June Updates to the Retention Schedule

The following changes to the State University Model Retention Schedule have been approved by the State Archives and Records Commission and take effect as of June 8, 2017.

Additions:

A.      General Records

Series U0140, University Organization Membership Application

This Series represents applications for membership in University organizations including, but not limited to, the Faculty Club or University Club. Duration of membership may vary. Types of membership may include alumni, corporate, parent, retiree, department, faculty/staff, or fellow. Terms of membership must be followed or cancellation could result.

Retain lifetime membership applications for seventy-five (75) years, then destroy. Retain terminated membership applications until one (1) year after termination, then destroy.

Q.           Medical Records

Series U1709, Specimen Report File (Laboratory Copy)

This series represents pathology specimen reports, which are created at the request of attending physicians for individual patient diagnosis and treatment. Legal retention requirements: 42 CFR 493.1105 (a)(6)(ii) - Retain or be able to retrieve a copy of pathology test reports at least ten (10) years after the date of reporting. 42 CFR 493.1105 (a)(7)(iii) - retain tissue samples retain until diagnosis is made on the specimen. 42 CFR 493.1105 (a)(1) - retain test requisitions and authorizations at least two (2) years. 42 CFR 493.1105 (a)(7)(i)(A) - Retain cytology slide preparations for at least five (5) years from the date of examination. 42 CFR 493.1105(a)(7)(i)(B) - Retain pathology specimen blocks for at least two (2) years from the date of examination.

Retain samples until diagnosis is made on the specimen, then destroy. Retain cytology slide preparations for at least five (5) years from the date of examination, then destroy. Retain pathology specimen blocks for at least two(2) years from the date of examination, then destroy. Retain test requisitions and authorizations for two (2)years, then destroy. Retain specimen report until ten(10) years after the date of reporting, then destroy.

Published on June 15, 2017