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Subject: Records
Management Effective:
Supersedes: Revised: Author: Approved by: ______________ Purpose: The purpose of this policy is to establish the policy and procedure for
the management of all Health Department records, to include development,
storage, maintenance, retention or destruction of these records. Employees Affected: All Health Department employees are covered by this policy. Employees
include all regular and temporary project, both full-time and part-time, and
all volunteers performing work for the Department. References: Records Retention Manual - Health Districts and Health
Departments, Division of Archives and Records Management, State of
Washington. Pierce County Records Management Manual, Rev. December,
1991 RCW 40.14 - Disposition of Public Records RCW 41.190 - Care and Treatment of Patients A draft of the State Department of Health Client Health
Care Records Confidentiality Policy. Policy: The _______________Health Department is required to
adhere to regulations, which apply to all local health agencies, based on
the requirements of the State of Washington, and as they relate to the
specific functions carried out by this agency. How the Department records
are to be handled for retention, is shown by the ______________ Health
Department's Records Retention Schedule (RRS) approved by the State of
Washington, "Local Records Committee," which is the regulating
body for public health department records. All programs and services of the
Department will use the RRS. Responsibilty: A.
Director of Health
The Director of Health shall designate a responsible
officer (RO) to: (1) Conduct an annual review of the Records Retention Schedule (RRS) (2) Work with programs to manage all Health Department records regarding storage, maintenance, retention and destruction according to state guidelines. (3) Receive all record requests not specifically identified to a program area (e.g. closed records, questionable legal concerns, unidentifiable requests) and determine the appropriate program to handle the request in a timely manner. (4) Consult with Legal Counsel to determine whether requests are lawful (e.g.. if requestor has the right to have records of that individual) and must be fulfilled. (5) Distribute monthly reports from record center to responsible program. (6) Distribute the County Records Center requests for destruction of stored records to appropriate programs for initialing approval, and return to the County Records Center in a timely manner. (7) Sign-off as Responsible Officer on all department storage and destruction requests before forwarding to the County Records Center. (8) Make sure all pertinent information/paperwork is forwarded to programs. Make copies of all new/changed stored record locations for programs when received from the County Records Center. B.
Public Health Manager
Each Public Health Manager shall assign a responsible
person to work with the RO to: |
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