Medical Center Records (UIC) Retention Schedule

 

Notice:
The retention information contained on this schedule is the minimum State-required retention 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.

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.

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Intake forms 25 years past the date of service, then obtain State approval to dispose  
Lab results 25 years past the date of service, then obtain State approval to dispose  
Listings of medications prescribed 25 years past the date of service, then obtain State approval to dispose  
Doctors' notes 25 years past the date of service, then obtain State approval to dispose  
Diagnoses 25 years past the date of service, then obtain State approval to dispose  
Reports of services received 25 years past the date of service, then obtain State approval to dispose  
Treatments 25 years past the date of service, then obtain State approval to dispose  
Tests 25 years past the date of service, then obtain State approval to dispose  
Record of patient instruction 25 years past the date of service, then obtain State approval to dispose  

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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.

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
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.

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
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.

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
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.

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Fetal monitoring strips 25 years from the date of birth then obtain State approval to destroy  

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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.

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Lists of persons or entities donating blood 10 years from the date of service, then obtain State approval to dispose  
Lists of persons or entities receiving blood 10 years from the date of service, then obtain State approval to dispose  
Lists of persons permanently deferred from donating 75 years from date of attempted donation, then obtain State approval to dispose  

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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.

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Blood Bank Employee Training records 5 years past the date of training then obtain State approval to destroy  
Blood Bank Employee Qualification records 5 years past the date of training then obtain State approval to destroy  
Blood Borne Pathogens Training (OSHA) records 5 years past the date of training then obtain State approval to destroy  

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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.

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Equipment performance checks/audits 10 years past the date of equipment function then obtain State approval to destroy  
Equipment preventative maintenance records 10 years past the date of preventative maintenance then obtain State approval to destroy  
Centrifuge calibration records 10 years past the date of calibration then obtain State approval to destroy  

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Imaging Services Records

Imaging Services Records include results from radiology and cardiology procedures and tests.

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Mammography records 10 years past the date of service or procedure then obtain State approval to destroy  
Mammograms 10 years past the date of service or procedure then obtain State approval to destroy  
Mammography images/films 10 years past the date of service or procedure then obtain State approval to destroy  
Mammography reports 10 years past the date of service or procedure then obtain State approval to destroy  
Test results 5 years past the date of service then obtain State approval to destroy  
Electrocardiogram (EKG or ECG) tracings 5 years past the date of service then obtain State approval to destroy  
Electroencephalogram (EEG) tracings 5 years past the date of service then obtain State approval to destroy  
Electromyogram (EMG) tracings 5 years past the date of service then obtain State approval to destroy  
Films 5 years past the date of service then obtain State approval to destroy  
Slides 5 years past the date of service then obtain State approval to destroy  
Scans 5 years past the date of service then obtain State approval to destroy  
Tapes 5 years past the date of service then obtain State approval to destroy  
Pictures 5 years past the date of service then obtain State approval to destroy  
Videotapes 5 years past the date of service then obtain State approval to destroy  
X-ray photographs/films 5 years past the date of service then obtain State approval to destroy  
Roentgen photographs 5 years past the date of service then obtain State approval to destroy  
Radiopharmaceutical tests 5 years past the date of service then obtain State approval to destroy  

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Laboratory Records

Laboratory Records consist of laboratory procedures and documentation related to tests conducted on patient specimens.

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Laboratory quality assurance documents/reports 10 years past the date of service then obtain State approval to dispose  
Laboratory quality control documents/reports 10 years past the date of service then obtain State approval to dispose  
Laboratory procedures 10 years past the date of service then obtain State approval to dispose  
Laboratory reports 10 years past the date of service then obtain State approval to dispose  
Histopathology slides 10 years past the date of service then obtain State approval to dispose  
Histopathology specimen blocks 10 years past the date of service then obtain State approval to dispose  
Cytology slides 10 years past the date of service then obtain State approval to dispose  
Pathology logs 10 years past the date of service then obtain State approval to dispose  
Pathology reports 10 years past the date of service then obtain State approval to dispose  
Record of blood draws/drawers 10 years past the date of service then obtain State approval to dispose  
Immunohematology records 5 years past the date of service then obtain State approval to dispose  
Specimen records 5 years past the date of service then obtain State approval to dispose  
Lab test requisitions 5 years past the date of service then obtain State approval to dispose  
Non-clinical lab studies records 5 years past the date of service then obtain State approval to dispose  

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Pharmacy Records

Pharmacy Records consist of documents relating to dispensing, administering, acquiring, and verifying prescriptions of controlled medicinal substances.

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Receipts for narcotics dispensing 3 years past the date of dispensing then obtain State approval to dispose  
Acquisitions order forms 3 years past the date of dispensing then obtain State approval to dispose  
Records of narcotic drugs administered 3 years past the date of dispensing then obtain State approval to dispose  
Records of prescriptions dispensed 5 years past the date of dispensing then obtain State approval to dispose  
Verification log of Schedule III and IV Controlled Substance prescription refills 5 years past the date of prescription refill verification then obtain State approval to dispose  
Facsimile copy of a prescription 5 years past the date of dispensing then obtain State approval to dispose  
Written memorandum of the oral prescription 5 years past the date of dispensing then obtain State approval to dispose  
Prescription refills 5 years past the date of prescription refill verification then obtain State approval to dispose  

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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.

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
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  
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  
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