You are here

Public Health

Public Health

Facility and Patient Services
Title Major Revision Previous Schedules Schedule Item
Establishment, major alteration, or change of occupancy or use records


CO2 458; MU1 423; MI1 366 728

a: Records of review and approval of plans, schedule of costs, feasibility studies, plans, specifications and drawings, final report, and significant correspondence:
RETENTION: PERMANENT

b: Memoranda, routine correspondence, and supplemental fiscal documentation:
RETENTION: 6 years after last entry
Facility committee records


CO2 459; MU1 424; MI1 367 729

a: Minutes of medical staff committees, including but not limited to utilization review committee, joint conference committee or patient care conference:
RETENTION: PERMANENT

b: Records of medical staff committees, excluding minutes, including but not limited to agenda, worksheets and notes:
RETENTION: 6 years

c: Minutes and all other records of facility committee other than medical staff committees, such as dietary services committee or activities committee:
RETENTION: 6 years
Dietary services records


CO2 460; MU1 425; MI1 368 730

a: Food service records, including meal counts, roster of patients' diet orders, and dietary services studies:
RETENTION: 3 years

b: Menus:
RETENTION: 1 year
Patient activities records,

including information on courses and activities offered to patients:
RETENTION: 2 years

 CO2 461; MU1 426; MI1 369 731
Medical information index,

including but not limited to physician's index, disease index and operative index:
RETENTION: PERMANENT

 CO2 462; MU1 427; MI1 370 732
Census record of patients:


RETENTION: 6 years

 CO2 463; MU1 428; MI1 371 733
Nursing services report,

including substation, shift and ward report:
RETENTION: 1 year

 CO2 464; MU1 429; MI1 372 734
Hospital stay data collection records

covering data collection and review by Statewide Planning and Research Cooperative System (S.P.A.R.C.S.) and Data Protection Review Board (D.P.R.B.)

 CO2 465; MU1 430; MI1 373 735

a: Request for data or review of data:
RETENTION: 2 years

b: Results of data processing:
RETENTION: 0 after data verified

c: Data received from S.P.A.R.C.S.:
RETENTION: 0 after no longer needed for administrative purposes
Quality assurance records


CO2 466; MU1 431; MI1 374 736

a: Quality assurance plan, including staff privileges review procedures:
RETENTION: PERMANENT

b: Relating to quality of care provided by individual hospital staff members:
RETENTION: 10 years after termination of employment

c: Relating to quality of care provided individual patient, when not duplicated in medical case record:
RETENTION: Retain as long as medical case record

d: Relating to more than one patient:
RETENTION: Retain as long as all relevant medical case records are retained
Health facility infection control and monitoring records:


RETENTION: 10 years

 CO2 467; MU1 432; MI1 375 737
Fiscal
Title Major Revision Previous Schedules Schedule Item
Annual expenditure report or budget

submitted to state or federal agency or professional review organization:
RETENTION: PERMANENT

 CO2 453; MU1 418; MI1 361 722
Patient's individual financial case record and account


2020 (♦)
 CO2 454; MU1 419; MI1 362 723

a: Individual case record, account card, or ledger card:
RETENTION: 7 years after account closed, but not less than 9 years

b: Individual charge records, posted to case record or card:
RETENTION: 7 years

c: Prescription drug claims, for Medicare Part D plan sponsors:
RETENTION: 10 years after end of contract year

:
RETENTION:

Medicare, Medicaid or insurance carrier claim records,

including but not limited to schedule of payments, copy of claim, listing of invalid or rejected claims, vendor payment list, list of claims submitted for payment, and list of checks received:
RETENTION: 10 years

 2020 (♦)
 CO2 455; MU1 420; MI1 363 724
Insurance and reimbursement related reports,

including Medicare/Medicaid cost report and certified uniform financial or statistical report, and all necessary supporting documentation:
RETENTION: 9 years

 CO2 456; MU1 421; MI1 364 725
Patient personal property records,

including log or register of personal property of patients and receipts and related property records of original entry:
RETENTION: 6 years after death or discharge of patient

 CO2 457; MU1 422; MI1 365 727
Preschool special education claim records,

filed with the New York State Education Department for reimbursement of administrative costs related to the Children with Special Health Care Needs Program and the Physically Handicapped Children's Program:
RETENTION: 6 years

 2020 (♦)
 726
General
Title Major Revision Previous Schedules Schedule Item
Certification, licensing, and accreditation records

covering review and approval by state or federal agency or professional review organization, to operate facility or program, to conduct tests, or to perform specified work, including lists of permissible procedures or tests:
RETENTION: 7 years after superseded, revoked, or no longer valid

 CO2 448; MU1 413; MI1 356 715
Survey, evaluation, and inspection records

covering review of facilities and programs by state or federal agency or professional review organization, including but not limited to medical care evaluation and similar studies:
RETENTION: PERMANENT

 CO2 449; MU1 414; MI1 357 716
Appointment records,

including slips, return cards, sign-in sheets, and clinic schedules kept by facility or public health program:
RETENTION: 0 after obsolete
NOTES: Appointment records for certain patients may have legal value to supplement patient medical records in documenting services provided to these patients.

 CO2 451; MU1 416; MI1 359 718
Screening and assessment records and referrals


2020 (♦)
 CO2 452; MU1 417; MI1 360 719

a: For persons evaluated but not treated by facility or program, other than early intervention program:
RETENTION: 3 years

b: For records of the Physically Handicapped Children's Program (program pays for expenses related to approved medical conditions of children that are not covered by the family's health insurance):
RETENTION: 6 years
NOTES: New York State Department of Health has determined that the records retained as part of Physically Handicapped Children's Program are not medical records.
Advice and referral records,

covering medical, mental health or other information provided to individuals in person or over the telephone, including but not limited to telephone logs and individual call records

 CO2 879; MU1 753; MI1 754 720

a: When person involved is or becomes a patient:
RETENTION: Retain as long as patient case record

b: When person involved is not or does not become a patient:
RETENTION: 6 months
Hospital credential files for physicians, physical therapists, and other medical professionals:


RETENTION: 6 years after credentials expire or are withdrawn

 2020 (♦)
 717
Alcoholism, substance abuse, and tobacco use prevention program records

for youth and adults:
RETENTION: 3 years

 2020 (♦)
 721
Laboratory
Title Major Revision Previous Schedules Schedule Item
Master summary record,

including accession sheet or register

 2020 (♦)
 CO2 481; MU1 445; MI1 388 757

a: Register of laboratory tests performed:
RETENTION: 10 years
NOTES: Appraise these records for archival value. These records may contain detailed information on the subject, nature and results of laboratory tests and may have long-term or permanent scientific or historical research value. Contact the State Archives for additional advice.

b: Record of collection of specimens:
RETENTION: 10 years
Laboratory test data file,

providing summary and/or detailed information on laboratory tests performed

 CO2 885; MU1 757; MI1 759 758

a: For clinical laboratory tests:
RETENTION: Maintain as long as related laboratory tests results

b: For forensic or toxicology tests:
RETENTION: 6 years

c: For environmental health tests:
RETENTION: Maintain as long as related laboratory tests results
NOTES: Laboratories should consider permanent or long-term retention of the basic data elements of these systems for both administrative convenience and for potential research purposes. This data may provide for ease of access to other electronic and paper-based files (such as accession records and laboratory test results) and may create a record which replaces or supplements the master summary record (see item no. 757). Contact the State Archives for additional advice.
Request for laboratory test:


RETENTION: Retain as long as the related test results

 2020 (♦)
 CO2 482; MU1 446; MI1 389 759
Referral information for cytogenetic cases:


RETENTION: 6 years

 CO2 886; MU1 758; MI1 760 760
Laboratory worksheet, workslip, history slip, or similar record


2020 (♦)
 CO2 483; MU1 447; MI1 390 761

a: For environmental health, or toxicology or forensic test:
RETENTION: Retain as long as related test results

b: For clinical laboratory tests, worksheets:
RETENTION: 2 years

c: For clinical laboratory tests, history slips:
RETENTION: 7 years
Preventive maintenance, service, or repair record

for laboratory equipment or instrument:
RETENTION: Retain as long as the equipment or instrument remains in use, but no less than 2 years, and also as long as test results using this equipment are retained
NOTES: If equipment is used to produce laboratory tests which have differing minimum legal retention periods, then these preventive maintenance records must be retained as long as the longest period of time these laboratory test results need to be retained.

 2020 (♦)
 CO2 484; MU1 448; MI1 391 762
Quality control records

covering laboratory equipment and procedures:
RETENTION: Retain as long as test results using this equipment are retained
NOTES: If equipment is used to produce laboratory tests which have differing minimum legal retention periods, then these quality control records must be retained as long as the longest period of time these laboratory test results need to be retained.

 2020 (♦)
 CO2 485; MU1 449; MI1 392 763
Laboratory protocol

detailing procedures for conducting tests, disposing of specimens, samples and supplies, or other activity, including superseded or obsolete procedures:
RETENTION: PERMANENT

 CO2 486; MU1 450; MI1 393 764
Laboratory reports, studies or data queries,

including those generated from automated data system

 CO2 487; MU1 451; MI1 394 765

a: Forensic and other related investigation reports:
RETENTION: 6 years

b: All other reports, studies or queries:
RETENTION: 0 after no longer needed
NOTES: Appraise these records for archival value. Reports and studies analyzing specific types of tests, test results and the population being tested may be valuable for long-term planning and for medical, historical and other research. Because these records will vary greatly as to content, subject and detail, they should be appraised for archival value. Contact the State Archives for additional advice.
Blood, including blood components and blood derivatives, collection, release, transfusion and related records:


RETENTION: 10 years, or 6 months after the expiration date of the individual product, whichever is later

 2020 (♦)
 CO2 489; MU1 453; MI1 396 766
Biologics receipt and distribution record


CO2 490; MU1 454; MI1 397 767

a: Detailed delivery record:
RETENTION: 2 years

b: Summary record of receipt and distribution:
RETENTION: 5 years
District laboratory supply station records


CO2 491; MU1 455; MI1 398 768

a: Notification of establishment or discontinuance of station or of appointment or termination of its caretaker:
RETENTION: PERMANENT

b: Certificate of approval of station maintenance:
RETENTION: 2 years

c: Periodic inventory of station supplies:
RETENTION: 6 years
Laboratory examination test results (clinical)


CO2 492; MU1 456; MI1 399 769

a: Positive report of syphilis serology:
RETENTION: 7 years

b: Negative report of syphilis serology:
RETENTION: 2 years

c: Tissue pathology (including exfoliate cytology) report:
RETENTION: 20 years

d: Cytogenetics report:
RETENTION: 25 years

e: Clinical, except those listed above:
RETENTION: 7 years
Forensic and toxicology test results:


RETENTION: 6 years
NOTES: These records may need to be retained as long as related case investigation records. Consult the appropriate law enforcement or investigative agency to determine if these records may be needed longer for legal purposes.

 CO2 887; MU1 759; MI1 761 770
Laboratory examination test results (environmental health)


2020 (♦)
 CO2 493; MU1 457; MI1 400 771

a: Chemical analysis of potable water supply and testing for critical agents:
RETENTION: 10 years

b: Routine analysis of water at pool or beach (non-potable water testing):
RETENTION: 0 after posted to summary record, or 5 years if not posted

c: All other environmental health test results:
RETENTION: 5 years

d: Sampling data and other test results maintained by laboratory of public water supply facility, created pursuant to Section 5-1.49, 10 NYCRR:
RETENTION: 12 years

e: Local health agency copy of any environmental analysis received from laboratory:
RETENTION: 1 year
Miscellaneous
Title Major Revision Previous Schedules Schedule Item
Medical waste disposal records,

relating to generation, transportation and disposal of regulated medical waste

 CO2 880; MU1 894; MI1 755 798

a: Medical waste tracking records, including exception reports:
RETENTION: 3 years after waste accepted for transport

b: Records created by generators who destroy regulated medical waste on site:
RETENTION: 3 years after date waste destroyed

c: Annual reports prepared by waste generator or transporter:
RETENTION: 3 years
Birth and death records held by health agency or facility,

including copies of birth and death certificates, and related electronic records:
RETENTION: 0 after no longer needed
NOTES: The New York State Department of Health requires these records be destroyed as soon as no longer needed. Paper copies of birth and death certificates shall be destroyed within one year of the date of their receipt. Copies of fetal death certificates must be destroyed by the end of each month, pursuant to Section 4160, Public Health Law.
This item does not cover official copies of birth and death certificates held by the health departments of Chemung, Monroe, Onondaga and Tompkins counties, which serve as registrars of vital statistics.

 CO2 494; MU1 458; MI1 401 778
Medical rehabilitation service card:


RETENTION: 6 months after completion of annual report

 CO2 495; MU1 459; MI1 402 779
Dental clinic records


CO2 496; MU1 460; MI1 704 780

a: Dental hygienist's clinic record:
RETENTION: 0 after youngest person on record attains age 21

b: Dental referral card, notifying clinic of work done by private dentist:
RETENTION: 2 years

c: Individual dental treatment summary record:
RETENTION: 6 years after dental work completed, or 3 years after individual attains age 18, whichever is longer
Nutrition program eligibility and certification records (including W.I.C. program),

including but not limited to copy of blood test results, record of advice given patient, and records of fair hearing procedure:
RETENTION: 6 years after last entry

 CO2 497; MU1 461 781
Maternal and child health reports


CO2 498; MU1 462; MI1 403 782

a: Clinic service report, including but not limited to school health service report, and report of poisoning case, except lead poisoning:
RETENTION: 1 year

b: Individual newborn infant metabolic defects screening report:
RETENTION: 0 after individual attains age 21
Housing investigation case record for lead poisoning:


RETENTION: 7 years after case closed

 CO2 499; MU1 463 783
Master summary record

(index, log, register or similar record) of lead poisoning cases and investigations:
RETENTION: PERMANENT

 CO2 500; MU1 464 784
Lead poisoning reports and screening results


2020 (♦)
 CO2 501; MU1 465; MI1 406 785

a: Positive results of screening, when not duplicated in case record:
RETENTION: Retain as long as case record.

b: Positive results of screening, when duplicated in case record:
RETENTION: 0

c: Negative results of screening, when posted to summary record:
RETENTION: 0 after posting

d: Negative results of screening, when not posted to summary record:
RETENTION: 6 years, or 3 years after individual attains age 18, whichever is longer

e: Blood level determination report:
RETENTION: 10 years

f: Summary report of screening program:
RETENTION: PERMANENT
Cancer study and control program records


2020 (♦)
 CO2 502; MU1 466; MI1 765 786

a: Cancer case report for individual, received and used for statistical purposes:
RETENTION: 6 years, or 3 years after individual attains age 18, whichever is longer

b: Cancer summary record for individual:
RETENTION: 2 years after individual dies or 90 years after individual's date of birth
Tuberculosis case and contact register or record card,

and related materials

 CO2 503; MU1 467 787

a: When individual has died:
RETENTION: 3 years after death

b: When individual's diagnosis has been changed to nontubercular:
RETENTION: 6 years after diagnosis changed

c: For other tubercular individual:
RETENTION: 20 years after last entry

d: For nontubercular contact:
RETENTION: 6 years, or 3 years after individual attains age 18, whichever is longer

e: Source or intermediary documents used in reporting, tracking or posting information on tubercular cases:
RETENTION: 0 after obsolete
Tuberculosis case listing by geographical area:


RETENTION: 0 after superseded or obsolete

 CO2 504; MU1 468 788

Pages