AGENCY: Department of Health. Bureau of Health Promotion

SERIES: 7539
TITLE: Cancer screening program closed patient files
DATES: c 1976-2018.
ARRANGEMENT: Chronological by year

DESCRIPTION: These records contain the results of cancer screening tests offered by the state. They include a Confidential Personal Health Record, Confidential Clinic Results, a Pelvic Referral Form, a Breast Referral Form, and laboratory test results. Information includes the patient's name, address, ethnic origin, educational level, total family income, number of persons in household, religion, next of kin, age at marriage and first pregnancy, personal and family history of certain diseases, date of birth, height, weight, telephone number, social security number, medical history, signed consent for medical information to be released to the department, signed consent for the screening, the diagnosis, the procedures used in the testing, and the recommended treatment.

RETENTION

Retain for 8 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

APPROVED: 02/1999

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then transfer to State Records Center. Retain in State Records Center for 5 years and then destroy.

Computer data files: Retain in Office for 8 years and then delete.

APPRAISAL

Administrative Legal

The current retention is 8 years. The office is keeping the records due to a Centers for Disease Control requirement.¶Previous decision: 5 years. Discussion with the staff discloses that once a case is closed, it has no further administrative value. However, as the potential for a malpractice suit exists, the record should be kept until the statute of limitations runs out. According to UCA 78-14-4, an action for malpractice must take place within a maximum of 4 years from the act.

PRIMARY DESIGNATION

Private

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