Notice:
The information contained on this schedule is the minimum State-required retention period for the specified categories. This does NOT authorize disposal action. State approval is expressly required prior to each disposal of records, regardless of format or volume, unless the documents are specifically categorized as non-records. Contact the RIMS office to initiate a records disposal or for the State approved retention period of any items not listed below.
RIMS recommends that no record be held for more than one (1) year beyond its listed mandatory minimum retention period and that they only be retained for longer if there is a legitimate business need to do so. However, if your records are subject to a legal hold or pending legal action, you will need to follow the retention recommended by legal counsel. RIMS should be notified of any decisions to keep records past their minimum retention.
Upon completion of the retention period for medical center records they will either be deleted, destroyed, or transferred to the University Archives. Before the retention period expires, please follow the records storage guidelines. For questions or more clarification about the correct process for these actions, please contact the RIMS office.
The Notes column includes pertinent information about the documents, if known, such as the Office of Record and System of Record. If you have a document that does not appear below or if you have further information about the Office of Record or System of Record, please contact RIMS.
A PDF version of this retention schedule is available. Download
The categories of Medical Center Records are:
Patient Medical Records
Patient Medical Records include documents relevant to each service a patient receives, containing sufficient information to identify the patient, support the diagnosis, justify the treatment, document the course of treatment and results, and promote continuity of care among health care providers.
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Birth Certificate Worksheets
The birth certificate worksheet consists of information used to create birth certificates such as legal name of the child to appear on the birth certificate and information on the mother and father.
Birth Certificate Worksheet |
Permanently, see RIMS for guidance |
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Immunization and Vaccine Records
The Immunization and Vaccine Records are a record of each patient's history of receiving immunizations and vaccines at the University of Illinois Medical Center.
Immunization records |
Permanently, see RIMS for guidance |
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Patient Master Index File
The Patient Master Index File consists of a chronological log per patient of each service provided.
Patient Master Index File |
Permanently, see RIMS for guidance |
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Fetal Monitoring Records
Fetal Monitoring Records consist of the record of activity of a fetus immediately prior to birth.
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Blood Bank Donor/Recipient Records
Blood Bank Donor/Recipient Records include documents that record names of persons or entities who donate blood, receive blood, or are unable to donate blood for various reasons.
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Blood Bank Training and Qualification Records
Blood Bank Training and Qualification Records consist of documentation indicating that employees have successfully completed the necessary training.
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Blood Bank Control Records
Blood Bank Control Records consist of documentation indicating blood bank compliance with common safety and protocol policies for managing a blood bank.
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Imaging Services Records
Imaging Services Records include results from radiology and cardiology procedures and tests.
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Laboratory Records
Laboratory Records consist of laboratory procedures and documentation related to tests conducted on patient specimens.
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Pharmacy Records
Pharmacy Records consist of documents relating to dispensing, administering, acquiring, and verifying prescriptions of controlled medicinal substances.
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Patient Encounter Forms
Patient Encounter Forms include forms completed by the physician to document services and procedures rendered to the patient.
Patient Encounter Form |
Provided all pertinent information has been transferred to other records (i.e., central billing databases and/or medical records), 3 years from date of service then obtain State approval to dispose |
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Emergency Room transfer |
Provided all pertinent information has been transferred to other records (i.e., central billing databases and/or medical records), 3 years from date of service then obtain State approval to dispose |
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Sexual Assault Survivor Emergency Treatment |
Provided all pertinent information has been transferred to other records (i.e., central billing databases and/or medical records), 3 years from date of service then obtain State approval to dispose |
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Primary Audience
This schedule will specifically help those who work with patient records, such as staff from the University of Illinois Hospital and Health Sciences System, University Health Services at UIC, and Health Service at UIS.
Contributors
Our many thanks to the following contributors who worked with us to create this schedule through discussion, collaboration, input, and consensus:
- UI Hospital, Health Information Management – Margaret Pajak
- UI Hospital, Quality Management Department – Natalie Chadwell, Maureen Perry, Stephanie Wright
- UI Hospital, Information Services – Karen Engelhardt
- UI Hospital, Pharmacy – John Garofalo
- UI Hospital, Administration – Samuel Levin, David Loffing
- UI Hospital, Nursing Services – Carolyn McLane
- UI Hospital, Ambulatory Services Administration – Nicole Rush
- UIC Office for Access and Equity – Steve Holz
- University Counsel – Laura Clower
- UIUC University Archivist – William Maher