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Public Health

Public Health

Miscellaneous
Title Major Revision Previous Schedules Schedule Item
Negative tuberculosis X-ray films or interpretive reports

resulting from screening program:
RETENTION: 3 years

 CO2 505; MU1 469; MI1 766 789
Individual immunization record,

including authorization and/or parental consent:
RETENTION: 6 years, or 3 years after individual attains age 18, whichever is longer

 CO2 506; MU1 470; MI1 407 790
Vaccine distribution and usage records


2020 (♦)
 CO2 507; MU1 471; MI1 408 791

a: Official record of distribution and usage:
RETENTION: 25 years

b: Statistical or similar record of vaccines administered:
RETENTION: 5 years

c: Standing orders (written protocols approved by a physician or other authorized practitioner that allow qualified health care professionals including nurses or pharmacists to administer vaccinations):
RETENTION: 1 year after expiration of order
Results of screening programs, except

lead poisoning

 2022 (♦♦) CO2 508; MU1 472; MI1 409 792

a: Summary reports on screening results:
RETENTION: PERMANENT

b: Master index or listing of participants:
RETENTION: 50 years

c: Positive report of individual screened, including statement of consent or participation and authorization for release of information:
RETENTION: 6 years, or 3 years after individual attains age 18, whichever is longer

d: Negative report of individual screened, including statement of consent or participation and authorization for release of information:
RETENTION: 30 days

e: Log or other working record of screening and testing, used to compile statistics and other data:
RETENTION: 30 days

f: Anonymous H.I.V. test results and related records:
RETENTION: 7 years
NOTES: Identifiable H.I.V. related records are covered by item nos. 743 and 745, and related laboratory records are covered by items in the Laboratory subsection.
Receipt and storage records

for controlled substances (or other drugs or medication), including inventory, authorized requisition, receipt and vendor record:
RETENTION: 5 years

 CO2 509; MU1 473; MI1 410 793
Usage and distribution records

for controlled substances (or other drugs or medication)
NOTES: Prescription drug claims are covered under Fiscal subsection.

 CO2 510; MU1 474; MI1 411 794

a: Record of withdrawal from stock, distribution and administration to patients:
RETENTION: 5 years

b: Order or prescription form used for administering to patients:
RETENTION: 6 years

c: List of narcotic registrants (persons registered to possess or prescribe controlled substances):
RETENTION: 0 after obsolete

d: Report on habitual user of narcotics:
RETENTION: 6 years
Tissue donation and transfer records


2020 (♦)
 CO2 890; MU1 762; MI1 767 795

a: Master summary record (index or log) of all tissue donations and transfers:
RETENTION: PERMANENT

b: Reproductive tissue donation records, including but not limited to information on donor and donation, referral records, tissue storage and processing records, documentation of delivery or receipt and records of tissue disposal and/or use (other than those contained in patient medical records), of donated reproductive tissue in artificial insemination and/or assisted reproductive procedures which result in a live birth:
RETENTION: 25 years

c: Reproductive tissue donation records, including but not limited to information on donor and donation, referral records, tissue storage and processing records, documentation of delivery or receipt and records of tissue disposal and/or use (other than those contained in patient medical records), of donated reproductive tissue in artificial insemination and/or assisted reproductive procedures which do not result in a live birth:
RETENTION: 7 years after release or discard of tissue

d: Other tissue donation and transfer records, including but not limited to information on donor and donation, referral records, tissue storage and processing records, documentation of delivery or receipt and records of tissue disposal and/or use (other than those contained in patient medical records), for tissue intended for transplantation:
RETENTION: 7 years after transplantation or 6 months after expiration date of the tissue, whichever is longer

e: Records of release of tissue or nontransplant anatomic parts for research or educational purposes:
RETENTION: 5 years after release
Organ procurement and transplant records


CO2 891; MU1 763; MI1 768 796

a: Master summary record (index or log) of all organ donations and transplants:
RETENTION: PERMANENT

b: Other organ donation and transplant records, including but not limited to information on donor and donation, referral records, documentation of delivery or receipt, information on recipient and records of use (other than those contained in patient medical records), when organ is procured:
RETENTION: 7 years after date of procurement

c: Other organ donation and transplant records, including but not limited to information on donor and donation, referral records and explanation of why organ is not procured (other than those contained in patient medical records), when organ is not procured:
RETENTION: 7 years after date of most recent entry in record
Copies of laboratory reports,

submitted to health department by hospitals for informational purposes:
RETENTION: 0

 CO2 892; MU1 764 797
Individual patient utilization review or long-term care placement records,

where county health agency either conducts or monitors utilization review or placement in facilities within county:
RETENTION: 6 years

 CO2 511 799
Tobacco product regulation records


CO2 893 800

a: Permit issued by county to sell or distribute tobacco products, including application and related records:
RETENTION: 6 years after renewal, denial or expiration

b: Tobacco product distribution, sale or use violation records, including but not limited to notice of violation or hearing, appointment of hearing officer, records of fine levy and collection, appeal records, and correspondence, but excluding summary record and resulting order or agreement:
RETENTION: 6 years after date of last entry

c: Summary record of violations, and resulting order or agreement:
RETENTION: 0 after business no longer exists, but not less than 6 years after date of last entry

d: Waiver granted from application of specific provisions of state or local law or ordinance:
RETENTION: 3 years after expiration of waiver or after business no longer exists

e: Tobacco distribution or sales inspection report or equivalent record, when no violation is identified:
RETENTION: 3 years

f: Tobacco distribution, sales or use complaints, received by enforcement officer, when no violation is identified:
RETENTION: 3 years

g: Periodic report submitted to State Department of Health:
RETENTION: 6 years
Contact notification records relative to HIV and AIDS,

maintained by county health agency pursuant to Sect. 63.8 of 10NYCRR

 CO2 1059 801

a: Records relating to individual persons, including but not limited to reports received from physicians and other mandated reporters, records documenting efforts to identify contacts, summary records that identify individual persons, and other contact notification activity records:
RETENTION: 0 after no longer needed
NOTES: Records identifying contacts collected in the course of notification activities by authorized public health officials shall not be maintained for more than one year following completion of such activity, pursuant to Sect. 63.8(j) of 10NYCRR.
For records of HIV screening programs, see item no. 792f in the Public Health section, Miscellaneous subsection. For patient treatment records, see item nos. 743 and 745 in the Public Health section, Patient Case Records and Related Materials subsection.

b: Summary data, statistics, reports and program activity records that do not identify individual persons:
RETENTION: 3 years after date of most recent entry
Public health incident files,

including records related to public health emergencies, communicable disease occurrences, and epidemics

 2020 (♦)
 802

a: Surveillance, investigation, and response records:
RETENTION: 3 years after outbreak has abated
NOTES: Appraise these records for historical significance prior to disposition. Records of unusual disease occurrences or epidemics may have continuing value for historical or other research and should be retained permanently. Contact the State Archives for additional advice.

b: Public health preparedness plans:
RETENTION: PERMANENT
Patient Case Records and Related Materials
Title Major Revision Previous Schedules Schedule Item
Master summary record,

master index file, or principal register giving basic data on individual patients:
RETENTION: PERMANENT

 CO2 450; MU1 415; MI1 358 738
Patient data file,

providing summary and/or detailed information on patient:
RETENTION: Maintain as long as patient medical or other case record.
NOTES: Health agencies and facilities 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 and may create a record which replaces or supplements the master summary record (see item no. 738). Contact the State Archives for additional advice.

 CO2 881; MU1 754; MI1 756 739
Patient's leave records,

including leave book or slip, patient's request, physician's consent and record of leave taken:
RETENTION: 6 years

 CO2 468; MU1 433; MI1 376 740
Utilization review records

for individual patient, excluding those contained in medical case record:
RETENTION: 6 years

 CO2 469; MU1 434; MI1 377 741
Pre-admission screening records

for long-term care health facility

 CO2 470; MU1 435; MI1 378 742

a: When person is not admitted:
RETENTION: 0 after obsolete

b: When person is admitted, and information is not duplicated in medical case record:
RETENTION: Retain as long as medical case record
Medical case record of hospital patient,

(in-patient and out-patient), excluding film, tracing, or other record of original entry when information contained is posted to or summarized in case record:
RETENTION: 7 years after death or discharge of patient, but not until 3 years after individual attains age 18
NOTES: Appraise these records for historical significance. These records may have continuing value for historical or other research, and the State Archives suggests hospitals consider permanent retention, or if not permanent, for at least 10 years after death or discharge of patient, based on American Medical Records Association guidelines. In addition, records of adoptive children may need to be retained longer for legal and medical reasons. Also, medical records of mothers may, in certain cases, need to be retained longer if needed relative to their children's health. The State Archives recommends that these factors be considered in disposing of medical case records, and that these records be evaluated for disposition on a case-by-case basis.

 2020 (♦)
 CO2 471; MU1 436; MI1 379 743
Medical case record of long-term care health facility patient:


RETENTION: 7 years after death or discharge of patient, but not until 3 years after individual attains age 18

 2020 (♦)
 CO2 472; MU1 437; MI1 380 744
Medical case record of out-patient,

including but not limited to diagnostic or treatment center patient; child health, maternity, family planning, lead poisoning, medical rehabilitation, dental health, Indian reservation health, nutrition or tuberculosis clinic patient; health related social services and home health agency patient, but excluding early intervention program:
RETENTION: 7 years after discharge or last contact, but not until 3 years after youngest patient attains age 18

 2020 (♦)
 CO2 473; MU1 438; MI1 381 745
Original entry patient care records

which exist separately from case record, including nurses' notes, operating room record, therapy record, nursery and obstetrics record, emergency room treatment record, triage records, and temperature charts

 CO2 474; MU1 439; MI1 382 746

a: When significant information is posted to medical case record:
RETENTION: 6 years

b: When significant information is not posted to medical case record:
RETENTION: Retain as long as medical case record
Film or tracing,

including X-ray, EKG tracing, EEG tracing, sonogram, echo cardiogram and holter monitor printout, when report of film or tracing is not incorporated into medical case record:
RETENTION: 6 years, or 3 years after minor patient reaches age 18, whichever is longer
NOTES: Holter monitor tapes need only be retained for one month after printouts ("disclosures") are produced from them.
Older X-rays on nitrate-base films, which have deteriorated to the point where they are no longer usable, should not be retained. Retention of older nitrate-base X-rays may pose a serious fire hazard.
Based on federal requirements (21 CFR Section 900.12 [c-4]), facilities conducting mammography activities (including operating mammography equipment or providing initial interpretation of the mammogram) must maintain mammograms and associated records of patients for 10 years, unless a subsequent mammogram was performed for that patient at the facility within that time, in which case the earlier mammogram can be destroyed after 6 years; or until the records are permanently transferred at patient request to another medical institution, physician or to the patient.

 2020 (♦)
 CO2 475; MU1 440; MI1 383 747
Patient care conference records,

including worksheets and evaluations, but excluding minutes

 CO2 476; MU1 441; MI1 384 748

a: When significant information is posted to medical case record:
RETENTION: 0 after posting

b: When significant information is not posted to medical case record:
RETENTION: Retain as long as medical case record.
Communicable disease individual case records


CO2 477; MU1 442; MI1 385 749

a: Communicable disease case report or equivalent record, including copy of laboratory report:
RETENTION: 6 years after discharge or last contact, or 3 years after individual attains age 18, whichever is longer

b: Supplementary reports on communicable diseases:
RETENTION: 2 years

c: Typhoid carrier records:
RETENTION: 2 years after death or release of carrier

d: Syphilis treatment case record:
RETENTION: 40 years

e: Sexually transmitted disease case record, except syphilis:
RETENTION: 6 years, or 3 years after individual attains age 18, whichever is longer
Mental health incident report:


RETENTION: 20 years

 CO2 882; MU1 755; MI1 757 750
Mental health individual case record


2020 (♦)
 CO2 478; MU1 443; MI1 386 752

a: Clinical discharge summary:
RETENTION: 25 years

b: Case record materials, except clinical discharge summary:
RETENTION: 6 years after discharge or last contact with patient, or after individual attains age 21, whichever is longer
NOTES: Appraise these records for historical significance. Records covered by item nos. 752 and 753 may have continuing value for historical or other research. Contact the State Archives for additional advice in this area.
Alcohol or substance abuse individual case record

including clinical discharge summary:
RETENTION: 6 years after date of discharge or last contact, or 3 years after individual attains age 18, or for the period required by contractual arrangements, whichever is longest

 CO2 479; MU1 444; MI1 387 753
Reports, studies or data queries,

including those generated from patient data system (including documentation of macros, queries, and reports)

 CO2 883; MU1 756; MI1 758 754

a: Reports, studies or queries relating to individual patient:
RETENTION: Retain as long as or as part of medical or other patient case record

b: Reports, studies or queries not relating to individual patient:
RETENTION: 0 after no longer needed
NOTES: Appraise records covered by part "b" for archival value. Reports and studies analyzing specific medical conditions and their treatments may be valuable for long-term planning and for medical, historical and other research. Contact the State Archives for additional advice.
Early intervention program and preschool special education program records,

including but not limited to case record and screening, assessment and referral records, including referral to preschool special education committee

 2020 (♦)
 CO2 884 755

a: Individual case record:
RETENTION: 7 years after discharge or last contact, but not until 3 years after person attains age 18

b: Screening, assessment and referral records, not found in individual case record:
RETENTION: 7 years
Mental health admission forms, correspondence, and related records for observation, care, and treatment,

including emergency, voluntary, and involuntary admissions, that are not filed as part of a case file:
RETENTION: 10 years after discharge or last contact with patient, or 3 years after individual attains age 18, whichever is longer

 2020 (♦)
 751
Health Insurance Portability and Accountability Act (HIPAA) and the Health Information Technology for Economic and Clinical Health Act (HITECH) compliance and disclosure records


NOTES: HIPAA does not prescribe how long medical records should be retained. Patient medical records are covered by items no. 743, 744, 745, and 752.

 2020 (♦)
 756

a: Record of requests for access to and disclosures of protected health information from patient, student, and employee medical and other records, as required by HIPAA/HITECH regulations:
RETENTION: 6 years from date of request

b: Privacy and security policies and procedures, staff designations, privacy practices notices, complaints and resolution records, staff training on policies and procedures, data use agreements, incident and breach notification documentation, and related records as required by HIPAA/HITECH regulations:
RETENTION: 6 years from the date of creation or last effective date, whichever is later
Radiological Health
Title Major Revision Previous Schedules Schedule Item
Approvals

and registrations relating to radiological equipment and materials

 CO2 251; MU1 219; MI1 177 772

a: Approval to possess or use radioactive materials, received from New York State Department of Health, and related records:
RETENTION: 3 years after local government, facility or program no longer possesses or uses radiological materials

b: Registration of radiation-producing equipment with New York State Department of Health, and related records:
RETENTION: 2 years after expiration or renewal
Radiation-exposure records

for an individual

 2020 (♦)
 CO2 252; MU1 220; MI1 178 773

a: Records of diagnostic misadministrations:
RETENTION: 3 years

b: Records of therapeutic misadministrations:
RETENTION: 6 years

c: Radiation-exposure data for an individual, including records of radioactive material deposited or retained in body:
RETENTION: 90 years after individual's date of birth
Records of occupational doses

for an individual using radiation-producing equipment or radiological materials

 2020 (♦)
 CO2 888; MU1 760; MI1 762 774

a: Annual or other summary occupational dose records:
RETENTION: 90 years after individual's date of birth

b: Detailed occupational dose records:
RETENTION: 0 after annual or other summary record containing this information is produced

c: Records of prior occupational dose:
RETENTION: 90 years after individual's date of birth

d: Records of planned special exposures:
RETENTION: 90 years after individual's date of birth
Radiation equipment testing and inspection records


CO2 253; MU1 221; MI1 179 775

a: Regulatory inspection and audit records, including master summary record and "index card":
RETENTION: 6 years after equipment no longer in use

b: Equipment accuracy testing records, including surveys, calibrations, measurements, and quality control tests:
RETENTION: 3 years
Records of disposal, theft, loss, or excessive release of radiation


CO2 254; MU1 222; MI1 180 776

a: Records concerning theft or loss of radiation source, excessive release of radiation, or excessive exposure of individual to radiation, including documentation of notification:
RETENTION: PERMANENT

b: Record of disposal by burial in soil:
RETENTION: PERMANENT

c: Records of authorized transfer or receipt, or issue and return of radiation source or radioactive materials, or disposition by incineration or release into sanitary sewer system:
RETENTION: 6 years
Radiation program safety records


CO2 889; MU1 761; MI1 763 777

a: Records documenting provisions of program:
RETENTION: 3 years after program ceases to exist

b: Audits and other reviews of program content and implementation:
RETENTION: 3 years

c: Records documenting specific instructions given to workers:
RETENTION: 3 years

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