Do not follow the records retention schedule to destroy records that are currently part of–or you are aware that they are going to be part of–any legal action or proceeding, litigation, audit, investigation, or review. For more information, see the Subpoenas for University Records Policy.
Health Records
| Schedule Number | Record Series |
|---|---|
| 1010 | Student Medical Records |
| 1020 | Chart Peer Review Records |
| 1030 | Medication/Prescription Pickup Records |
| 1040 | Employee Training and Credentialing Records |
| 1050 | Employee Immunization and Immunity Records |
| 1060 | Accident/Incident Reports |
| 1070 | Student Insurance Enrollment and Waiver Records |
| 1075 | State Insurance Reports |
| 1080 | College Immunization Surveys |
| 1085 | Clinical Laboratory Records |
Warning
Student Medical Records
Schedule Number
1010
Document student medical histories including evaluation and treatment of physical and mental health. Records may include physician notes, immunization records, prescription medication records, disabilities documentation, medical leave documents, and correspondence.
| Copy Type | Record Holder | Retention Period | Disposition |
|---|---|---|---|
| Official Copy | Health Service | Last patient encounter +10 years. Exception: If the patient is a minor on the date of the last patient encounter, the retention period is last patient encounter + 10 years or until the patient reaches 18 years of age, whichever longer. |
|
| Unofficial Copy | N/A | N/A |
N/A |
Notes
These records are created and stored electronically in Medicat.
References
20 U.S.C. § 1232g; 111 M.G.L. § 70; 243 M.C.R. 2.07(13)(a)
Approved
Health Service, Office of Information Security, University Counsel, and Tufts Archival Research Center
Effective Date
Chart Peer Review Records
Schedule Number
1020
Document Medical Director’s review of staff’s work, demonstrating quality assurance of care provided at Health Service.
| Copy Type | Record Holder | Retention Period | Disposition |
|---|---|---|---|
| Official Copy | Health Service | Last patient encounter +10 years. Exception: If the patient is a minor on the date of the last patient encounter, the retention period is last patient encounter + 10 years or until the patient reaches 18 years of age, whichever longer. |
|
| Unofficial Copy | N/A | N/A |
N/A |
Notes
These records are managed separately from student medical records.
References
260 M.G.L. § 4
Approved
Health Service, Office of Information Security, University Counsel, and Tufts Archival Research Center
Effective Date
Medication/Prescription Pickup Records
Schedule Number
1030
Document the filling of individual prescriptions for patients, signed by Health Service staff at the time of pickup.
| Copy Type | Record Holder | Retention Period | Disposition |
|---|---|---|---|
| Official Copy | Health Service | Delivery date +1 year |
|
| Unofficial Copy | N/A | N/A |
N/A |
Notes
References
21 CFR 1304.04 (2005); 94c MGL 15 (2004); and 105 CMR 700.006(B) (2004)
Approved
Health Service, Office of Information Security, University Counsel, and Tufts Archival Research Center
Effective Date
Employee Training and Credentialing Records
Schedule Number
1040
Document the training and credentialing of Health Service employees, including but not limited to training certificates, Drug Enforcement Agency (DEA) licenses, and Massachusetts Controlled Substances (MCS) registrations.
| Copy Type | Record Holder | Retention Period | Disposition |
|---|---|---|---|
| Official Copy | Health Service | Separation +6 years |
|
| Unofficial Copy | N/A | N/A |
N/A |
Notes
These records are managed separately from employee personnel records.
References
HIPAA
Approved
Health Service, Office of Information Security, University Counsel, and Tufts Archival Research Center
Effective Date
Employee Immunization and Immunity Records
Schedule Number
1050
Document the immunization and/or immunity of staff.
| Copy Type | Record Holder | Retention Period | Disposition |
|---|---|---|---|
| Official Copy | Occupational Health | Separation +30 years |
|
| Unofficial Copy | N/A | N/A |
N/A |
Notes
Occupational Health is the official record holder for employee immunization and immunity records. They retain all employee health records for separation +30 years, citing the OSHA retention requirement for exposure records (29 C.F.R. § 1910.1020(d)), in their SOP: Medical Documentation and Protection of Records.
References
29 C.F.R. § 1910.1020(d)
Approved
Occupational Health, Health Service, Office of Information Security, University Counsel, and Tufts Archival Research Center
Effective Date
Accident/Incident Reports
Schedule Number
1060
Tufts Accident/Incident Report Forms used to report any accident that resulted in bodily injury/illness, an incident that could have resulted in bodily injury (a near miss) or an incident that resulted in property damage.
| Copy Type | Record Holder | Retention Period | Disposition |
|---|---|---|---|
| Official Copy | Risk Management | 6 years |
|
| Unofficial Copy | Offices and Departments | Until no longer needed after submission to Risk Management |
Notes
Risk Management is the official record holder. Offices and Departments submit their reports to Risk Management and hold unofficial copies.
References
152 M.G.L. § 41
Approved
Risk Management, Health Service, Office of Information Security, University Counsel, and Tufts Archival Research Center
Effective Date
Student Insurance Enrollment and Waiver Records
Schedule Number
1070
Document compliance with Minimal Creditable Coverage standard required by the Massachusetts Health Care Reform Law, through enrollment in student health insurance with United Healthcare StudentResources or a waiver providing proof of comparable coverage.
| Copy Type | Record Holder | Retention Period | Disposition |
|---|---|---|---|
| Official Copy | UnitedHealthcare | Permanent |
Managed in UnitedHealthcare Student Resources system |
| Unofficial Copy | Health Service | Completion of waiver +2 years. See Notes for exception |
Notes
Waivers submitted to Health Service after the state’s submission deadline are filed with the student medical record and retained accordingly (last patient encounter +10 years with an exception for minors).
Approved
Health Service, Office of Information Security, University Counsel, and Tufts Archival Research Center
Effective Date
State Insurance Reports
Schedule Number
1075
Copies of Student Health Insurance Program (SHIP) Filings which demonstrate Tufts’ compliance with Massachusetts student health insurance requirements. Filings are comprised of three surveys documenting enrollment, performance, and benefits.
| Copy Type | Record Holder | Retention Period | Disposition |
|---|---|---|---|
| Official Copy | Massachusetts Division of Insurance | 6 years |
|
| Unofficial Copy | Health Service | Until no longer needed after submission to Massachusetts Health Connector |
Notes
These reports are submitted annually to Massachusetts Health Connector and retained by the state for six years. (See Massachusetts Statewide Retention Schedule L12-11a). The state is the official record holder.
Approved
Health Service, Office of Information Security, University Counsel, and Tufts Archival Research Center
Effective Date
College Immunization Surveys
Schedule Number
1080
To be revised
| Copy Type | Record Holder | Retention Period | Disposition |
|---|---|---|---|
| Official Copy | |||
| Unofficial Copy |
Notes
Clinical Laboratory Records
Schedule Number
1085
Document Clinical Laboratory operations including laboratory requisitions, worksheets (including but not limited to quality assurance, quality control, and proficiency testing), and reports.
| Copy Type | Record Holder | Retention Period | Disposition |
|---|---|---|---|
| Official Copy | Health Service | 4 years |
|
| Unofficial Copy | N/A | N/A |
N/A |
Notes
Retention period is based on state requirement of 4 years, which is longer than the federal requirement of 2 years. (See https://www.mass.gov/service-details/record-retention-policies-for-clinical-laboratories).
References
Centers for Medicare and Medicaid Services (CMS) records retention policy; Massachusetts Clinical Laboratory Program records retention policy
Approved
Health Service, Office of Information Security, University Counsel, and Tufts Archival Research Center
Effective Date