Student Health Services/Counseling Services Records, Information Technology Services, UNCG

UNC General Records Retention and Disposition Schedule:
Student Health Services/Counseling Services

This Schedule applies to records in all media, unless otherwise specified.

Items – a sample listing of items found within a series. Other related records not listed may also be part of a series.
Disposition – all dispositions are minimum requirements and include, where applicable, transfer to the custody of the University Archives for appraisal and final disposition.
Destruction – takes place in the office. Any record with confidential or sensitive information shall be properly destroyed by shredding or by means to ensure that the records cannot be physically recreated.
Original and Reference Copy –original copy (also known as a record copy) is the official authorized copy kept by the office charged with creating or maintaining the record copy. Reference copies (also known as convenience copies) are preserved for the convenience of reference or ease of access.

No destruction of records may take place if litigation or audits are pending or reasonably anticipated or foreseeable.

Refer to prefatory material for additional instructions or contact your university's records officer for clarification.

GU280 Controlled Drug Administrative
GU281 Controlled Drug Audit Forms
GU282 Controlled Drug Dispensing Records
GU283 Immunization Incomplete Log
GU284 Laboratory Results Logs
GU285 Insurance Claims, Benefits and Payment Log
GU286 Medical Histories and Immunization Reports
GU287 Patient Appointment Book
GU288 Performance Improvement Surveys and Reviews
GU289 Radiology Jackets
GU290 Student Immunizations
GU291 Student Medical Records (Active) (See also: Student Mental Health Records)
GU292 Student Medical Records (Inactive) (See also: Student Mental Health Records)
GU293 Student Mental Health Records (Active) (See also: Student Medical Records)
GU294 Student Mental Health Records (Inactive) (See also: Student Medical Records)
GU295 Substance Abuse Program Administration

Student Health Services/Counseling Services

Series #	Series Title	Series Description	Items	Disposition
GU280	Controlled Drug Administrative	Accounting for receipt and control of controlled drugs by Health Center personnel.		Destroy in office 3 years after released from all audits.
GU281	Controlled Drug Audit Forms	See Series Title	inventory	Destroy in office 3 years after released from all audits.
GU282	Controlled Drug Dispensing Records	Daily dispensing of controlled drugs. Comply with 20 U.S.C. 1232g.		Destroy in office 3 years after released from all audits.
GU283	Immunization Incomplete Log	Incomplete immunization logs from Student Health Services. Comply with 20 U.S.C. 1232g and HIPAA.	student name, date of incomplete, date cleared	Destroy in office when superseded or obsolete.
GU284	Laboratory Results Logs	Comply with 20 U.S.C. 1232g and HIPAA.	name, type of test, result	Destroy in office 11 years after graduation or separation.
GU285	Insurance Claims, Benefits and Payment Log	Third party claims, explanation of benefits and checks received. Comply with 5 U.S.C. 552a, 20 U.S.C. 1232g and HIPAA.	name, social security number, insurance company, claim, date processed, date paid	Destroy in office after 7 years.
GU286	Medical Histories and Immunization Reports	Comply with 20 U.S.C. 1232g and HIPAA.		Transfer to Student Medical Records (Active) (GU290) for enrolled students into student’s medical file. For non-enrolled applicants, destroy after 1 year.
GU287	Patient Appointment Book	Comply with 20 U.S.C. 1232g and HIPAA.		Destroy in office after 1 year.
GU288	Performance Improvement Surveys and Reviews	Self-studies conducted by Student Health Services.	correspondence, questionnaires, reports	Destroy in office when superseded or obsolete.
GU289	Radiology Jackets	Comply with 20 U.S.C. 1232g and HIPAA.	x-rays	Retain chest x-rays in office permanently. Recycle remaining records for silver reclamation after 11 years.
GU290	Student Immunizations	Immunizations received on campus. Comply with 5 U.S.C. 552a, 20 U.S.C. 1232g and HIPAA.	name, social security number, immunizations	Permanent.
GU291	Student Medical Records (Active) (See also: Student Mental Health Records)	Comply with 20 U.S.C. 1232g and HIPAA.	medical charts, name, medical history, accident reports	Transfer to Student Medical Records (Inactive) (GU292) after graduation or separation.
GU292	Student Medical Records (Inactive) (See also: Student Mental Health Records)	Comply with 20 U.S.C. 1232g and HIPAA.	medical charts, name, medical history, accidents reports	Destroy in office (inactive) 11 years after last professional contact with patient.
GU293	Student Mental Health Records (Active) (See also: Student Medical Records)	May include substance abuse counseling, psychiatric and/or psychological information. Comply with 20 U.S.C. 1232g and HIPAA.	notes of practitioner, diagnosis and treatment, referral letters, release of information agreement	Transfer to Student Mental Health Records (Inactive) (GU294) after graduation or separation.
GU294	Student Mental Health Records (Inactive) (See also: Student Medical Records)	May include substance abuse counseling, psychiatric and/or psychological information. Comply with 20 U.S.C. 1232g and HIPAA.	notes of practitioner, diagnosis and treatment, referral letters, release of information agreement	Destroy in office (inactive) 11 years after last professional contact with patient.
GU295	Substance Abuse Program Administration	Comply with 20 USCA 1232g.	attendance rosters, compliance status, reports	Transfer statistical reports to University Archives when administrative value ends. Destroy in office remaining records after 4 years.

Information Technology Services

UNC General Records Retention and Disposition Schedule: Student Health Services/Counseling Services

Student Health Services/Counseling Services

UNC General Records Retention and Disposition Schedule:
Student Health Services/Counseling Services