Records Retention

Introduction	Date of Last Review 09/17/2010 Date of Last Review 10/07/2010 SME: Director of Health Information Management UTHCPC maintains and manages official institutional records in an orderly manner and for a length of time consistent with state and federal laws and regulations. A full and detailed records retention schedule is maintained by the UT-Houston Department of Records Management and may be accessed at: http://is.hsc.uth.tmc.edu/records/retention/schedule.htm#Schedules
Records retention schedule	A subset of the records retention schedule listing the records most commonly used at UTHCPC is listed below, along with the associated retention period in years. Any record type not listed below can be found in the full retention schedule listed at the above reference. Any questions or clarifications regarding the record types listed below may be addressed to the Department of Records Management at (713) 500-3101.
Schedule: Administrative	The following lists the records retention schedule for administrative records: Note: In the table, the abbreviation "AC" means "After Completion." This has different meanings for different documents, and is clarified in the "Comments" column.
	Administrative Records	Onsite Retention	Offsite Retention	Total	Comments
	Audit records	AC+2	12	AC+14	AC = after final audit findings
	Complaint records	AC+2	0	AC+2	AC = after disposition of the complaint
	Correspondence - administrative	2	2	4
	Correspondence - general	1	0	1
	Plans & planning records	3	0	3
	Manuals - P&P's	US+3	0	US+3	US = until superceded

	Administrative Records	Onsite Retention	Offsite Retention	Total	Comments
	Strategic plans	AC+2	4	AC+6	AC = after 09/01 of odd-numbered years
	Staff meeting minutes	1	0	1
	Performance measures documentation	FE+3	0	FE+3	FE = fiscal year end
	Committee meeting minutes	2	1	3

Schedule: Personnel	The following lists the records retention schedule for personnel records:
	Personnel Records	Onsite Retention	Offsite Retention	Total	Comments
	Employees	AC+2	3	AC+5	AC = after termination
	Faculty	Perma- nent	N/A	Perma- nent	UTHCPC policy
	Residents	Perma- nent	N/A	Perma- nent	UTHCPC policy
	Counseling records	AC+3	0	AC+5	AC = after term
	Professional employment contracts	AC+2	8	AC+10	AC = after end of contract
	Grievance records	AC+2	3	AC+5	AC = after term
	Performance appraisals	AC+2	3	AC+5
	Disciplinary action documentation	AC+5	0	AC+5	AC = after termination
	PA forms	AC+2	0	AC+5
	Training records	AC+2	3	AC+5	AC = after termination

Schedule: Fiscal

The following lists the records retention schedule for fiscal records:

Schedule: Operations	The following lists the records retention schedule for operations records:
	Operations Records	Onsite Retention	Offsite Retention	Total	Comments
	Contracts & leases	AC+2	2	AC+4	AC = after expiration
	Building project records	AC+2	9	AC+11	AC = after completion
	Building plans & specs
	State owned	LA	0	LA	LA = life of asset
	Leased	AC+2	0	AC+2	AC = lease expiration
	Calibration records	2	8	10
	Accident reports	CE+2	3	CE+5	CE = calendar year end
	Inspection records	AC+3	0	AC+3

	Operations Records	Onsite Retention	Offsite Retention	Total	Comments
	Visitor control register	1	2	3
	Vehicle maintenance records	LA+1	0	LA+1	LA = life of asset
	Mileage reports	FE+2	5	FE+7	FE = fiscal year end

Schedule: Clinical

The following lists the records retention schedule for clinical records:

	Clinical Records	Onsite Retention	Offsite Retention	Total	Comments
	Patient record-adult	AC+2	8	AC+10	AC = after last visit
	Patient record-pediatric	AC+2	8	AC+10	AC = 10 yrs after last discharge or 21st birthday, whichever is later

Schedule: Academic	The following lists the records retention schedule for academic records:
	Academic Records	Onsite Retention	Offsite Retention	Total	Comments
	Course contents	AC+2	3	AC+5	AC = after semester ends
	Course evaluation	AC+2	3	AC+5	AC = after semester ends
	Curriculum development	AC+2	3	AC+5	AC = after completion
	Faculty recruitment	AC+2	3	AC+5	AC = after completion
	Grade sheets	AC+2	3	AC+5	AC = after semester ends
	Student evaluations	AC+2	3	AC+5	AC = after semester ends
	Student records	AC+2	3	AC+5	AC = after graduation
	Text questions & exams	AC+2	3	AC+5	AC = after semester ends

Related standard

The Joint Commission : Management of Information
Texas Department of Health : Chapter 611

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