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Departmental Records Schedules
 
 
 
 
UNC General Records Retention and Disposition Schedule

This Schedule applies to records in all media, unless otherwise specified.

Items – a sample listing of items found within a series. Other related records not listed may also be part of a series.

Disposition all dispositions are minimum requirements and include, where applicable, transfer to the custody of the University Archives for appraisal and final disposition.

Destruction
takes place in the office. Any record with confidential or sensitive information shall be properly destroyed by shredding or by means to ensure that the records cannot be physically recreated.

Original and Reference Copy original copy (also known as a record copy) is the official authorized copy kept by the office charged with creating or maintaining the record copy. Reference copies (also known as convenience copies) are preserved for the convenience of reference or ease of access.

There must be no destruction of records if litigation or audits or other official action involving the records is pending or reasonably anticipated or foreseeable.

Refer to prefatory material for additional instructions or contact your university's records officer for clarification.


 
<h3>Student Health Services / Counseling Services Records</h3>
Item 280. CONTROLLED DRUG ADMINISTRATIVE. Accounting for receipt and control of controlled drugs by Health Center personnel.
Items:
DISPOSITION INSTRUCTIONS: Destroy in office 3 years after released from all audits.

Item 281. CONTROLLED DRUG AUDIT FORMS. See Series Title
Items: inventory
DISPOSITION INSTRUCTIONS: Destroy in office 3 years after released from all audits.

Item 282. CONTROLLED DRUG DISPENSING RECORDS. Daily dispensing of controlled drugs. Comply with 20 USCA 1232g.
Items:
DISPOSITION INSTRUCTIONS: Destroy in office 3 years after released from all audits.

Item 283. IMMUNIZATION INCOMPLETE LOG. Incomplete immunization logs from Student Health Services. Comply with 20 USCA 1232g and HIPAA.
Items: student name, date of incomplete, date cleared
DISPOSITION INSTRUCTIONS: Destroy in office when superseded or obsolete.

Item 284. INSURANCE CLAIMS, BENEFITS AND PAYMENT LOG. Third party claims, explanation of benefits and checks received. Comply with 5 USCA 552a, 20 USCA 1232g and HIPAA.
Items: name, social security number, insurance company, claim, date processed, date paid
DISPOSITION INSTRUCTIONS: Destroy in office after 7 years.

Item 285. LABORATORY RESULTS LOGS. Comply with 20 USCA 1232g and HIPAA.
Items: name, type of test, result
DISPOSITION INSTRUCTIONS: Destroy in office 11 years after graduation or separation.

Item 286. MEDICAL HISTORIES AND IMMUNIZATION REPORTS. Comply with 20 USCA 1232g and HIPAA.
Items:
DISPOSITION INSTRUCTIONS: Transfer to Student Medical Records (Active) (GU290) for enrolled students into student’s medical file. For non-enrolled applicants, destroy after 1 year.

Item 287. PATIENT APPOINTMENT BOOK. Comply with 20 USCA 1232g and HIPAA.
Items:
DISPOSITION INSTRUCTIONS: Destroy in office after 1 year.

Item 288. PERFORMANCE IMPROVEMENT SURVEYS AND REVIEWS. Self-studies conducted by Student Health Services.
Items: correspondence, questionnaires, reports
DISPOSITION INSTRUCTIONS: Destroy in office when superseded or obsolete.

Item 289. RADIOLOGY JACKETS. Comply with 20 USCA 1232g and HIPAA.
Items: x-rays
DISPOSITION INSTRUCTIONS: Retain chest x-rays in office permanently. Recycle remaining records for silver reclamation after 11 years.

Item 290. STUDENT IMMUNIZATIONS. Immunizations received on campus. Comply with 5 USCA 552a, 20 USCA 1232 and HIPAA.
Items: name, social security number, immunizations
DISPOSITION INSTRUCTIONS: Permanent.

Item 291. STUDENT MEDICAL RECORDS (Active) (See also: Student Mental Health Records). Comply with 20 USCA 1232g and HIPAA.
Items: medical charts, name, medical history, accident reports
DISPOSITION INSTRUCTIONS: Transfer to Student Medical Records (Inactive) (GU292) after graduation or separation.

Item 292. STUDENT MEDICAL RECORDS (Inactive) (See also: Student Mental Health Records). Comply with 20 USCA 1232g and HIPAA.
Items: medical charts, name, medical history, accident reports
DISPOSITION INSTRUCTIONS: Destroy in office (inactive) 11 years after last professional contact with patient.

Item 293. STUDENT MENTAL HEALTH RECORDS (Active) (See also: Student Medical Records). May include substance abuse counseling, psychiatric and/or psychological information. Comply with 20 USCA 1232g and HIPAA.
Items: notes of practitioner, diagnosis and treatment, referral letters, release of information agreement
DISPOSITION INSTRUCTIONS: Transfer to Student Mental Health Records (Inactive) (GU294) after graduation or separation. Destroy in office (inactive) 11 years after last professional contact with patient.

Item 294. STUDENT MENTAL HEALTH RECORDS (Inactive) (See Also: Student Medical Records). May include substance abuse counseling, psychiatric and/or psychological information. Comply with 20 USCA 1232g and HIPAA.
Items: notes of practitioner, diagnosis and treatment, referral letters, release of information agreement
DISPOSITION INSTRUCTIONS: Destroy in office (inactive) 11 years after last professional contact with patient.

Item 295. SUBSTANCE ABUSE PROGRAM ADMINISTRATION. Comply with 20 USCA 1232g.
Items: attendance rosters, compliance status, reports
DISPOSITION INSTRUCTIONS: Transfer statistical reports to University Archives when administrative value ends. Destroy in office remaining records after 4 years.