This General Schedule is applicable to the Health Services records of the Oregon University System. Retention periods apply to the record copy of all public records, regardless of medium or physical format, created or stored by the above specified agencies. Please note the exceptions to this General Schedule listed in OAR 166-030-0026 before disposing of records.
(1) Client Records
(2) Communicable Disease Records
(3) Health History Forms
(4) Immunization Reporting Records
(5) Laboratory Inspection Records
(6) Laboratory Test Requests
(7) Licensure Records
(8) Medical Records
(9) Non-Student Medical Records
(10) Patient Logs
(11) Patient Satisfaction Surveys
(12) Pharmacy Prescription Dispensation Records
(13) Practitioner Schedules
(14) Radiographic Quality Assurance Records
(15) Student Health Insurance Records
(16) Surgical Instrument Sterilization Records
(17) X-Rays
(1) Client Records
This series documents provision of health-related services to
clients on an outpatient basis by offices other than the student
health center. Examples of types of services are: speech therapy;
hearing testing; and cholesterol screening. This series may include
but is not limited to: tests; goals and objectives; diagnostic
reports; questionnaires; and related data. These records may
be exempt from disclosure by ORS 192.502(2).
Record Copy: Units
Retention: 7 years after last service or until client reaches
age 21, whichever is longer
 CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information should
be destroyed by pulping, shredding, or incineration. See the
OSU Archives
and Records Management Handbook for more
information. |
(2) Communicable Disease
Records
This series fulfills the public health requirement of reporting
the discovery of communicable disease. This series may include
but is not limited to: laboratory test results; name and address
of student; date; and person making referral. Information is transferred
to the county health department, but the log is maintained by
the laboratory.
Record Copy: Student Health Services
Retention: 5 years
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information should
be destroyed by pulping, shredding, or incineration. See the
OSU Archives
and Records Management Handbook for more
information. |
(3) Health History Forms
This series documents a student's medical history. The series
contains student medical history forms for students who have never
visited a institution student health center and therefore do not
have a medical record on file. These forms are a prerequisite
for enrollment at most institutions. These records may be exempt
from disclusure by ORS 192.502(2).
Record Copy: Student Health Services
Retention: 7 years after last service
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information should
be destroyed by pulping, shredding, or incineration. See the
OSU Archives
and Records Management Handbook for more
information. |
(4) Immunization Reporting
Records
This series is used to comply with Oregon State Health Division
reporting requirements for immunizations given to patients. Records
may include: immunization log sheets; annual reports; ITARS (Immunization
Tracking and Recall System) documentation and related correspondence.
These records may be exempt from disclosure by ORS 192.502(2).
Record Copy: Student Health Services
Retention: 25 years from last date of service for ITARS
records; 10 years for immunization log sheets and annual reports;
7 years after last service or until 21st birthday, whichever is
longer for all other records
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information should
be destroyed by pulping, shredding, or incineration. See the
OSU Archives
and Records Management Handbook for more
information. |
(5) Laboratory Inspection
Records
This series documents in-house inspection of laboratory equipment
on a quarterly basis. This series may include but is not limited
to: a checklist of all equipment; calibrations; and conditions.
Record Copy: Student Health Services
Retention: For the life of the equipment for calibrations;
3 years for all other records
(6) Laboratory Test Requests
This series documents physician orders for laboratory
tests for students receiving services at the student health center.
This series may include but is not limited to: name of student;
date; test(s) ordered; and physician's signature.
Record Copy: Student Health Services
Retention: 2 years
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information should
be destroyed by pulping, shredding, or incineration. See the
OSU Archives
and Records Management Handbook for more
information. |
(7) Licensure Records
This series documents the professional and regulatory issuance
of credentials to individuals and facilities providing services
within the student health center. This series may include but
is not limited to: license applications; College of American Pathologists
comparative test results for laboratory licensing; Oregon Pharmacy
Board Retail Drug Outlet/Controlled Substance Registration (license)
and inspection reports; individual employee professional licenses;
and related correspondence.
Record Copy: Student Health Services
Retention: Until superseded or obsolete
(8) Medical Records
This series documents the medical services history provided for
students treated by the student health center. This series may
include but is not limited to: appointment request slips; summary
sheets; bacteriology test results; treatment record forms; diagnosis
sheets; health history/screening sheets; initial evaluation/assessment
sheets; referral sheets; health center billing
statements; personal health history sheets; dental examination
sheets and X-rays; laboratory test results; physical therapy notes;
X-ray release forms; X-ray requisitions with narrative of radiologist;
notes; memoranda; and related correspondence.
Record Copy: Student Health Services
Retention: 7 years after last service or until client reaches
age 21, whichever is longer
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information should
be destroyed by pulping, shredding, or incineration. See the
OSU Archives
and Records Management Handbook for more
information. |
(9) Non-Student Medical
Records
This series documents medical services provided to non-students
by the institution's student health center, such as allergy shot,
vaccines, and blood pressure checks. Records include: medical
history forms; notations of services provided and dates; payment
information; and related correspondence.
Record Copy: Student Health Services
Retention: 7 years after last service or until client reaches
age 21, whichever is longer
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information should
be destroyed by pulping, shredding, or incineration. See the
OSU Archives
and Records Management Handbook for more
information. |
(10) Patient Logs
This series is used to log in patients who visit the student health
center (both in-patients and out-patients). It may also be used
to create annual census reports and 3-year census comparisons.
Log information may include: the date and time that the patient
came in; the physician assigned; diagnosis; admission/discharge
date; length of stay; and remarks.
Record Copy: Student Health Center
Retention: 3 years
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information should
be destroyed by pulping, shredding, or incineration. See the
OSU Archives
and Records Management Handbook for more
information. |
(11) Patient Satisfaction
Surveys
This series documents patient comments on services provided by
the student health center and is used to plan for a change in
services. The surveys may include but are not limited to: rating
of services; type of services rendered; statistics about the student;
and possibly names and addresses.
Record Copy: Student Health Services
Retention: 3 years
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information should
be destroyed by pulping, shredding, or incineration. See the
OSU Archives
and Records Management Handbook for more
information. |
(12) Pharmacy Prescription
Dispensation Records
This series is used to provide an individual, daily summary, and
annual summary record of initial drug dispensation and refills
administered by the department as required by the Oregon State
Pharmacy Board. This series may include but is not limited to:
prescription slips; in-house computer-generated Rx registers;
controlled substance reports; and data base purge reports.
Record Copy: Student Health Services
Retention: 3 years
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information should
be destroyed by pulping, shredding, or incineration. See the
OSU Archives
and Records Management Handbook for more
information. |
(13) Practitioner Schedules
This series documents the practitioners' work schedules which
are used to clarify assigned responsibilities. This series includes:
dates and times of assignments; practitioner names; and responsibilities.
Record Copy: Student Health Services
Retention: 2 years
(14) Radiographic Quality
Assurance Records
This series documents the setting of measurable standards and
procedures for radiographic safety and professional quality by
professionals on staff. This series may include but is not limited
to: reports by the radiographic staff; quality assurance committee
notes; and staff reviews.
Record Copy: Student Health Services
Retention: 3 years
(15) Student Health Insurance
Records
This series documents students' insurance coverage activity under
institution insurance policies. This series may include but is
not limited to: benefit explanations; payment summaries; photocopies
of checks; invoices; policy change sheets; ledgers; individual
student correspondence relating to their coverage; and related
correspondence with the insurance company.
Record Copy: Student Health Services
Retention: 2 years after expiration of policy
Other copies: Memorial Union Business Office, International
Education
Retention: 2 years after expiration of policy
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information should
be destroyed by pulping, shredding, or incineration. See the
OSU Archives
and Records Management Handbook for more
information. |
(16) Surgical Instrument
Sterilization Records
This series documents the sterilization of surgical instruments
used by the student health center. This series may include but
is not limited to: autoclave recording charts and log sheets indicating
date; load number; items sterilized; and temperature/time settings.
Record Copy: Student Health Services
Retention: 1 year
(17) X-Rays
This series consists of student X-rays taken by student health
center staff. X-rays are stored alphabetically in envelopes identified
by year, name, and view. This series may also include but is not
limited to a log of X-rays going out and coming in for professional
reference and related documentation.
Record Copy: Student Health Services
Retention: 7 years after date of last service
|
CONFIDENTIAL DESTRUCTION:
Records in this series containing confidential information should
be destroyed by pulping, shredding, or incineration. See the
OSU Archives
and Records Management Handbook for more
information. |
