofeight. See I.C. 34-18-7-1(b); Ledbetter v. Hunter, 842 N.E.2d 810, 815 (Ind. 2006)(concluding that "theplaintiff has failed to overcome the presumption of constitutionality that must be afforded the MedicalMalpractice Act limitation period for minors"). Medical records can be reduced to microfilm at any time9 Hall, Render, Killian, Heath & Lyman, P.C. 2012
pursuant to 410 IAC 15-1.5-4(c)(4) and I.C. 16-39-7-1(b). The eight and half 8½ year recommendationwould also cover the five (5) year requirement CMS imposes as a condition of participation. 42 C.F.R. §482.24(b)(1).With respect to x-rays, I.C. 16-39-7-2(c) requires hospitals to maintain a patient's x-ray film (or theminifications/microfilms) for a minimum of five (5) years. At the time an x-ray is taken (not amammogram) the hospital must do one of the following:(a)Inform the patient in writing that the x-ray will be kept on file for at least five (5) years and that ifthe patient would like a copy of the x-ray, the hospital will provide the patient with same at itsactual costs; or(b)Post a notice conspicuously in the examination area informing the patients that x-ray films will bekept on file for at least five (5) years and that upon request during that period, the hospital willprovide the patient with a copy of the film at its actual costs.Indiana Code §16-39-7-3 governs the maintenance of mammogram films. Original mammograms are tobe maintained for at least five (5) years, or, if no additional mammograms have been performed, for ten(10) years after the date the original mammogram films were taken. Upon request by or on behalf of apatient, the hospital shall permanently or temporarily transfer a patient's original mammogram films andcopies of any reports to a medical institution, a physician or other healthcare provider of the patient, or tothe patient. The fee for such transfer may not exceed the hospital's actual cost in providing the films andreports.At the time a mammogram is taken, the hospital shall inform the patient in writing of the length of timethat the patient's original mammogram films will be maintained (five (5) or ten (10) years) and theprocedure for obtaining the original mammogram films and copies. Under this section, hospitals are nolonger required to give patients thirty (30) days notice in order to claim their mammogram films.For Medicare Managed Care patients (Medicare patients who are covered under a Medicare c86c11.pdf] requires that "records" be maintained for ten (10)years. While not exactly clear, it is assumed that this would include medical records.2.HIPAA Documents. The Health Insurance Portability and Accountability Act (Public Law 104-191),effective April 14, 2003, requires a retention period for documents created in accordance with thedocumentation requirements under HIPAA. 45 C.F.R. § 164.530(j)(2). The retention period is six (6) yearsfrom the date of document creation or the date the document was last in effect, whichever is later. Id.These documents specifically include accountings of disclosures, amendments to medical records andresponses thereto, and requests for accountings of disclosures. Such documents may also include policiesand procedures with respect to protected health information, written communications, and otherdocumented actions, activities, or designations required under HIPAA.3.Business and Accounting Records. Generally, all business and accounting records should be retained forat least seven (7) years due to requirements found in Internal Revenue Service Code and Regulations. Ageneral requirement is that records must be retained for so long as the contents thereof may become10 Hall, Render, Killian, Heath & Lyman, P.C. 2012
material in the administration of any Internal Revenue Service Code provision. Thus, some records mayindeed be material for tax purposes so long as the business is in existence. Other records should be keptfor as long as the IRS may bring an action against an organization, which is a seven (7) year period oflimitations under 26 U.S.C. § 6501(e) (2008). For example, the IRS has increased the amount and detail ofdocuments exempt organizations must disclose under the new Form 990, which requires disclosure offinancial information, compensation information, governing documents, conflict of interest policies,auditing information and policies, among others. These records and information whose disclosure thenew Form 990 requires should be kept for at least the seven (7) year period of limitations. However, theIRS will have no time limitation for bringing a claim where the taxpayer has willfully attempted to evadetaxation in any manner or has failed to file a return. Please note, some business and accounting recordsshould be kept longer than seven (7) years, depending on their use. For example, if a hospital is takingdeductions for the depreciation of equipment, it should keep records of those depreciations as long as itdepreciates the equipment and then long enough afterwards in case the IRS brings suit. While theIndiana State Board of Accounting recommends that county and city hospitals should permanently keepcertain records for auditing purposes, it again is recommended that hospitals determine the purposes forkeeping certain records to determine if the seven (7) year recommendation would otherwise suffice. SeeIndiana State Board of Accounts, County and City Hospitals Manual, Chapter 1, Records Retention andChapter 3, Preservation and Destruction of Records.4.Corporate Records. Most corporate records should be maintained permanently inasmuch as there is noparticular reason why an entity would want to dispose of such records. This would include records suchas minutes of all board meetings, bylaws, articles of incorporation and similar documents.5.Industry Standard. There are no specific statutes or regulations (except as noted below) which speakdirectly to the retention requirements for this type of record. Thus, any of the logs, copies of tests results,etc. may be kept according to hospital policies and guidelines established for an individual inst
Appointment Books 3 years See Industry Standard endnote 5 Attendance Reports-Summary Permanent See Industry Standard endnote 5 Medical Records 8 1/2 years 10 years for Medicare Advantage patients See Medical Records endnote 1 Patients Name Index Permanent Se
Records Retention Policy 3 as permanent records they should be destroyed according to the time period shown on the Records Retention Schedule. Inactive records should be securely stored until the end of the retention period. However, at the end of the retention period the custodian of the records is responsible for destroying the records.
Standards for managing e-records, microfilm, inventory “We need more training on records retention and basic records management” “How to interpret your records retention schedule” “Process by which retention periods are determined” “Records retention is very
Records Retention Handbook – Introduction / RMC STATE OF CALIFORNIA RECORDS MANAGEMENT HANDBOOK RECORDS RETENTION The Records Management Program section of the State Administrative Manual (Chapter 1600) defines the responsibility of each agency to implement a records management program and prescribes the procedure for scheduling and disposing of
23 Eastman Dental Hospital 24 Royal National Throat, Nose & Ear Hospital 25 The Nuffield Hearing and Speech Centre 26 Moorfields Eye Hospital 27 St. Bartholomew's Hospital 28 London Bridge Hospital 29 Guy's Hospital 30 Churchill Clinic 31 St. Thomas' Hospital 32 Gordon Hospital 33 The Lister Hospital 34 Royal Hospital Chelsea 35 Charter .
1. what is meant by the term ' customer retention ' 2. the economics of customer retention 3. how to select which customers to target for retention 4. the distinction between positive and negative customer retention 5. several strategies for improving customer retention performance 6. several strategies for growing customer value 7.
Concept of Employee Retention: Employee Retention means many things to many people in each organisation. There is no single definition of Employee Retention(Bhatia, 2011, p. 299). Some views mentioned by J. Leslie Mekeown are "Employee Retention means stopping people from leaving the Organization." "Employee Retention is all about keeping .
Public Records Administration Connecticut State Library 231 Capitol Ave., Hartford, CT 06106 Revised 2/2005 Municipal Records Retention Schedule M10 LAND USE AND DEVELOPMENT PART 1: BUILDING RECORDS Item Number Record Series Title Minimum Retention Required Disposition
22.07: Ski Fly Boat Speeds 22.08: Ski Fly World Records 22.09: Ski Fly Course Rule 23 – Records 23.01: What Records are Recognized 23.02: Competitions where Records may be set 23.03: Jump Records 23.04: Slalom Records 23.05: Tricks Records 23.06: Open Division Overall Records 23.07: Under 21 Record 23.08: U
