about Records Retention Schedules

Are you in a regulated industry? Are there documents (paper or electronic) that you are required to maintain?

If you answered "yes" to either one or both of the previous questions then you need to follow a records retention schedule.

What is a Records Retention Schedule?

It is a fixed period that you or your organization is mandated to follow regarding the maintaining of  PAPER RECORDS, MICROFILM RECORDS, and/or ELECTRONIC RECORDS. After the time expires you or your organization can DESTROY BY SHREDDING, DESTROY BY PULVERIZATION, and/or by DELETION.

The schedule is approved (usually by governing entities) to limit the space and resources committed by the individual or organization to store and maintain those records over the lifetime of the entity required to follow a retention schedule. Imagine a medical practice that has been in business for over twenty years. Now imagine that same medical practice that has kept paper records for over twenty years. Yep, that is a lot of paper and space. However, by following a retention schedule that practice will have what it is required to have to meet compliance thus the space and amount of paper is kept to a respectable amount of space.

In the state of Texas:
• Medical Records have a Minimum Retention Period of 7 years past the last date on which service was given or until the patient's 21st birthday, whichever occurs later.
• Dental Records have a Minimum Retention Period of 5 years
• However, Master Patient Index has a PERMANENT retention.

 Of course, other rules and regulations apply to unique situations and circumstances. Thus, it is advisable to check with your governing commission, agency, or organization to have the latest information available and to remain in compliance.