I appreciate everyone's contribution, thank you very much. I am happy to be
a part of such a lively community. I have been directed to a number of
authorities on these issues and I hope that with further research, I will
find the answers I need.

Big Thanks,

Meghan


On Fri, Apr 11, 2014 at 1:31 PM, mwhaider <[log in to unmask]> wrote:

> Hi Meghan,
> Based on your statement:
>
>
>
> *"In most cases, we do not request medical records from any student,
> parent/guardian, or outside school district, but in some cases when the
> students records arrive for assessment and consultation purposes with our
> outreach staff, the medical files arrive as well."*
>
> My first reaction is that you should not retain any kind of records that
> you do not need to perform your services - only create/accept and retain
> records that are required/used in your organization's role.  By accepting
> unnecessary records you increase your organization's liability, space, time
> and security requirements.  You may need to create a
> policy/procedure/standard that makes it clear what types of records you
> want/need and avoid anything else by returning the documents to the
> originator or deleting/destroying - whichever is most appropriate.
>
> My gut tells me that creating and/or following an established policy on the
> creation/acquisition of records may be your first step. As the Digital
> Archivist you may think you have no other choice but to "file/retain" these
> records that have already been received.  However, you may have other
> options.  I encourage you to discuss this with your management and legal
> advisors.  (I am assuming that these medical records were created by
> another entity and are being retained by them according to the appropriate
> laws/regulations for that business purpose -  unless you have accepted the
> responsibility for these medical records through a legal agreement or
> contract.)
>
> If in the end, if you do need to retain these medical records then you will
> need to follow the retention requirements of your jurisdiction(s).
>
> Mary
>
> Mary W. Haider, MBA, CRM
> Records & Information Manager and Consultant
> [log in to unmask]
> 865-983-1371
>
> List archives at http://lists.ufl.edu/archives/recmgmt-l.html
> Contact [log in to unmask] for assistance
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>



-- 
*Meghan Currey*
Digital Archivist
Texas School for the Blind and Visually Impaired
Outreach Program
1100 West 45th Street
Austin, TX 78756
512-206-9433 office

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