Clinical

Clinical Records – Retention and Disposal Of Clinical Information

The latest version of this document is available on the CDHB intranet/website only. Printed copies may not reflect the most recent updates.

Authorised by: EDON Issue Date: June 2015 Page 1 of 9 Be reviewed by: June 2018

Retention and Disposal of Clinical Information

Policy

Retention

All health records will be retained for a minimum period of ten years following the death of a client or for such longer period as may be specified in the attached schedule

Disposal

Disposal of health records will be coordinated by the Clinical Records Department and undertaken in a manner that is in accordance with the Public Records Act 2005 General Disposal Authority for DHBs.

The disposal of health records will be by secure destruction utilising approved methods and/or contractors.

Purpose

To ensure that all clinical records are retained for the appropriate period and disposed of at the end of the retention period in accordance with the Public Records Act 2005 and the General Disposal Authority for DHBs DA262.

Scope/Audience

All CDHB Staff

Associated documents

CDHB Manual, Volume 11 - Clinical

Clinical Record Management Policy

Process for Disposal of Clinical Information procedure

Background Information

The Public Records Act 2005 requires that all health information must be retained for a minimum of 10 years from the date of the most recent treatment or care. Records which are required to held for a longer period are:

Paediatric records

Maternity records

Clinical

Clinical Records – Retention and Disposal Of Clinical Information

The latest version of this document is available on the CDHB intranet/website only. Printed copies may not reflect the most recent updates.

Authorised by: EDON Issue Date: June 2015 Page 2 of 9 Be reviewed by: June 2018

Clinical Trial / Study records

Radiotherapy records

Mental Health records

The General Disposal Authority for DHBs, DA262, further specifies the individual retention dates for various categories of health record information.

The Health Regulations (Retention of Health Information) require all health agencies to retain health information for a minimum of 10 years.

References

Public Records Act 2005

General Disposal Authority for DHBs DA262

Health Regulations

Policy Owner CDHB Clinical Records Managers & Corporate Legal

Policy Authoriser Executive Director of Nursing

Date of Authorisation June 2015

Clinical

Clinical Records – Retention and Disposal Of Clinical Information

The latest version of this document is available on the CDHB intranet/website only. Printed copies may not reflect the most recent updates.

Authorised by: EDON Issue Date: June 2015 Page 3 of 9 Be reviewed by: June 2018

Appendix: Archives New Zealand – District Health Boards General Disposal Authority

DA 262

Clinical

Clinical Records – Retention and Disposal Of Clinical Information

The latest version of this document is available on the CDHB intranet/website only. Printed copies may not reflect the most recent updates.

Authorised by: EDON Issue Date: June 2015 Page 4 of 9 Be reviewed by: June 2018

Clinical

Clinical Records – Retention and Disposal Of Clinical Information

The latest version of this document is available on the CDHB intranet/website only. Printed copies may not reflect the most recent updates.

Authorised by: EDON Issue Date: June 2015 Page 5 of 9 Be reviewed by: June 2018

Clinical

Clinical Records – Retention and Disposal Of Clinical Information

The latest version of this document is available on the CDHB intranet/website only. Printed copies may not reflect the most recent updates.

Authorised by: EDON Issue Date: June 2015 Page 6 of 9 Be reviewed by: June 2018

Clinical

Clinical Records – Retention and Disposal Of Clinical Information

The latest version of this document is available on the CDHB intranet/website only. Printed copies may not reflect the most recent updates.

Authorised by: EDON Issue Date: June 2015 Page 7 of 9 Be reviewed by: June 2018

Clinical

Clinical Records – Retention and Disposal Of Clinical Information

The latest version of this document is available on the CDHB intranet/website only. Printed copies may not reflect the most recent updates.

Authorised by: EDON Issue Date: June 2015 Page 8 of 9 Be reviewed by: June 2018

Clinical

Clinical Records – Retention and Disposal Of Clinical Information

The latest version of this document is available on the CDHB intranet/website only. Printed copies may not reflect the most recent updates.

Authorised by: EDON Issue Date: June 2015 Page 9 of 9 Be reviewed by: June 2018