Iwasaki Library

Records Retention & Disposition Schedule: Medical Records

List of Schedules

Schedule Number Records Series
1010 Robbins Clinic Patient Medical Records
1020 Student Medical Records (Center for Health & Wellness)
1030 Student Athlete Medical Records

Warning

If your department or office receives a notice of a Records Preservation/Hold Order you must comply with the instructions from General Counsel’s office. A Records Preservation/Hold Order is an internal procedure to ensure that certain information is preserved which may be needed for reasonably anticipated or actual government investigation, audit, or litigation. A Records Preservation/Hold Order temporarily sets aside the retention period stated in the Records Retention and Disposition Schedule, and suspends destruction for the affected records until the Records Preservation/Hold Order is released.


Robbins Clinic Patient Medical Records

These records pertain to all documentation related to a patient's medical record.

Record Holder Retention Period Disposition
Official Record All patient files created by the Robbins Clinic or Thayer-Lindsley Nursury 20 years after final treatment Confidential Destruction
Duplicate Record (reference copy) All other offices (no office other than those listed above should maintain a copy of medical records) Destroy immediately Confidential Destruction


Student Medical Records

Record Holder Retention Period Disposition
Official Record Center for Health & Wellness 7years after final treatment Confidential Destruction
Duplicate Record (Reference Copy) All other offices (no office other than those listed above should maintain a copy of medical records) Destroy Immediately Confidential Destruction

Student Athlete Medical Records

Records related to medical treatment of injuries received during athletic events.

Record Holder Retention Period Disposition
Official Record Athletics 7 years after final treatment Confidential Destruction
Duplicate Record (Reference Copy) Center for Health and Wellness Until no longer needed, but no longer than Official Record. Confidential Destruction