University of California Records Management Disposition SchedulesA. STUDENT HEALTH SERVICES
Record Type or Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS Record Record Copy Other Copy
. Patient Records Student 10-25 years --- Health after last Inpatient Medical Records Service date of activity . Outpatient Records Student 10-25 years --- Health after last Medical Service date of Dental activity Mental Health Workers' Compensation Optometry Immunization . Radiographic Films Student 7-10 years --- Health after last Medical Service date of Dental activity . Patient Care Committee Reports and Student 5-10 --- . Minutes Health Service Medical Staff Committees Quality Assurance Committees Student . Administrative Records Health Service 5-10 --- Administrative Staff Minutes and 3-5 --- Reports 2 --- Billing and Cashier 6 mts.- 2 --- Insurance yrs. Patient Clinic Registration and Appointment ListingsB. TEACHING AND RESEARCH HOSPITAL (1)
Administrative Records: See Section I G Admission Records Hospital Admissions and Services, Yearly Permanent Admissions and Services, Daily and Upon Monthly completion of yearly report Admissions and Discharge Records 6 G Appointment Books - Clinics, Laboratory, Hospital 2 Therapy, and X-ray Attendance Reports: See Section V G Bacteriological Testing of Ice Hospital 2 G Birth Records and Certificates Hospital Permanent G Birth Room Record - List from Maternity Hospital Permanent Department G Blood Donor Histories Hospital 7 G Blood Transfusions Hospital 10, except for minors Budget Documents: See Section III Business and Financial Records: See Section III G Census Hospital 6 G Controlled Substances Hospital Alcohol (Tax Free) Inventory and 6 others, Form 1451 2 Narcotics Inventory 3 Methadone Dispensing - Record of Drug Dispensed 3 for Each Patient 3 Controlled Substances Dispensed 3 Prescriptions Permanent Radioactive Drugs Radioisotopes - Receipt, Transfer, Use, 2 Storage, 3 Delivery, Disposal and Reports of Overexposure Recall Records Inspection by Pharmacist of Emergency Drug Supplies (see also Section I) G Cytology Reports Hospital 10 G Cytology Slides and Cell Blocks Hospital 5 G Death Records and Certificates Hospital Permanent G Diet Patient Cards Hospital 0-1 after discharge G Electrocardiograms Hospital 10-25* G Electroencephalograms Hospital 10-25* (1) Based on California Hospital Association 1984 Records Retention Recommendations. *10 to 25 years following last recorded activity, with records of minors kept for one year past the age of majority, or permanent. Record Type or Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS Record Record Copy Other CopyB. TEACHING AND RESEARCH HOSPITAL (1) (continued)
G Employee Health Records - See also Hospital 5 after Section V - Employee Personnel Folder termination of employment Engineering and Housekeeping - See Section VI Equipment Inspection, Validation, Repair, and Replacement - See Section VI G Fetal Heart Rate Monitor Hospital 10 G Food Costs Hospital 2 G Food Purchased Hospital 1 G Inhalation Notes Hospital 0-5 G Laboratory Tests Hospital Registers 10 Requests for Tests 2 weeks Results, excluding X-ray, Pathology, 3 months EKG, & EEG Tracings G Meal Counts Hospital 2 G Medical Records History (see also Hospital 10-25* Patient Record) G Hospital PermanentB. TEACHING AND RESEARCH HOSPITAL (1) (continued)
Medical Staff Records
Physician Files Physicians' Continuing Education Records Physician Agreements Residents, Interns, and Fellows Records Allied Health Professional Files, including Physicians' Assistant and Nurse Practitioners (see Section V) Volunteers (see Volunteer Services) G Medicare and Medi-Cal Records Hospital 3-5 Billing Records Cost Report Record Medical Record Material Hospital Physician Material G Menus Hospital 3 months G Nuclear Medicine Hospital Calibration Records 3 Exposure Records Permanent Film Body Records 6 Radiation Dose Records Permanent Reports of Overexposure Permanent Transfer and Disposal Records Permanent Utilization Records (see Section I) 6 See also Controlled Substances G Nursing Education and Training Hospital 6 G Nursing - Methodology Used to Determine Hospital 1-6 Staffing G Nursing - Private Duty Name File Hospital 6 after last use (1) Based on California Hospital Association 1984 Records Retention Recommendations. *10 to 25 years following last recorded activity, with records of minors kept for one year past the age of majority, or permanent. Record Type or Number Record Title or General Description Office of DISPOSITION SCHEDULE IN YEARS Record Record Copy Other Copy
G Pathology Hospital Reports 10-25* Slides 5-10 Specimen Records 6 G Patient Medical Records, including Hospital (V) 10-Permanent** Admission Record History Physical Examination Temperature Chart Nurses' Notes Physicians' Orders Progress Notes Laboratory Reports Consultation Reports Summary or Final Diagnosis Signed by Attending Physician Surgical Report, complete with: Consent for Operation Anesthetic Record Pre-Operative Diagnosis Operative Procedure Findings Post-Operative Diagnosis Tissue Diagnosis Labor Record X-ray Reports Autopsy, including: Permission for Autopsy Autopsy Report Card File and/or Index Payroll Records - See Section V Personnel Records - See Sections V Pharmacy Records - See Controlled Substances Prescriptions - See Controlled Substances Purchasing and Receiving Records - See Section III G Reports Hospital Accident or Incident 6 Admission or Discharge 6 Annual Reports to State Dept. of Health Permanent Services Permanent Appraisal 3 Communicable Disease Reports to State and Local 10 Health Departments Permanent Emergency Room 3 Hospital Infection Control Committee Inspection Reports by Local, State, or Permanent Federal 6 Agencies 2, longer if Medical Staff Committee of Psychiatric Reports to State Health continuing Department interest Unusual Occurrences G Social Services Confidential Case Hospital 5 Histories Surgery Operating Room Schedule Hospital 10 G Surgery, Register of Operations Hospital 10-Permanent G Surveys Hospital 3 G Therapy Treatment Records when not Hospital included in Patient Records Inpatients 10-25* Outpatients 10-25* G Tumor Registry Files Hospital Permanent G Volunteer Services - Certification of Hospital 2 after Hospital Workers, and Other Records termination G Welfare Agency Records Hospital 7 G X-ray Films Hospital 10-25* (1) Based on California Hospital Association 1984 Records Retention Recommendations. *10 to 25 years following last recorded activity, with records of minors kept for one year past the age of majority, or permanent. **10 years or more following last recorded activity, but records of minors must be kept for one year past the age of majority.