This schedule applies to: All Local Government Agencies



This schedule applies to: Health Departments and DistrictsScope of records retention scheduleThis records retention schedule covers the public records of public health departments and districts relating to the functions of promoting public health, managing vital records, providing health care and treatment, conducting research, and other activities pursuant to title 70 RCW. It is to be used in conjunction with the Local Government Common Records Retention Schedule (CORE), which authorizes the destruction/transfer of public records common to all local government agencies ().Disposition of public recordsPublic records covered by records series within this records retention schedule must be retained for the minimum retention period as specified in this schedule. Washington State Archives strongly recommends the disposition of public records at the end of their minimum retention period for the efficient and effective management of local resources. Public records designated as Archival (Permanent Retention) or Non-Archival (with a retention period of “Life of the Agency” or “Permanent”) must not be destroyed. Records designated as Archival (Appraisal Required) must be appraised by the Washington State Archives before disposition. Public records must not be destroyed if they are subject to ongoing or reasonably anticipated litigation. Such public records must be managed in accordance with the agency’s policies and procedures for legal holds. Public records must not be destroyed if they are subject to an existing public records request in accordance with chapter 42.56 RCW. Such public records must be managed in accordance with the agency’s policies and procedures for public records requests.In addition to the minimum retention requirements specified in this schedule, there may be additional (longer) retention requirements mandated by federal, state and/or local statute, grant agreement, and/or other contractual obligations.Revocation of previously issued records retention schedulesAll previously approved disposition authorities for records that are covered by this retention schedule are revoked, including those listed in all general and agency unique retention schedules. Local government agencies should take measures to ensure that the retention and disposition of public records is in accordance with current approved records retention schedules. AuthorityThis records retention schedule was approved by the Local Records Committee in accordance with RCW 40.14.070 on August 20, 2015. XE "complaints" \t “see also CORE” \f “subject” XE "policies and procedures" \t “see also CORE” \f “subject” XE "hazardous waste" \t “see also CORE” \f “subject” XE "inspections" \t “see also CORE” \f “subject” XE "maintenance" \t “see also CORE” \f “subject” XE "monitoring" \t “see also CORE” \f “subject” XE "administration (general)" \t “see also CORE” \f “subject” XE "billing/financial services" \t “see also CORE” \f “subject” XE "accidents/incidents" \t “see also CORE” \f “subject” XE "injury reports:client (claim filed)" \t “use CORE GS50-01-10” \f “subject” Signature on File________________________________________________________________________________________________________________________________________________________________________For the State Auditor: Cindy EvansSignature on File_____________________________________________________________________________________________________________________________________________________________________________________________For the Attorney General: Matt KernuttSignature on File_____________________________________________________________________________________________________________________________________________________________________________________________The State Archivist: Steve ExcellSignature on File___________________________________________________________________________________________________________________________________________________________The State Archivist: Steve ExcellREVISION HISTORYVersionDate of ApprovalExtent of Revision1.0December 1999Initial version.2.0July 2001Major revision.3.0March 26, 2009Name changed from “Health Districts and Departments” to “Health Departments and Districts”. Records series common to all local government agencies now appear in the new Local Government Common Records Retention Schedule (CORE) and have been removed from this schedule. All Disposition Authority Numbers (DANs) in the Health Departments and Districts Records Retention Schedule now begin with the prefix “HE”; there have been no changes to titles, descriptions, retention periods, or archival designations. 4.0January 27, 2011Revision of entire schedule, including series titles, descriptions, retention periods, and archival designations. Entire schedule has been reorganized and restructured. The “Secondary Copy” and “Remarks” columns have been removed and the entire schedule has been reformatted. Records series common to all local government agencies and covered by the Local Government Common Records Retention Schedule (CORE) have been removed. The following records series have been discontinued in version 4.0 of the Public Health Departments and Districts Records Retention Schedule and disposition authority for them is pending in revisions to the Local Government Common Records Retention Schedule (CORE): HE55-01A-09 and HE55-01C-13.4.1August 20, 2015Entire schedule reformatted/modernized. Citations hyperlinked; minor errors corrected; some language clarified. Two new series: Environmental Monitoring (Agency Jurisdiction) (HE2015-001, p. 12) and Environmental Testing (Service to Public) (HE 2015-002 p. 24). 17 series updated; 1 series discontinued. All changes detailed in Summary of Changes. (NOTE: Typographical error corrections, formatting, and inconsequential language modifications were not considered changes.) For assistance and advice in applying this records retention schedule, please contact Washington State Archives at:recordsmanagement@sos. or contact your Regional Archivist.TABLE OF CONTENTS TOC \o "1-2" \h \z \t "**Functions,1,** Activties,2" 1.AGENCY MANAGEMENT PAGEREF _Toc426037716 \h 51.1COMMUNITY RELATIONS PAGEREF _Toc426037717 \h 51.2QUALITY ASSURANCE AND COMPLIANCE PAGEREF _Toc426037718 \h 62.ASSET MANAGEMENT PAGEREF _Toc426037719 \h 102.1MAINTENANCE PAGEREF _Toc426037720 \h 103.ENVIRONMENTAL HEALTH MANAGEMENT PAGEREF _Toc426037721 \h 113.1AUDITING AND INSPECTION PAGEREF _Toc426037722 \h 113.2LICENSING AND PERMITTING PAGEREF _Toc426037723 \h 183.3TESTING AND ANALYSIS PAGEREF _Toc426037724 \h 234.HEALTH CARE AND TREATMENT PAGEREF _Toc426037725 \h 294.1ASSESSMENT AND REFERRAL PAGEREF _Toc426037726 \h 294.2CLIENT ADMINISTRATION PAGEREF _Toc426037727 \h 304.3CLIENT BILLING PAGEREF _Toc426037729 \h 314.4CLIENT MEDICAL RECORDS PAGEREF _Toc426037730 \h 324.5CLINICAL LABORATORY PAGEREF _Toc426037731 \h 354.6INFECTIOUS AND COMMUNICABLE DISEASE CONTROL AND PREVENTION PAGEREF _Toc426037732 \h 374.7WOMEN, INFANTS AND CHILDREN (WIC) PROGRAM OPERATIONS PAGEREF _Toc426037733 \h 405.HUMAN RESOURCE MANAGEMENT PAGEREF _Toc426037734 \h 425.1PERFORMANCE MANAGEMENT PAGEREF _Toc426037735 \h 425.2STAFF DEVELOPMENT/TRAINING PAGEREF _Toc426037736 \h 436.PHARMACY MANAGEMENT PAGEREF _Toc426037737 \h 446.1CLIENT MANAGEMENT PAGEREF _Toc426037738 \h 446.2INVENTORY/DISTRIBUTION PAGEREF _Toc426037739 \h 456.3QUALITY ASSURANCE AND CONTROL PAGEREF _Toc426037740 \h 477.RESEARCH MANAGEMENT PAGEREF _Toc426037741 \h 487.1CLINICAL TRIALS PAGEREF _Toc426037742 \h 487.2INSTITUTIONAL REVIEW BOARDS PAGEREF _Toc426037743 \h 528.VITAL RECORDS MANAGEMENT PAGEREF _Toc426037744 \h 548.1CERTIFICATION PAGEREF _Toc426037745 \h 549.LEGACY RECORDS PAGEREF _Toc426037746 \h 56INDEXES PAGEREF _Toc426037747 \h 57AGENCY MANAGEMENT The function relating to the overarching management of agency business and its general administration. Also includes management of the agency’s interaction with the community, and legal matters.See CORE – Agency Management for additional records relating to risk MUNITY RELATIONSThe activity of the local government agency interacting with its community.DISPOSITION AUTHORITY NUMBER (DAN)DESCRIPTION OF RECORDSRETENTION AND DISPOSITION ACTIONDESIGNATIONHE2011-000Rev. 0 XE “HE2011-000" \f “dan” Crisis LinesRecords relating to phone calls received by the agency through a crisis phone line. XE "crisis lines" \f “subject” Note: WAC 388-865-0452(7) requires the retention of records documenting crisis phone contacts. Retain for 6 years after date of contact thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE2011-001Rev. 1 XE “HE2011-001" \f “dan” Client RelationsRecords relating to the agency’s interactions with clients or their representatives, such as inquiries, complaints, and grievances. Includes, but is not limited to:Inquiries/complaints/grievances received (such as environmental health complaints, etc.);Documentation of agency response(s).Excludes HIPAA-related complaints covered by HE2011-006. XE "client services:relations" \f “subject” XE "inquiries (client)" \f “subject” XE "complaints:client" \f “subject” XE "grievances (client)" \f “subject” Retain for 8 years after inquiry/complaint/grievance matter resolved thenDestroy.NON-ARCHIVALNON-ESSENTIALOFMQUALITY ASSURANCE AND COMPLIANCEThe activity of enacting policies and procedures in an effort to achieve compliance with quality assurance laws and regulations. DISPOSITION AUTHORITY NUMBER (DAN)DESCRIPTION OF RECORDSRETENTION AND DISPOSITION ACTIONDESIGNATIONHE2011-002Rev. 1 XE " HE2011-002" \f “dan” Client Accidents/Incidents – No Claim Filed (Age 18 and Older)Records relating to accidents/incidents involving clients age 18 and older in the course of receiving health-related services, and where claims for damages are not expected or likely to be filed. Includes, but is not limited to, reports and investigations. XE "accidents/incidents" \f “subject” XE "incident reports (client)" \f “subject” XE "injury reports:client (no claim filed)" \f “subject” XE "investigations:injury reports" \f “subject” Excludes:Hazardous materials accidents and incidents covered by CORE series GS50-19-03.Accidents/incidents involving non-clients covered by CORE series GS2010-081.Client accident/incident reports – no claim filed (under age 18) covered by HE2011-003.Retain for 8 years after date of accident/injury thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE2011-003Rev. 0 XE " HE2011-003" \f “dan” Client Accidents/Incidents – No Claim Filed (Under Age 18)Records relating to accidents/incidents involving clients younger than age 18 in the course of receiving health-related services, and where claims for damages are not expected or likely to be filed. Includes, but is not limited to, reports and investigations. XE "accidents/incidents" \f “subject” XE "incident reports (client)" \f “subject” XE "injury reports:client (no claim filed)" \f “subject” XE "investigations:injury reports" \f “subject” Excludes:Hazardous materials accidents and incidents covered by CORE series GS50-19-03.Accidents/incidents involving non-clients covered by CORE series GS50-06C-03.Client accident/incident reports – no claim filed (age 18 and older) covered by HE2011-002.Retain for 8 years after injury/accident and6 years after juvenile attains age 18 thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE2011-004Rev. 0 XE " HE2011-004" \f “dan” Health Insurance Portability and Accountability Act (HIPAA) – Accountings of DisclosureRecords of client requests for accountings of protected health information disclosures performed by the agency. XE "HIPAA:protected health information XE "disclosures (HIPAA)” \f “subject” XE "accountings of disclosure (HIPAA)” \f “subject” Includes, but is not limited to:Requests to inspect or obtain copies of any protected health information;Documentation of clients taking exception to information in their records with which they disagree, and/or request corrections;Disclosures of individuals’ protected health information made by the agency or its business associates.Note: 45 CFR § 164.528(a) establishes an individual’s right to receive an accounting of disclosures of protected health information made by the agency during the previous six years.Retain for 6 years after date of disclosure thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE2011-005Rev. 1 XE " HE2011-005" \f “dan” Health Insurance Portability and Accountability Act (HIPAA) – Amendments to Protected Health InformationRecords relating to patient requests for amendments to protected health information pursuant to 45 CFR § 164.526.Includes, but is not limited to:Requests for and statements of amendment;Documentation of provider challenges to proposed amendment;Internal and external correspondence relating to requests/amendments;Provider statements of disagreement. XE "HIPAA:protected health information” \f “subject” XE "changes/corrections to records (HIPAA)” \f “subject” Retain until destruction of protected health information subject to amendment(s) thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE2011-006Rev. 0 XE " HE2011-006" \f “dan” Health Insurance Portability and Accountability Act (HIPAA) – ComplaintsRecords generated during the agency’s internal processing of complaints of alleged HIPAA violations received and/or evaluated by the agency. XE "HIPAA:complaints/violations” \f “subject” XE "complaints:HIPAA” \f “subject” Includes, but is not limited to:Complaints received;Complaints submitted by workforce members;Complaints submitted by clients;Background materials pertaining to complaints received;Agency responses to complaints;Complaint logs.Note: 45 CFR § 164.530(j)(2) requires the retention of documentation relating to HIPAA-related complaints for six years.Retain for 6 years after final resolution thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE2011-007Rev. 0 XE “HE2011-007" \f “dan” Health Insurance Portability and Accountability Act (HIPAA) – Sanctions to WorkersRecords relating to sanctions applied to workers for non-compliance with privacy policies or procedures. XE "sanctions to workers (HIPAA)" \f “subject” XE "HIPAA:sanctions to workers" \f “subject” Retain for 6 years after fulfillment of sanction(s) thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE2011-008Rev. 0 XE “HE2011-008" \f “dan” Major Incident ReviewsRecords relating to events identified as major or significant incidents by the agency for the purposes of improving future responses and to identify training or safety issues for incorporation into training procedure. XE "major incident reviews" \f “subject” XE "reviews, major incident" \f “subject” Retain for 8 years after date of incident thenTransfer to Washington State Archives for appraisal and selective retention.ARCHIVAL(Appraisal Required)NON-ESSENTIALOPR XE "AGENCY MANAGEMENT:Quality Assurance and Compliance:Major Incident Reviews” \f “archival” HE2011-009Rev. 0 XE “HE2011-009" \f “dan” Medical Staff Credentialing/PrivilegingRecords relating to credentialing or privileging of medical staff including reviews of practitioners’ qualifications and practice history, determinations and restrictions of privileges, certifications and licensing, peer certifications and evaluations, and quality improvement documentation. Excludes personnel/work history records covered by CORE series GS50-04B-06. XE "credentialing/privileging" \f “subject” XE "privileging" \f “subject”Note: RCW 70.41.220 requires the retention of records relating to decisions to restrict or terminate privileges of practitioners. Retain for 8 years after termination of employment thenTransfer to Washington State Archives for appraisal and selective retention.ARCHIVAL (Appraisal Required)NON-ESSENTIALOFM XE "AGENCY MANAGEMENT:Quality Assurance and Compliance:Medical Staff Credentialing/Privileging” \f “archival” HE2011-010Rev. 0 XE “HE2011-010" \f “dan” Release of Information LogsLogs documenting the release/disclosure of health information by the agency. XE "release of information logs" \f “subject” XE "logs:release of information" \f “subject” Retain for 6 years after date of entry thenDestroy.NON-ARCHIVALNON-ESSENTIALOFMHE2011-011Rev. 0 XE “HE2011-011" \f “dan” Standard of CareRecords relating to standard of care documentation detailing clinical guidelines and/or protocols for the assessment and treatment of particular conditions. XE "standard of care " \f “subject” Retain for 8 years after obsolete or superseded thenTransfer to Washington State Archives for permanent retention.ARCHIVAL(Permanent Retention)NON-ESSENTIALOPR XE “AGENCY MANAGEMENT:Quality Assurance and Compliance:Standard of Care” \f “archival” ASSET MANAGEMENTThe function of managing the local government agency’s physical assets (facilities, land, equipment, vehicles, supplies, etc.). Includes asset acquisition, maintenance, inventory, and disposal. MAINTENANCEThe activity of repairing or servicing the assets of the local government agency. Includes building, vehicles, and equipment. See CORE – Asset Management for all other records relating to the agency’s assets.DISPOSITION AUTHORITY NUMBER (DAN)DESCRIPTION OF RECORDSRETENTION AND DISPOSITION ACTIONDESIGNATIONHE55-02H-01Rev. 1 XE “HE55-02H-01" \f “dan” Clinical Instrument StudiesRecords relating to clinical laboratory instrument studies. XE "clinical laboratory:instrument studies” \f “subject” XE "instrument studies, clinical laboratory” \f “subject” Note: WAC 246-338-070 requires the retention of records relating to instrument/method validation studies for the life of the instrument/method plus 2 years.Retain for 2 years after disposal of instrument thenDestroy.NON-ARCHIVALNON-ESSENTIALOFMHE2011-012Rev. 0 XE " HE2011-012" \f “dan” Radiation Instrument Calibration (Drinking Water)Calibration data and maintenance of radiation instruments and analytical balances used to analyze drinking water. XE “radiation instrument calibration (drinking water)” \f “subject” XE “calibration:radiation instrument” \f “subject” Note: The Environmental Protection Agency’s Manual for the Certification of Laboratories Analyzing Drinking Water (5th Edition) Chapter VI, page VI-8 requires the permanent retention of records documenting calibration data and maintenance records on all radiation instruments and analytical balances. ()Retain for the life of the agency thenTransfer to Washington State Archives for permanent retention.ARCHIVAL(Permanent Retention)NON-ESSENTIALOPR XE “ASSET MANAGEMENT:Maintenance:Radiation Instrument Calibration (Drinking Water)” \f “archival” HE2011-013Rev. 0 XE “HE2011-013" \f “dan” Sterilizer Spore TestsRecords relating to spore tests performed on sterilization equipment in accordance with WAC 246-145-030(11)(d). XE "sterilizer spore tests" \f “subject” XE "spore tests" \f ”subject” Note: WAC 246-145-030(11)(d) requires the retention of records relating to sterilizer testing for at least 3 years.Retain for 3 years after date of test thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRENVIRONMENTAL HEALTH MANAGEMENTThe function of enforcing laws and regulations and enacting measures to ensure environmental health.AUDITING AND INSPECTIONThe activity of auditing and inspecting sites or facilities to monitor compliance with applicable laws and regulations. Includes environmental monitoring of areas within the agency’s jurisdiction for purposes of prevention, control, and abatement of health hazards and nuisances.See CORE – Asset Management for records relating to the agency’s assets (buildings, land, water bodies, infrastructure, etc.).DISPOSITION AUTHORITY NUMBER (DAN)DESCRIPTION OF RECORDSRETENTION AND DISPOSITION ACTIONDESIGNATIONHE55-01J-05Rev. 1 XE “HE55-01J-05" \f “dan” Business RegistersRegisters of business establishments that are subject to periodic inspections to evaluate compliance with applicable laws and regulations. XE “business registers” \f “subject” XE "registers:business \f “subject” XE “establishment registers” \f “subject” Retain until obsolete or superseded thenDestroy.NON-ARCHIVALNON-ESSENTIALOFMHE55-01J-04Rev. 1 XE “HE55-01J-04" \f “dan” Condemnation/Demolition OrdersRecords relating to the demolition, decontamination, or disposal of a structure or vehicle by order of the agency in accordance with RCW 64.44.050. XE "condemnation/demolition orders” \f “subject” XE "demolition orders” \f “subject” XE "orders:condemnation/demolition” \f “subject” Excludes Hazardous Waste – Chemical Site Inspections covered by HE55-01M-02. Retain for 6 years after date of order thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE2015-001Rev. 0 XE “HE2015-001" \f “dan” Environmental Monitoring (Agency Jurisdiction)Records relating to environmental monitoring of areas within the agency’s jurisdiction for purposes of prevention, control, and abatement of public health hazards and nuisances in accordance with RCW 70.05.060. Includes, but is not limited to: Project plans/strategies, mitigation steps (recommended, taken, disregarded, etc.);Field studies, system tracking, air/land surveys, observations, maps;Sampling results and analysis (soil, air, water, etc.);Meeting materials, minutes, etc.;Related correspondence (regardless of format).Excludes environmental monitoring covered more specifically elsewhere, such as:Inspections/monitoring covered in the Licensing and Permitting section.Monitoring of agency-owned assets (buildings, infrastructure, etc.) covered in CORE.Environmental testing performed as a service to the general public covered by HE2015-002.Retain for 6 years after hazard/nuisance resolved (if identified) and monitoring discontinued thenContact Washington State Archives for appraisal and selective retention.ARCHIVAL(Appraisal Required)NON-ESSENTIALOPR XE “ENVIRONMENTAL HEALTH MANAGEMENT:Auditing and Inspection:Environmental Monitoring (Agency Jurisdiction)” \f “archival” HE55-02L-01Rev. 1 XE “HE55-02L-01" \f “dan” Facility Inspections (General) Records relating to the inspection of facilities or establishments where not covered by a more specific record series. XE "facility inspections (general)” \f “subject” XE "inspections:facilities (general)” \f “subject” XE "dairy inspections” \t “see Facility Inspections (General)\f “subject” XE "meat processing inspections” \t “see Facility Inspections (General)\f “subject” XE "park inspections” \t “see Facility Inspections (General)\f “subject” XE "recreational:facilities inspections” \f “subject” XE "school inspections” \t “see Facility Inspections (General)\f “subject” XE "sewer inspections” \t “see Facility Inspections (General)\f “subject” XE "living environment inspections” \t “see Facility Inspections (General)\f “subject” XE "inspections:dairy” \t “see Facility Inspections (General)\f “subject” XE "inspections:meat processing” \t “see Facility Inspections (General)\f “subject” XE "inspections:park” \t “see Facility Inspections (General)\f “subject” XE "inspections:recreational facilities” \t “see Facility Inspections (General)\f “subject” XE "inspections:schools” \t “see Facility Inspections (General)\f “subject” XE "inspections:sewers” \t “see Facility Inspections (General)\f “subject” XE "inspections:living environments” \t “see Facility Inspections (General)\f “subject” XE "food inspections” \t “see Facility Inspections (General)\f “subject” XE "inspections:food” \t “see Facility Inspections (General)\f “subject” Includes, but is not limited to inspections of the following:Dairies, food, meat processing, and food establishments;Living environments such as parks, recreational facilities, schools, and farmworker housing;Spas, swimming beaches, and pools;Sewers (public and private);Schools.Excludes:Solid waste facility inspections covered by HE55-01J-24.Records relating to agency facility inspections covered by CORE series GS50-06B-27.Retain for 6 years after date of inspection thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE55-01M-01Rev. 1 XE “HE55-01M-01" \f “dan” Hazardous Waste – Business Audits XE "hazardous waste:business audits” \f “subject” Records relating to audits of businesses responsible for creating hazardous waste.Retain for 6 years after completion of audit thenTransfer to Washington State Archives for appraisal and selective retention.ARCHIVAL (Appraisal Required)NON-ESSENTIALOPR XE “ENVIRONMENTAL HEALTH MANAGEMENT:Auditing and Inspection:Hazardous Waste – Business Audits” \f “archival” HE55-01M-02Rev. 1 XE “HE55-01M-02" \f “dan” Hazardous Waste – Chemical Site InspectionsRecords relating to the agency’s inspection of chemical sites which may, or are known to, collect or create hazardous waste. XE "hazardous waste:chemical site inspections” \f “subject” XE "inspections:chemical sites (hazardous waste)” \f “subject” Includes, but is not limited to:Inspection documentation;Documentation of chemical site’s corrective actions in response to inspections.Excludes hazardous materials abatement project files covered by CORE series GS50-19-10.Retain until no longer needed for agency business thenTransfer to Washington State Archives for appraisal and selective retention.ARCHIVAL (Appraisal Required)ESSENTIALOPR XE “ENVIRONMENTAL HEALTH MANAGEMENT:Auditing and Inspection:Hazardous Waste – Chemical Site Inspections” \f “archival” XE "ENVIRONMENTAL HEALTH MANAGEMENT:Auditing and Inspection:Hazardous Waste – Chemical Site Inspections” \f “essential” HE55-01M-03Rev. 1 XE “HE55-01M-03" \f “dan” Hazardous Waste – Collector’s AuditsRecords relating to inspections of hazardous waste collectors. XE "hazardous waste:collector inspections” \f “subject” Retain for 6 years after completion of audit thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE2011-014Rev. 0 XE " HE2011-014" \f “dan” On-Site Sewage Systems – Maintenance and InspectionRecords relating to reports received from maintenance, inspection, and pumping specialists, septic tank pumpers, or other servicers performing on-site sewage disposal system inspections. XE "on-site sewage systems:maintenance and inspection” \f “subject” XE "inspections:sewage systems” \f “subject” XE "sewage systems:maintenance and inspection” \f “subject” XE "maintenance:sewage systems” \f “subject” Retain until notification that system has been decommissioned thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE55-01J-15Rev. 1 XE “HE55-01J-15" \f “dan” Planning Department RecommendationsRecords relating to reports, criteria, and recommendations developed by the agency for the local Planning Department on health-related issues. XE "planning department recommendations” \f “subject” XE "recommendations for planning department” \f “subject” Retain for 6 years after date of report/recommendation thenTransfer to Washington State Archives for appraisal and selective retention.ARCHIVAL (Appraisal Required)NON-ESSENTIALOPR XE “ENVIRONMENTAL HEALTH MANAGEMENT:Auditing and Inspection:Planning Department Recommendations” \f “archival” HE2011-015Rev. 0 XE " HE2011-015" \f “dan” Recreational Shellfish Beach ClassificationsAgency files on the annual classification/reclassification of recreational shellfish beaches based on the risk to public health from consuming shellfish. XE "recreational:shellfish beach classifications” \f “subject” XE "beach classifications” \f “subject” XE "shellfish beach classifications” \f “subject” Retain for 1 year after updated/superseded thenTransfer to Washington State Archives for permanent retention.ARCHIVAL(Permanent Retention)NON-ESSENTIALOFM XE “ENVIRONMENTAL HEALTH MANAGEMENT:Auditing and Inspection:Recreational Shellfish Beach Classifications” \f “archival” HE55-01J-21Rev. 1 XE “HE55-01J-21" \f “dan” Sewage Treatment Site InspectionsRecords relating to the inspection of public and private sewage treatment sites. Includes documentation of any problems discovered during the course of investigation and related corrective action(s). XE "sewage:treatment site inspections” \f “subject” XE "inspections:sewage treatment sites” \f “subject” XE "inspections:sewage treatment sites” \f “subject” XE "investigations:sewage treatment site" \f “subject” Retain for 50 years after closure of sewage treatment site thenTransfer to Washington State Archives for appraisal and selective retention.ARCHIVAL (Appraisal Required)NON-ESSENTIALOPR XE "ENVIRONMENTAL HEALTH MANAGEMENT:Auditing and Inspection:Sewage Treatment Site Inspections" \f “archival” HE2011-016Rev. 0 XE “HE2011-016" \f “dan” Solid Waste – Characterization and Disposal (General) Records relating to solid waste characterization advice provided by the agency where the waste is not determined to be hazardous waste. XE "solid waste:characterizationand disposal (general)\f “subject” XE "characterization and disposal:all others” \f “subject” Retain for 5 years after advice provided thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE55-01M-04Rev. 1 XE “HE55-01M-04" \f “dan” Solid Waste – Characterization (Hazardous Waste)Records relating to solid waste characterization advice provided by the agency to other entities where the waste is determined to be hazardous waste. XE "solid waste:characterizationand disposal (hazardous waste)” \f “subject” XE "characterization and disposal:hazardous waste” \f “subject” Retain for 50 years after advice provided thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE55-01J-24Rev. 1 XE “HE55-01J-24" \f “dan” Solid Waste – Facility InspectionsRecords relating to the permitting, inspection, and/or monitoring of solid waste disposal sites.Includes, but is not limited to:Incinerators;Landfills;Recycling facilities;Sewage sludge sites; Transfer stations.Excludes general facility inspections covered by HE55-02L-01. XE "solid waste:facility inspections” \f “subject” XE "incinerator inspections” \f “subject” XE "landfills:permitting/inspecting” \f “subject” XE "recycling:facility inspections” \f “subject” XE "sewage:sludge site inspections” \f “subject” XE "transfer station inspections” \f “subject” XE "inspections:solid wate facilities” \f “subject” XE "permits granted by agency:landfill/solid waste” \f “subject” XE "solid waste:landfill permits” \f “subject” Retain for the life of the facility thenTransfer to Washington State Archives for appraisal and selective retention.ARCHIVAL (Appraisal Required)ESSENTIALOPR XE "ENVIRONMENTAL HEALTH MANAGEMENT:Auditing and Inspection:Solid Waste – Facility Inspections” \f “archival” XE "ENVIRONMENTAL HEALTH MANAGEMENT:Auditing and Inspection:Solid Waste – Facility Inspections” \f “essential” HE55-01K-05Rev. 1 XE “HE55-01K-05" \f “dan” Vector/Pest Control XE "vector/pest control” \f “subject” Records relating to inspections for rodent and other types of pest infestations.Retain for 6 years after date of inspection thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE55-01J-26Rev. 1 XE “HE55-01J-26" \f “dan” Water Well ReportsCopies of water well reports submitted by well drillers to the Department of Ecology describing the location, ownership, construction details, and lithology of completed wells. XE "water:well reports” \f “subject” XE "reports:water well” \f “subject” XE "logs:water well” \t “see Water Well Reports”\f “subject” Retain until no longer needed for agency business thenDestroy.NON-ARCHIVALNON-ESSENTIALOFMLICENSING AND PERMITTINGThe activity of licensing and permitting establishments or activities, and monitoring compliance with local, state, and federal licensing or permitting requirements.DISPOSITION AUTHORITY NUMBER (DAN)DESCRIPTION OF RECORDSRETENTION AND DISPOSITION ACTIONDESIGNATIONHE55-01J-01Rev. 1 XE “HE55-01J-01" \f “dan” Building Plan ReviewsRecords relating to reviews of construction project plans for changes to facilities, new construction, or building alterations or additions in the agency’s jurisdiction, including school construction/modification reviews performed in accordance with chapter 246-366A WAC. XE "building plan (reviews)” \f “subject” Retain for 6 years after completion of review thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE55-01F-04Rev. 2 XE “HE55-01F-04" \f “dan” Burial/Cremation/Transit PermitsRecords relating to permits for the burial, cremation, or transit of deceased persons pursuant to RCW 70.58.230. XE "burial/cremation/transit permits” \f “subject” Includes, but is not limited to:Burial, cremation and transit permits;Notices of removal.Retain for 1 year after expiration of permit thenTransfer to Washington State Archives for appraisal and selective retention.ARCHIVAL(Appraisal Required)ESSENTIALOFM XE "ENVIRONMENTAL HEALTH MANAGEMENT:Licensing and Permitting:Burial/Cremation/Transit Permits” \f “archival” XE "ENVIRONMENTAL HEALTH MANAGEMENT:Licensing and Permitting:Burial/Cremation/Transit Permits” \f “essential” HE55-02L-04Rev. 1 XE “HE55-02L-04" \f “dan” Food and Beverage Service Permits – DeniedRecords relating to the denial of food and beverage service permits for which individuals in the agency have applied. XE "food and beverage service permits” \f “subject” XE "permits granted by agency:food and beverage service” \f “subject” Excludes approved service permits -covered by HE55-02L-02 and HE55-02L-03.Retain for 1 year after date of denial thenDestroy.NON-ARCHIVALNON-ESSENTIALOFMHE55-02L-02Rev. 1 XE “HE55-02L-02" \f “dan” Food and Beverage Service Permits – Non-Temporary EstablishmentsRecords relating to the permitting of food and/or beverage service establishments in the agency. Includes permits and related records. XE "food and beverage service permits” \f “subject” XE "permits granted by agency:food and beverage service” \f “subject” Excludes:Denied permits covered by HE55-02L-04.Permits for temporary establishments covered by HE55-02L-03.Retain for 6 years after close of establishment thenDestroy.NON-ARCHIVALESSENTIALOPR XE "ENVIRONMENTAL HEALTH MANAGEMENT:Licensing and Permitting:Food and Beverage Service Permits – Non-Temporary Establishments" \f “essential” HE55-02L-03Rev. 1 XE “HE55-02L-03" \f “dan” Food and Beverage Service Permits – Temporary EstablishmentsRecords relating to the issuance of food and beverage service permits to workers in the agency. Includes permits and related records. XE "food and beverage service permits” \f “subject” XE "permits granted by agency:food and beverage service” \f “subject” Excludes records covered by HE55-02L-04 and HE55-02L-02.Retain for 6 years after expiration of permit thenDestroy.NON-ARCHIVALESSENTIALOFM XE "ENVIRONMENTAL HEALTH MANAGEMENT:Licensing and Permitting:Food and Beverage Service Permits – Temporary Establishments" \f “essential” HE55-01D-06Rev. 2 XE “HE55-01D-06" \f “dan” Food Borne Illness Complaints and InvestigationsRecords relating to food borne illness complaints received and any resultant agency response or investigation. XE "food borne illness complaints/investigations” \f “subject” XE “complaints:food borne illness” \f “subject” XE “investigations:food borne illness” \f “subject” Retain for 6 years after matter settled thenDestroy. NON-ARCHIVALNON-ESSENTIALOPRHE55-02L-06Rev. 1 XE “HE55-02L-06" \f “dan” Food Worker PermitsRecords relating to the issuance of food worker permits in accordance with chapter 246-217 WAC. XE "food:worker permits \f “subject” XE "permits granted by agency:food worker” \f “subject” XE "food handler licenses”\f “subject” Retain until expired or superseded thenDestroy.NON-ARCHIVALESSENTIALOFM XE "ENVIRONMENTAL HEALTH MANAGEMENT:Licensing and Permitting:Food Worker Permits" \f “essential” HE2011-017Rev. 0 XE " HE2011-017" \f “dan” Hazardous Waste – PermitsRecords relating to permits for the disposal of contaminated soils and/or other industrial waste. XE "hazardous waste:permits” \f “subject” XE "permits granted by agency:hazardous waste” \f “subject” Includes, but is not limited to:Permit application materials;Correspondence.Retain for 50 years after expiration of permit then Transfer to Washington State Archives for permanent retention.ARCHIVAL(Permanent Retention)ESSENTIAL OPR XE "ENVIRONMENTAL HEALTH MANAGEMENT:Licensing and Permitting:Hazardous Waste - Permits” \f “archival” XE "ENVIRONMENTAL HEALTH MANAGEMENT:Licensing and Permitting:Hazardous Waste - Permits” \f “essential” HE55-01F-09Rev. 1 XE “HE55-01F-09" \f “dan” Inter and Disinter PermitsRecords relating to the issuance of permits for the interment or disinterment of deceased persons. XE "inter and disinter permits” \f “subject” XE "permits granted by agency:inter and disinter” \f “subject” Retain for 6 years after expiration of permit thenTransfer to Washington State Archives for appraisal and selective retention.ARCHIVAL(Appraisal Required)ESSENTIALOPR XE "ENVIRONMENTAL HEALTH MANAGEMENT:Licensing and Permitting:Inter and Disinter Permits” \f “archival” XE "ENVIRONMENTAL HEALTH MANAGEMENT:Licensing and Permitting:Inter and Disinter Permits” \f “essential” HE55-01A-10Rev. 1 XE “HE55-01A-10" \f “dan” Licenses Issued RegistersRegisters of licenses issued by the agency. XE "licenses issued registers” \f “subject” XE "registers:licenses issued” \f “subject” Retain for 6 years after expiration of last license listed thenTransfer to Washington State Archives for appraisal and selective retention.ARCHIVAL(Appraisal Required)NON-ESSENTIALOFM XE "ENVIRONMENTAL HEALTH MANAGEMENT:Licensing and Permitting:Licenses Issued Registers” \f “archival” HE55-01J-18Rev. 1 XE “HE55-01J-18" \f “dan” On-Site Sewage Systems – PermitsRecords relating to permits for the installation, repair, alteration, or expansion of an on-site sewage system. XE "on-site sewage systems:permits” \f “subject” XE "sewage systems:permits” \f “subject” XE "permits granted by agency:on-site sewage systems” \f “subject” XE "percolation tests (sewage systems)” \f “subject” Includes, but is not limited to: Approved, denied, and lapsed permits;Percolation tests and soil probes; Permit application materials;Waivers granted.Retain until notification that system has been decommissioned thenTransfer to Washington State Archives for permanent retention. XE "ENVIRONMENTAL HEALTH MANAGEMENT:Licensing and Permitting:On-Site Sewage Systems – Permits" \f “archival” ARCHIVAL(Permanent Retention)ESSENTIALOPR XE "ENVIRONMENTAL HEALTH MANAGEMENT:Licensing and Permitting:On-Site Sewage Systems – Permits" \f “essential” HE55-01J-13Rev. 1 XE “HE55-01J-13" \f “dan” Permit and Approval SummariesSummaries of permits and approvals granted by the agency. XE "permits granted by agency:summary” \f “subject” Retain for 6 years after expiration/termination of permit or approval thenTransfer to Washington State Archives for appraisal and selective retention. XE "ENVIRONMENTAL HEALTH MANAGEMENT:Licensing and Permitting:Permit and Approval Summaries" \f “archival” ARCHIVAL(Appraisal Required)ESSENTIALOPR XE "ENVIRONMENTAL HEALTH MANAGEMENT:Licensing and Permitting:Permit and Approval Summaries" \f “essential” HE55-01J-14Rev. 1 XE “HE55-01J-14" \f “dan” Permits and Approvals - GeneralRecords relating to permits and approvals issued by the agency where not covered by a more specific records series. XE "permits granted by agency:general” \f “subject” Includes, but is not limited to:Animal shelters, stables, stockyards, and zoonotic licensing;Camps (summer, labor, penal, church, etc.);Dairies and food processing plants;Garbage/recycling vehicles;Gas piping and plumbing;Hospitals, nursing homes, boarding homes, and dormitories;Hotels and resorts;Pest control companies;Schools;Solid/hazardous waste recycling events.Retain for 6 years after expiration of permit/approval thenDestroy. XE "gas piping (permits)” \t “see Permits and Approvals”\f “subject” XE "plumbing (permits)” \f “subject” XE "animals:permits and approvals” \f “subject” XE "camps (permits)” \f “subject” XE "dairy/food processing (permits)” \f “subject” XE "food processing (permits)” \f “subject” XE "garbage/recycling vehicles (permits)” \f “subject” XE "recycling:vehicles permits” \f “subject” XE "hospitals/homes (permits)” \f “subject” XE "nursing homes/hospitals (permits)” \f “subject” XE "dormitories (permits)” \f “subject” XE "hotels/resorts (permits)” \f “subject” XE "resorts/hotels (permits)” \f “subject” XE "pest control (permits)” \f “subject” XE "schools (permits)” \f “subject” XE "solid/hazardous waste recycling (permits)” \f “subject” XE "hazardous waste:recycling event permits” \f “subject” NON-ARCHIVALNON-ESSENTIALOPRHE55-01J-02Rev. 1 XE “HE55-01J-02" \f “dan” Solid Waste – Closed LandfillsRecords relating to closed landfill sites. XE "solid waste:closed landfills” \f “subject” XE "closed solid waste landfills” \f “subject” XE "landfills:closed sites” \f “subject”Retain for 50 years after site closure thenTransfer to Washington State Archives for permanent retention. XE "ENVIRONMENTAL HEALTH MANAGEMENT:Licensing and Permitting:Solid Waste – Closed Landfills" \f “archival” ARCHIVAL(Permanent Retention)ESSENTIALOPR XE "ENVIRONMENTAL HEALTH MANAGEMENT:Licensing and Permitting:Solid Waste – Closed Landfills" \f “essential” HE2011-018Rev. 0 XE " HE2011-018" \f “dan” Water Recreation Facility PermitsPermits issued by agency for the construction of water recreation facilities. XE "water:recreation facility permits” \f “subject” XE "permits granted by agency:water recreation facilities” \f “subject” Includes, but is not limited to:Application form(s);Pertinent plans and specifications submitted with application.Retain for 3 years after expiration thenTransfer to Washington State Archives for appraisal and selective retention. ARCHIVAL(Appraisal Required)NON-ESSENTIALOFM XE "ENVIRONMENTAL HEALTH MANAGEMENT:Licensing and Permitting:Water Recreation Facility Permits" \f “archival” HE55-01J-25Rev. 1 XE “HE55-01J-25" \f “dan” Water Supply System Permits XE "water:supply system permits” \f “subject” Records relating to the permitting and ongoing inspection of public and/or private water supply systems. Includes, but is not limited to documentation relating to:Distribution systems;Filtering;Treatment installations;Water quality analysis.Retain for the life of the agency then Transfer to Washington State Archives for permanent retention. XE "ENVIRONMENTAL HEALTH MANAGEMENT:Licensing and Permitting:Water Supply System Permits " \f “archival” ARCHIVAL(Permanent Retention)ESSENTIALOPR XE "ENVIRONMENTAL HEALTH MANAGEMENT:Licensing and Permitting:Water Supply System Permits" \f “essential” TESTING AND ANALYSISThe activity of testing and analyzing environmental samples.DISPOSITION AUTHORITY NUMBER (DAN)DESCRIPTION OF RECORDSRETENTION AND DISPOSITION ACTIONDESIGNATIONHE2011-019Rev. 0 XE " HE2011-019" \f “dan” Drinking Water – Laboratory Assessments/Certification ReviewsRecords relating to on-site laboratory assessments and/or certification program reviews of labs that analyze drinking water. XE “drinking water:laboratory assessments/certification” \f “subject” Note: The Environmental Protection Agency’s Manual for the Certification of Laboratories Analyzing Drinking Water (5th Edition) Chapter III, page III-9 requires the retention of records relating to laboratory assessments and on-site certification reviews for at least 6 years to include the last two on-site audits.Retain for 6 years after completion of assessment/ review anduntil completion of two subsequent audits thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE2011-020Rev. 0 XE " HE2011-020" \f “dan” Drinking Water – Radionuclide Analysis of ComplianceRecords relating to radionuclide analyses of compliance samples. XE “drinking water:radionuclide (analysis of compliance)” \f “subject” Note: The Environmental Protection Agency’s Manual for the Certification of Laboratories Analyzing Drinking Water (5th Edition) Chapter IV, page IV-12 requires the retention of records relating to radionuclide analyses of compliance samples for 10 years (see 40 CFR § 141.33).Retain for 10 years after date of report thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE2011-026Rev. 0 XE " HE2011-026" \f “dan” Effluent/Discharge Monitoring Data and Supporting DocumentationRecords relating to the monitoring of sites or locations that discharge pollutants or effluents, including data and site monitoring support documentation. XE “site monitoring (effluent/discharge)” \f “subject” XE “effluent/discharge monitoring” \f “subject” XE “solid waste:effluent/discharge monitoring” \f “subject” XE “monitoring:effluent/discharge” \f “subject” Includes, but is not limited to:Biosolid testing (e.g. land application);Field/remote testing;Industrial pre-treatment monitoring;Solid waste testing;Wastewater treatment monitoring (operational monitoring, etc.).Retain for 10 years after testing completed anduntil fulfillment of retention requirement(s) specified on discharge permit thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE2015-002Rev. 0 XE " HE2015-002" \f “dan” Environmental Testing (Service to Public)Records relating to environmental sample testing offered as a service to the general public. Includes tests such as residential indoor air quality, lead paint, mold, garden soil (for lead/contaminants), etc. Does not include testing relating to agency-owned assets.Includes, but is not limited to:Original request form submitted by requestor;Sample tracking (chain of custody) records;Test results and data;Records documenting what was provided to the requestor (test reports, etc.).Excludes:Environmental monitoring covered by HE2015-001.Monitoring of agency-owned assets (buildings, infrastructure, etc.) covered by CORE.Retain for 6 years after results provided to requestor thenDestroy. XE "public test requisitions” \f “subject” XE "sample tracking (public test requests)” \f “subject” XE "test:environmental (general public requests)” \f “subject” XE "specimen testing:environmental” \f “subject” XE "environmental testing” \f “subject” XE "air quality testing” \f “subject” XE "air quality testing” \f “subject” XE "lead paint testing” \f “subject” XE "soil testing” \f “subject” XE "mold testing” \f “subject” NON-ARCHIVALNON-ESSENTIALOPRHE2011-021Rev. 0 XE " HE2011-021" \f “dan” Laboratory Quality Assurance and Control (Environmental Lab)Records relating to quality assurance testing and control activities in environmental labs, including labs that analyze drinking water. XE "environmental laboratory:quality assurance/control” \f “subject” XE "quality assurance/control:environmental lab” \f “subject” XE "drinking water:laboratory quality assurance & control” \f “subject” XE "calibration:quality assurance/control” \f “subject” Includes, but is not limited to:Documentation of analytical methods;Instrument calibrations;Proficiency testing; XE "proficiency testing” \f “subject” Method detection limit studies;Method validation studies.Retain for 10 years after conclusion of analysis/testing/calibration or until completion of Dept. of Ecology audit, whichever is sooner thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE2011-022Rev. 0 XE " HE2011-022" \f “dan” Public Water Systems – Analysis for Lead/CopperRecords relating to the testing of water samples from public water systems for lead and copper. XE “public water systems:analyses for lead/copper” \f “subject” XE “water systems:lead/copper analyses” \f “subject” XE “drinking water:lead/copper analyses” \f “subject” Includes, but is not limited to:Instrument logs;Sample collection and control documentation;Raw data and calculations;Quality control data.Excludes:Bacteriological and turbidity analyses covered by HE2011-023.Chemical analyses covered by HE2011-024.General public water system analyses covered by HE55-02H-03.Note: The Environmental Protection Agency’s Manual for the Certification of Laboratories Analyzing Drinking Water (5th Edition) Chapter IV, page IV-9 requires the retention of records relating to chemical analyses for lead and copper for twelve years (see 40 CFR § 141.91).Retain for 12 years after date of report thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE2011-023Rev. 0 XE " HE2011-023" \f “dan” Public Water Systems – Bacteriological and Turbidity AnalysesRecords relating to bacteriological and turbidity analyses of Group A and/or Group B public water systems as defined by chapter 246 RCW. XE “public water systems:bacteriological/turbidity analyses” \f “subject” XE “bacteriological analyses (public water systems)” \f “subject” XE “turbidity analyses (public water systems)” \f “subject” XE “water systems:bacteriological/turbidity analyses” \f “subject” Includes, but is not limited to:Instrument logs;Sample collection and control documentation;Raw data and calculations;Quality control data.Excludes:Analyses for lead/copper covered by HE2011-022.Chemical analyses covered by HE2011-024.General public water system analyses covered by HE55-02H-03.Note: WACs 246-290-480(1)(a) and 246-291-260(1)(a) require the retention of bacteriological and turbidity analysis results for 5 years.Retain for 5 years after completion of analysis thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE2011-024Rev. 0 XE " HE2011-024" \f “dan” Public Water Systems – Chemical AnalysesRecords relating to chemical analyses of Group A and/or Group B public water systems as defined by chapter 246 RCW. XE “public water systems:chemical analyses” \f “subject” XE “chemical analyses (public water systems)” \f “subject” XE “water systems:chemical analyses” \f “subject” Includes, but is not limited to:Instrument logs;Sample collection and control documentation;Raw data and calculations;Quality control data.Excludes:Analyses for lead/copper covered by HE2011-022.Bacteriological and turbidity analyses covered by HE2011-023.General public water system analyses covered by HE55-02H-03.Note: WACs 246-290-480(1)(a) and 246-291-260(1)(a) require the retention of chemical analysis results for as long as the system is in operation.Retain for the life of the public water system thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE55-02H-03Rev. 1 XE "HE55-02H-03" \f “dan” Public Water Systems – GeneralRecords relating to the analysis of Group A and/or Group B public water systems as defined by chapter 246 RCW where not covered by a more specific records series. XE “public water systems:general” \f “subject” XE “water systems:general analyses” \f “subject” Includes, but is not limited to: Instrument logs;Sample collection and control documentation;Raw data and calculations;Quality control data.Excludes:Analyses for lead/copper covered by HE2011-022.Bacteriological and turbidity analyses covered by HE2011-023.Chemical analyses covered by HE2011-024.Retain for 5 years after conclusion of analysis thenDestroy.NON-ARCHIVALNON-ESSENTIALOFMHE2011-025Rev. 0 XE " HE2011-025" \f “dan” Sample ManagementRecords relating to the management and tracking of samples received by the environmental laboratory for testing or analysis. XE "environmental laboratory:sample management” \f “subject” XE "sample management (environmental lab)” \f “subject” Includes, but is not limited to:Chain of custody documentation; XE "chain of custody (lab samples)” \f “subject” Sample receipt documentation.Retain for 10 years after conclusion of sample testing thenDestroyNON-ARCHIVALNON-ESSENTIALOPRHEALTH CARE AND TREATMENTThe function relating to the assessment, diagnosis, and treatment of clients. ASSESSMENT AND REFERRALThe activity of assessing clients’ health care needs and referring them to health care providers outside of the agency, when appropriate.DISPOSITION AUTHORITY NUMBER (DAN)DESCRIPTION OF RECORDSRETENTION AND DISPOSITION ACTIONDESIGNATIONHE2011-027Rev. 0 XE " HE2011-027" \f “dan” Encounter Forms/Fee SheetsRecords documenting services or procedures provided to clients and pertinent coding or billing information associated with services provided. XE "encounter forms/fee sheets” \f “subject” XE "fee sheets/encounter forms” \f “subject” XE "client services:encounter forms/fee sheets” \f “subject”Retain for 6 years after provision of health-related services thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE55-01D-07Rev. 1 XE "HE55-01D-07" \f “dan” HIV Test ReportsRecords relating to non-identifiable client HIV test reports received from the Department of Health lab. XE "HIV test reports” \f “subject” XE "reports:HIV tests” \f “subject” Retain for 2 years after date of receipt thenDestroy.NON-ARCHIVALNON-ESSENTIALOFMHE55-01C-16Rev. 1 XE " HE55-01C-16" \f “dan” ReferralsRecords relating to individuals referred to the agency from private practices or other agencies, or by the agency for services from non-agency providers. Includes maternal referrals. XE "referrals” \f “subject” XE "maternal referrals” \f “subject” Retain for 2 years after date of referral thenDestroy.NON-ARCHIVALNON-ESSENTIALOFMHE55-01C-02Rev. 2 XE “HE55-01C-02" \f “dan” Screening and Referral Records documenting summary information about the screening of clients for medical conditions (and subsequent results, diagnosis, suspect log, recommendation, referral, etc.). XE "screening and referral” \f “subject” XE "client services:screening and referral” \f “subject” Medical screening programs include, but are not limited to:Alcoholism, cancer, cardiac, diabetes, hypertension, sexually transmitted disease;Dental health, glaucoma, pregnancy, etc. Excludes Client Medical Records covered by HE55-01B-01 and/or HE2011-030.Retain for 2 years after screening/referral thenDestroy.NON-ARCHIVALNON-ESSENTIALOFMCLIENT ADMINISTRATIONThe activity of administering health care and treatment services provided for clients.DISPOSITION AUTHORITY NUMBER (DAN)DESCRIPTION OF RECORDSRETENTION AND DISPOSITION ACTIONDESIGNATIONHE55-01D-04Rev. 2 XE “HE55-01D-04" \f “dan” Master Client/Patient IndexRecords documenting patient identification, registration, medical, and billing information for each individual registered for public health services. XE "master client/patient index" \f “subject” XE "index:client/patient" \f “subject” XE "case logs" \f “subject” XE "logs:clients" \f “subject” XE "registers:cases and treatments" \f “subject” Note: The American Health Information Management Association (AHIMA) recommends the permanent retention of the master patient index.Retain until destruction of pertinent medical record thenTransfer to Washington State Archives for appraisal and selective retention. XE "HEALTH CARE AND TREATMENT:Client Administration:Master Client/Patient Index” \f “archival” ARCHIVAL (Appraisal Required)ESSENTIALOPR XE "HEALTH CARE AND TREATMENT:Client Administration:Master Client/Patient Index” \f “essential” HE2011-028Rev. 0 XE “HE2011-028" \f “dan” Operative IndexesLogs of surgical operations performed by the hospital and pertinent staff, equipment, or facility information. XE "operative indexes" \f “subject” XE "logs:operative" \f “subject” XE "index:operative" \f “subject” Note: The American Health Information Management Association (AHIMA) recommends the retention of operatives indexes for 10 years.Retain for 10 years after date of entry thenTransfer to Washington State Archives for permanent retention.ARCHIVAL (Permanent Retention)NON-ESSENTIALOFM XE "HEALTH CARE AND TREATMENT:Client Administration:Operative Indexes” \f “archival” CLIENT BILLINGThe activity of billing clients for services rendered. XE "administration (general)" \f “subject” DISPOSITION AUTHORITY NUMBER (DAN)DESCRIPTION OF RECORDSRETENTION AND DISPOSITION ACTIONDESIGNATIONHE55-01C-14Rev. 1 XE "HE55-01C-14" \f “dan” Client Billing and Financial AssistanceRecords relating to billing of insurance and third party payers for the provision of medical services. XE "client services:billing/financial assistance” \f “subject” XE "financial assistance” \f “subject” XE "billing/financial assistance” \f “subject” Includes, but is not limited to:Applications for financial assistance;Client eligibility documentation;DSHS pre-authorizations;Client refunds.Retain for 6 years after final account activity thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE2011-029Rev. 0 XE “HE2011-029" \f “dan” Clinical Resource Management/Utilization ReviewRecords relating to comparisons of medical resource requests to treatment guidelines, and resultant determinations of medical necessity. XE "clinical resource management/utilization review" \f “subject” XE "utilization review" \f “subject” Retain for 8 years after completion of utilization review thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE55-01A-06Rev. 1 XE “HE55-01A-06" \f “dan” Department of Social and Health Services BillingRecords relating to claims billed to the Department of Social and Health Services (DSHS), regardless of whether the claim has been paid or denied. XE "DSHS billing” \f “subject” XE "billing/financial assistance:DSHS” \f “subject” Includes, but is not limited to:Medical assistance remittances; XE "medical assistance remittances” \f “subject” Status reports; XE "status reports (billing)” \f “subject” Claim documents. XE "claims (DSHS billing)” \f “subject” XE "DSHS billing” \f “subject” Retain for 6 years after expiration of DSHS contract thenDestroy.NON-ARCHIVALNON-ESSENTIALOFMHE55-01A-03Rev. 1 XE “HE55-01A-03" \f “dan” Financial AssessmentsRecords relating to the assessment of clients’ financial resources and their ability to fund medical treatment, including patient eligibility records. XE "financial assessments (client)” \f “subject” XE "client services:financial assessments” \f “subject” XE "eligibility (client financial)” \t “see client”\f “subject” XE "patient” \t “see client”\f “subject” Retain for 6 years after date of assessment then Destroy.NON-ARCHIVALNON-ESSENTIALOPRCLIENT MEDICAL RECORDSThe activity of managing documentation relating to the assessment and treatment of clients.DISPOSITION AUTHORITY NUMBER (DAN)DESCRIPTION OF RECORDSRETENTION AND DISPOSITION ACTIONDESIGNATIONHE55-01B-01Rev. 2 XE “HE55-01B-01" \f “dan” Client Medical Records – Age 18 and OverRecords created by the public health agency on a per-client basis to document health care services provided to clients age 18 and over. XE "partners (STDs)” \f “subject” Includes, but is not limited to:Clinical assessment and treatment records (including alcohol treatment, child care, child neglect or abuse, children with special needs, dental health, dental sealant treatment, diabetes treatment, family practice and planning, general clinical services, immunizations, maternal health, methadone treatment, phenylketonuria, rheumatic fever, STDs, tuberculosis, well child, and WIC);Medication administration records;Expedited Partner Therapy (EPT) prescription files if partners are not clients of the agency;Client treatment history and treatment summaries; Dental records.Excludes:Mental health counseling records covered by HE2011-032.Radiologic reports covered by HE2011-034.Client medical records for which a disclosure authorization has been made in the final year of retention covered by HE2011-031. XE "client medical records:age 18 and over" \f “subject” XE "vaccine:reaction reports" \t “see Client Medical Records” \f “subject” XE "child neglect/abuse" \f “subject” XE "medical records:clients age 18 and over" \f “subject” XE "tuberculosis:medical treatment” \f “subject” XE "sexually transmitted diseases:medical treatment” \f “subject” XE "Expedited Partner Therapy (STDs)” \f “subject” Retain for 8 years after last provision of health-related services thenDestroy. NON-ARCHIVALESSENTIALOPR XE "HEALTH CARE AND TREATMENT:Client Medical Records:Client Medical Records – Age 18 and Over" \f “essential” HE2011-030Rev. 1 XE “HE2011-030" \f “dan” Client Medical Records – Under Age 18Records created by the public health agency on a per-client basis to document health care services provided to clients under age 18. XE "client medical records:under age 18" \f “subject” XE "reports:vaccine reaction" \t “see Client Medical Records” \f “subject” XE "child neglect/abuse" \f “subject” XE "reports:child abuse/neglect" \t “see Client Medical Records” \f “subject” XE "medical records:clients under age 18" \f “subject” XE "tuberculosis:medical treatment” \f “subject” XE "sexually transmitted diseases:medical treatment” \f “subject” XE "Expedited Partner Therapy (STDs)” \f “subject” XE "partners (STDs)” \f “subject” Includes, but is not limited to:Clinical assessment and treatment records (including alcohol treatment, child care, child neglect or abuse, children with special needs, dental health, dental sealant treatment, diabetes treatment, family practice and planning, general clinical services, immunizations, maternal health, methadone treatment, phenylketonuria, rheumatic fever, STDs, tuberculosis, well child, and WIC);Medication administration records;Expedited Partner Therapy (EPT) prescription files if partners are not clients of the agency;Client treatment history and treatment summaries;Dental records.Excludes:Mental health counseling records covered by HE2011-032.Radiologic reports covered by HE2011-034.Client medical records for which a disclosure authorization has been made in the final year of retention covered by HE2011-031.Retain for 8 years after last provision of health-related services and3 years after client attains age 18 thenDestroy.NON-ARCHIVALESSENTIALOPR XE "HEALTH CARE AND TREATMENT:Client Medical Records:Client Medical Records – Under Age 18" \f “essential” HE2011-031Rev. 1 XE “HE2011-031" \f “dan” Client Medical Records – Disclosure AuthorizedClient medical records for which a disclosure has been authorized in accordance with RCW 70.02.030. XE "client medical records:disclosure" \f “subject” Note: RCW 70.02.160 requires the retention of existing health care information for at least one year following receipt of an authorization to disclose that health care information.Retain for 1 year after receipt of authorization to disclose thenDestroy.NON-ARCHIVALESSENTIALOPR XE "HEALTH CARE AND TREATMENT:Client Medical Records:Client Medical Records – Discosure Authorized" \f “essential” HE2011-032Rev. 0 XE “HE2011-032" \f “dan” CounselingRecords relating to the provision of mental health counseling and services on a per-client basis by a licensed mental health counselor. XE "client medical records:counseling/mental health" \f “subject” XE "counseling/mental health services" \f “subject” XE " mental health services" \f “subject” Includes, but is not limited to:Counseling notes and summaries;Prescriptions.Excludes client medical records for which a disclosure authorization has been made in the final year of retention, covered by HE2011-031.Note: WAC 246-809-035(4) requires the retention of all records relating to counseling services billed to a third-party payer for 5 years following the client’s last visit.Retain for 5 years after client’s last visit thenDestroy.NON-ARCHIVALESSENTIALOPR XE "HEALTH CARE AND TREATMENT:Client Medical Records:Counseling" \f “essential” HE2011-033Rev. 0 XE “HE2011-033" \f “dan” RequestsRecords relating to requests received by the hospital to provide language interpretation during medical visits and/or consultations. XE "interpreter (language)" \f “subject” XE "language (interpreter)" \f “subject” Retain until added to client’s medical record.NON-ARCHIVALNON-ESSENTIALOPRHE2011-034Rev. 0 XE “HE2011-034" \f “dan” Radiologic ReportsRecords relating to reports and printouts created by radiologists in the course of examining and assessing radiological images where the radiologist’s final report has been added to the client medical record. XE “radiologic reports" \f “subject” XE “reports:radiologic" \f “subject” Note: 42 CFR § 482.26(d)(2) requires the retention of radiologic reports and printouts for 5 years.Retain for 5 years after date of report thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE2011-035Rev. 0 XE “HE2011-035" \f “dan” Staff Signature ListsRecords documenting the signatures of staff who sign charts and other documentation relating to the provision of health-related services on behalf of the agency. XE “staff:signature lists" \f “subject” XE “signature:lists (staff)" \f “subject” Retain for 8 years after obsolete or superseded thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRCLINICAL LABORATORYThe activity of performing laboratory analysis to determine a medical diagnosis.DISPOSITION AUTHORITY NUMBER (DAN)DESCRIPTION OF RECORDSRETENTION AND DISPOSITION ACTIONDESIGNATIONHE55-02H-02Rev. 1 XE “HE55-02H-02" \f “dan” Quality Assurance/Control (Clinical Laboratory)Records relating to quality assurance and control testing/validations performed. XE "clinical laboratory:quality assurance/control” \f “subject” XE "quality assurance/control:clinical lab” \f “subject” Includes, but is not limited to:Performance specifications;Requisitions;Instrument documentation;Specimen identification and tracking records.Note: WAC 246-338-070 requires the retention of records relating to clinical quality assurance and control records for 2 years.Retain for 2 years after completion of testing thenDestroy.NON-ARCHIVALNON-ESSENTIALOFMHE2011-036Rev. 0 XE " HE2011-036" \f “dan” Specimen Testing (Clinical Laboratory)Records relating to the clinical testing of specimens in agency laboratories. XE "clinical laboratory:specimen testing” \f “subject” XE "specimen testing:clinical lab” \f “subject” Includes, but is not limited to:Accession/test logs;Test requisitions (or equivalent); XE "test:requisitions (clinical lab)” \f “subject” Test records and reports.Note: WAC 246-338-070 requires the retention of clinical lab records and reports for 2 years.Retain for 2 years after completion of testing thenDestroy.NON-ARCHIVALNON-ESSENTIALOFMHE2011-037Rev. 0 XE “HE2011-037" \f “dan” Test Procedures XE "test:procedures" \f “subject” XE "laboratory procedures" \t “see Test Procedures” Records relating to test procedures implemented by the laboratory in accordance with 42 CFR § 493.1105.Note: WAC 246-338-070, the Clinical Laboratory Improvement Amendments (CLIA), and the College of American Pathologists require or recommend the retention of test procedures for 2 years.Retain for 2 years after procedure has been discontinued thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE2011-038Rev. 0 XE “HE2011-038" \f “dan” Test Reports – General XE "reports:general” \f “subject” Reports and results for specimens tested at a clinical laboratory and where not covered by a more specific series.Note: WAC 246-338-070 and the Clinical Laboratory Improvement Amendments (CLIA) require the retention of general test reports for 2 years.Retain for 2 years after examination of slide thenDestroy.NON-ARCHIVALNON-ESSENTIALOFMINFECTIOUS AND COMMUNICABLE DISEASE CONTROL AND PREVENTIONThe activity of responding to potential and confirmed infectious or communicable disease threats.DISPOSITION AUTHORITY NUMBER (DAN)DESCRIPTION OF RECORDSRETENTION AND DISPOSITION ACTIONDESIGNATIONHE55-01D-01Rev. 1 XE “HE55-01D-01" \f “dan” Animal Bites and TreatmentRecords relating to animal bites reported to the agency, or to agency treatment of animals that potentially pose a threat to human health and safety. XE "animals:bites and treatment” \f “subject” XE "reports:animal bites” \f “subject”Retain for 6 years after last action thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE55-01D-12Rev. 1 XE “HE55-01D-12" \f “dan” Case and Contact Registers – Sexually Transmitted DiseasesRegisters, logs, or other summary records documenting clients who are carriers of sexually transmitted diseases. XE "sexually transmitted diseases:registers” \f “subject” Retain for 2 years after date of entry thenDestroy.NON-ARCHIVALNON-ESSENTIALOFMHE55-01D-15Rev. 1 XE “HE55-01D-15" \f “dan” Case and Contact Registers – TuberculosisRegisters, logs, or other summary records documenting active and/or inactive tuberculosis cases in the agency. XE "tuberculosis:registers” \f “subject” Retain for 10 years after date of entry thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE2011-039Rev. 1 XE " HE2011-039" \f “dan” Emergency Detention OrdersRecords relating to emergency detention orders issued for the purposes of isolation or quarantine in accordance with WAC 246-100-040. XE "emergency:detention orders” \f “subject” XE "orders:emergency detention” \f “subject” XE "detention orders (emergency)” \f “subject” Retain for 3 years after expiration of order thenTransfer to Washington State Archives for appraisal and selective retention.ARCHIVAL (Appraisal Required)NON-ESSENTIALOFM XE "HEALTH CARE AND TREATMENT:Infectious and Communicable Disease Control and Prevention:Emergency Detention Orders" \f “archival” HE2011-040Rev. 0 XE “HE2011-040" \f “dan” Emergency Incident ResponseRecords relating to the agency’s response to health emergencies (such as H1N1) and its coordination or involvement in such response. XE "emergency:incident reponse” \f “subject” Includes, but is not limited to:Staff badging and credentialing information; XE "badging/credentialing” \t “see Emergency Incident Response” Correspondence;Incident action plans and other planning and procedures developed on an incident-specific basis; XE "incident action plans” \t “see Emergency Incident Response” Staff schedules and station assignments;Update (“situation”) reports for internal and/or public use.Retain for 8 years after provision of last incident-related services thenTransfer to Washington State Archives for appraisal and selective retention.ARCHIVAL (Appraisal Required)NON-ESSENTIALOPR XE "HEALTH CARE AND TREATMENT:Infectious and Communicable Disease Control and Prevention:Emergency Incident Response" \f “archival” HE55-01D-05Rev. 2 XE “HE55-01D-05" \f “dan” Epidemiologic Investigations and ReportsRecords and reports pertaining to disease outbreak, response, treatment methods, demographic and diagnostic data. Excludes Client Medical Records covered by HE55-01B-01 and/or HE2011-030. XE "epidemiologic investigations and reports” \f “subject” XE "reports:epidemiologic” \f “subject” XE "investigations:epidemiologic" \f “subject” Retain for 6 years after date of record or report thenTransfer to Washington State Archives for appraisal and selective retention.ARCHIVAL (Appraisal Required)NON-ESSENTIALOPR XE "HEALTH CARE AND TREATMENT:Infectious and Communicable Disease Control and Prevention:Epidemiologic Investigations and Reports" \f “archival” HE55-01D-14Rev. 1 XE “HE55-01D-14" \f “dan” Positive Culture NotificationsNotifications received from laboratories regarding positive cultures and preliminary test results for certain diseases and conditions pursuant to WAC 246-101-210. XE "positive culture notifications” \f “subject” XE "culture notifications, positive” \f “subject” Retain for 2 years after date of notification thenDestroy.NON-ARCHIVALNON-ESSENTIALOFMHE55-01D-13Rev. 2 XE “HE55-01D-13" \f “dan” Sexually Transmitted Disease Case ReportsCase reports detailing the diagnosis, progress, demographic, and location information on sexually transmitted diseases reported to and/or treated by the agency. Excludes Client Medical Records covered by HE55-01B-01 and/or HE2011-030. XE "sexually transmitted diseases:case reports” \f “subject” XE "case reports:sexually transmitted diseases” \f “subject” Retain for 2 years after final report activity thenTransfer to Washington State Archives for appraisal and selective retention.ARCHIVAL (Appraisal Required)NON-ESSENTIALOFM XE "HEALTH CARE AND TREATMENT:Infectious and Communicable Disease Control and Prevention:Sexually Transmitted Disease Case Reports" \f “archival” HE55-01D-18Rev. 1 XE “HE55-01D-18" \f “dan” Typhoid Fever CarriersRecords relating to individuals known to carry typhoid fever, including signed carrier agreements. XE "typhoid fever carriers” \f “subject” Retain for 6 years after death of carrier thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE55-01C-18Rev. 1 XE “HE55-01C-18" \f “dan” Vaccine Information StatementsThe agency’s master copy of Department of Health informational statements given to parents of children being vaccinated. XE “vaccine:information statement (DOH)” \f “subject”Retain until obsolete or superseded thenDestroy.NON-ARCHIVALNON-ESSENTIALOFMWOMEN, INFANTS AND CHILDREN (WIC) PROGRAM OPERATIONSThe activity of managing and administering public health WIC programs. Reference: Washington State WIC Policy and Procedure Manual Vol 2 ().DISPOSITION AUTHORITY NUMBER (DAN)DESCRIPTION OF RECORDSRETENTION AND DISPOSITION ACTIONDESIGNATIONHE2011-042Rev. 0 XE “HE2011-042" \f “dan” CIMS (Client Information Management System) Supplemental DocumentationSupplemental documentation created by the local agency as supporting documentation to client files in the CIMS electronic system. XE "WIC:client files" \f “subject” Includes, but is not limited to:Prescription forms; XE "prescriptions (WIC)" \f “subject” Rights and responsibilities forms; XE "rights and responsibilities (WIC)" \f “subject” Signature forms; XE "signature:forms (WIC)" \f “subject” Signed check stubs; XE "check stubs/receipts (WIC)" \f “subject” Handwritten check receipts; Signed transfer/Verification of Certification (VOC) stubs. XE "transfer/VOC stubs (WIC)" \f “subject” XE "VOC stubs (WIC)" \f “subject” Retain for 4 years after date of document thenDestroy. XE "CIMS supplemental documentation" \f “subject” NON-ARCHIVALNON-ESSENTIALOPRHE2011-043Rev. 0 XE “HE2011-043" \f “dan” Expenditure ReportsRecords relating to expenditure reports created by the local agency and submitted to the state WIC office. XE "expenditure reports (WIC)" \f “subject” XE "reports:expenditure (WIC)" \f “subject” Includes, but is not limited to:Expenditure Report Total forms;Supporting documentation.Retain for 4 years after report submitted thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE55-01W-04 XE “HE55-01W-04" \f “dan” Rev. 1Ineligible Client FilesRecords relating to clients who have been determined to be ineligible to receive WIC program resources. XE "ineligible client files (WIC)" \f “subject” XE "WIC:client files" \f “subject” Retain for 4 years after ineligibility determination thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE2011-044Rev. 0 XE “HE2011-044" \f “dan” Language Interpreter Usage LogsLogs documenting requests to outside vendors for translation support services in clinic operations. XE "language (interpreter)" \f “subject” XE "interpreter (language)" \f “subject” Retain for 4 years after date of last entry thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE2011-045Rev. 0 XE “HE2011-045" \f “dan” Nutrition Education PlanRecords relating to annual Nutrition Education Plans created by local agencies in accordance with 7 CFR § 246.11(d). XE "nutrition education plan (WIC)" \f “subject” Retain for 4 years after date submitted to state WIC office thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE2011-046Rev. 0 XE “HE2011-046" \f “dan” Terminated Client FilesRecords relating to client files for individuals whose program certification has been terminated. XE "terminated client files (WIC)" \f “subject” XE "WIC:client files" \f “subject” Retain for 4 years after termination thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE2011-047Rev. 0 XE “HE2011-047" \f “dan” Time StudiesRecords relating to time studies and support documentation completed by the local agency for program resource planning and allocation. XE "time studies (WIC)" \f “subject” Retain for 4 years after study completed thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE55-01W-10Rev. 1 XE “HE55-01W-10" \f “dan” Waiting ListsLists of individuals who are waiting to be accepted/certified into the WIC program. XE "WIC:waiting lists" \f “subject” XE "waiting lists (WIC)" \f “subject” Retain for 4 years after date of last entry thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHUMAN RESOURCE MANAGEMENTThe function of managing the local government agency’s workforce, where not covered by the Local Government Common Records Retention Schedule (CORE).PERFORMANCE MANAGEMENTThe activity of assessing and directing employee progress toward performance goals.DISPOSITION AUTHORITY NUMBER (DAN)DESCRIPTION OF RECORDSRETENTION AND DISPOSITION ACTIONDESIGNATIONHE2011-049Rev. 0 XE “HE2011-049" \f “dan” Staff Plans/SchedulesRecords relating to staff plans and schedules for nursing staff, social workers and other medical staff. XE "staff:plans/schedules" \f “subject” Excludes physician call schedules covered by HE2011-050.Retain until completion of Joint Commission on Accreditation of Healthcare Organizations audit thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE2011-050Rev. 0 XE “HE2011-050" \f “dan” Physician Call SchedulesSchedules documenting on-call schedules for hospital physicians. XE "physician call schedules" \f “subject” XE "call schedules (physicians)" \f “subject” XE "schedules, call \f “subject” Excludes staff plans/schedules covered by HE2011-049.Note: 42 CFR § 489.20(r)(1-3) requires the retention of physician on-call schedules. Retain for 5 years after superseded thenDestroy.NON-ARCHIVALNON-ESSENTIALOFMSTAFF DEVELOPMENT/TRAININGThe activity of enhancing employees’ competencies and skills through programs and training.DISPOSITION AUTHORITY NUMBER (DAN)DESCRIPTION OF RECORDSRETENTION AND DISPOSITION ACTIONDESIGNATIONHE2011-048Rev. 0 XE " HE2011-048" \f “dan” Health Insurance Portability and Accountability Act (HIPAA) – TrainingRecords relating to the provision of privacy/HIPAA training programs for agency employees.Includes, but is not limited to: XE "HIPAA:training agency employees” \f “subject” Training development records;Training handouts, worksheets, PowerPoint presentations, etc.Retain for 6 years after superseded thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRPHARMACY MANAGEMENTThe activity of operating a pharmacy and/or acquiring, distributing, or dispensing drugs.CLIENT MANAGEMENTThe activity of providing for the accurate tracking and management of clients and their pharmacy needs.DISPOSITION AUTHORITY NUMBER (DAN)DESCRIPTION OF RECORDSRETENTION AND DISPOSITION ACTIONDESIGNATIONHE2011-051Rev. 1 XE “HE2011-051" \f “dan” Client Profile and Medication Records – Age 18 and OverA pharmacy-generated profile of clients age 18 and over relating to the filling and dispensing of medications as required by WAC 246-871-050(2) . XE "client medical records:pharmacy/medication” \f “subject” Includes, but is not limited to:Client details;Parenteral products dispensed;Dates and details of dispensations;Pharmacist identification;Client notes, diagnoses, and conditions;Prescription and refill records.Retain for 8 years after date of last dispensing activity thenDestroy. NON-ARCHIVALESSENTIALOPR XE "PHARMACY MANAGEMENT:Client Management:Client Profile and Medication Records – Age 18 and Over” \f “essential” HE2011-052Rev. 1 XE “HE2011-052" \f “dan” Client Profile and Medication Records – Under Age 18A pharmacy-generated profile of clients under age 18 relating to the filling and dispensing of medications as required by WAC 246-871-050(2). XE "client medical records:pharmacy/medication” \f “subject” Includes, but is not limited to:Client details;Parenteral products dispensed;Dates and details of dispensations;Pharmacist identification;Client notes, diagnoses, and conditions;Prescription and refill records.Retain for 8 years after client attains age 18 thenDestroy. XE "clint profile and medication records” \f “subject” NON-ARCHIVALESSENTIALOPR XE "PHARMACY MANAGEMENT:Client Management:Client Profile and Medication Records – Under Age 18” \f “essential” INVENTORY/DISTRIBUTIONThe activity of documenting the agency’s inventory and/or distribution of pharmaceuticals.DISPOSITION AUTHORITY NUMBER (DAN)DESCRIPTION OF RECORDSRETENTION AND DISPOSITION ACTIONDESIGNATIONHE2011-053Rev. 0 XE " HE2011-053" \f “dan” Drug Batch DataRecords relating to data received from laboratories on drug batches. XE "drugs:batch data” \f “subject” XE "batch data (drug)” \f “subject”Excludes records relating to drug/vaccine accountability covered by DAN HE55-01D-03.Retain for 50 years after completion/cessation of batch distribution thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE2011-054Rev. 0 XE " HE2011-054" \f “dan” Inmate MedicationsRecords documenting the provision of medications to inmates in jails or correctional facilities. XE "inmate medications” \f “subject” Excludes inmate health records covered in the Law Enforcement Records Retention Schedule by LE15-01-25 and LE2010-034.Retain for 8 years after date medication(s) provided thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE2011-055Rev. 0 XE " HE2011-055" \f “dan” Pharmaceutical Distribution ErrorsRecords relating to drug distribution errors discovered and/or reported upon by the agency in accordance with WAC 246-873-080(11). XE “pharmaceuticals:distribution errors” \f “subject” XE “reports:pharmaceutical distribution errors” \f “subject” Retain for 8 years after date of error thenDestroy. NON-ARCHIVALNON-ESSENTIALOPRHE55-01C-12Rev. 1 XE “HE55-01C-12" \f “dan” Pharmaceutical Inventory AccountabilityRecords relating to the pharmacy’s acquisition, transfer, distribution, and/or destruction of pharmaceuticals, including controlled substances. XE “pharmaceuticals” \f “subject” XE “controlled substances” \f “subject” XE “orders:pharmaceuticals” \f “subject” Includes, but is not limited to:Destruction records;Dispensing registers and records/medication logs;Clinic medication logs;Receipt and distribution records (e.g. invoices, orders, receipts, prescriptions, biologics inventory and distribution records);Transfer records;Vaccine sign out records;Records of destruction as required by WAC 246-873-080(7)(e). Retain for 6 years after date of destruction/ disposition thenDestroy. XE “biologics (pharmacy)” \f “subject” XE “vaccine:sign out (pharmacy)” \f “subject” XE “medication logs (pharmacy)” \f “subject” XE “drugs:inventory (pharmacy)” \f “subject”NON-ARCHIVALNON-ESSENTIALOPRHE2011-056Rev. 0 XE " HE2011-056" \f “dan” Therapeutically Equivalent Drug SubstitutionsRecords relating to authorizations for therapeutically equivalent drug substitutions in accordance with WAC 246-899-030(3). XE “therapeutically equivalent drug substitutions” \f “subject” Retain for 10 years after last authorized dispensation thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRQUALITY ASSURANCE AND CONTROLThe activity of enacting policies, methods, and procedures to ensure the provision of quality drugs and medications.DISPOSITION AUTHORITY NUMBER (DAN)DESCRIPTION OF RECORDSRETENTION AND DISPOSITION ACTIONDESIGNATIONHE2011-057Rev. 0 XE " HE2011-057" \f “dan” Pharmaceutical Complaints and InvestigationsRecords of complaints regarding pharmaceutical products and related investigation records produced in accordance with WAC 246-895-060(8). XE "pharmaceuticals:complaints and investigations” \f “subject” XE “complaints:pharmaceutical” \f “subject” XE “investigations:pharmaceutical” \f “subject” Retain for 2 years after distribution of drug has been completed and1 year after expiration of drug thenTransfer to Washington State Archives for permanent retention.ARCHIVAL (Permanent Retention) XE "PHARMACY MANAGEMENT:Quality Assurance/Control:Pharmaceutical Complaints and Investigations” \f “archival” NON-ESSENTIALOPRHE2011-058Rev. 0 XE " HE2011-058" \f “dan” Pharmaceutical RecallsRecords relating to the recall of pharmaceuticals which are, or have been, in the possession of the agency. XE "pharmaceuticals:recalls” \f “subject” XE "recalls (pharmaceuticals)” \f “subject” Retain for 8 years after last dispensation of drug thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE2011-059Rev. 0 XE " HE2011-059" \f “dan” Pharmacy Policy, Procedure, and Training ManualsManuals of pharmacy policies and procedures which ensure client health, safety, and welfare, as well as training manuals for pharmacy employees. XE "pharmacy (training, policies & procedures)” \f “subject” XE "policies and procedures” \f “subject” Note: WAC 246-871-050(4)(b) and (c) require the retention of pharmacy training, policy, and procedure manuals for 2 years. Retain for 2 years after superseded thenTransfer to Washington State Archives for permanent retention.ARCHIVAL(Permanent Retention)NON-ESSENTIALOFM XE "PHARMACY MANAGEMENT:Quality Assurance/Control:Pharmacy Policy, Procedure, and Training Manuals" \f “archival” RESEARCH MANAGEMENTThe function of managing or engaging in research activities.CLINICAL TRIALSThe activity of performing and/or sponsoring clinical trials to evaluate the safety and efficacy of investigational drugs or medical devices. DISPOSITION AUTHORITY NUMBER (DAN)DESCRIPTION OF RECORDSRETENTION AND DISPOSITION ACTIONDESIGNATIONHE2011-060Rev. 0 XE “HE2011-060" \f “dan” Bioavailability/Bioequivalence Samples – Food and Drug Administration Application ApprovedReserve samples of any test articles and reference standards used in conducting in vivo or in vitro bioavailability/bioequivalence studies where a Food and Drug Administration (FDA) application has been approved, retained in accordance with 21 CFR § 320.63 or 320.38. XE “bioavailability/bioequivalence samples” \f “subject” Retain for 5 years after approval of FDA application or supplemental application thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE2011-061Rev. 0 XE “HE2011-061" \f “dan” Bioavailability/Bioequivalence Samples – No Food and Drug Administration Application ApprovedReserve samples of any test articles and reference standards used in conducting in vivo or in vitro bioavailability/bioequivalence studies where no Food and Drug Administration application has been approved, retained in accordance with 21 CFR § 320.63 or 320.38. XE “bioavailability/bioequivalence samples” \f “subject” Retain for 5 years after date of completion of related bioavailability study thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE2011-062Rev. 0 XE “HE2011-062" \f “dan” Device TrialsRecords relating to investigational medical device clinical trials retained in accordance with 21 CFR § 812.140.Includes, but is not limited to:Investigator records of receipt, use, shipment, or disposition of an investigational device;Investigator protocols and documentation showing dates and reasons of deviation from protocol;Sponsor records of device shipment and disposition;Signed investigator agreements;Sponsor records concerning adverse device effects;Other records required to be maintained by the Food and Drug Administration.Note: 21 CFR § 812.140(d) requires the retention of device trial records for 2 years after the date on which the investigation is terminated or completed, or the date that the records are no longer required for purposes of supporting a premarket approval application or a notice of completion of a product development protocol.Retain for 2 years after date investigation completed/terminated and2 years after records are no longer required as supporting documentation for premarket approval application or a notice of completion of a product development protocol thenDestroy. XE “device trials” \f “subject” XE “investigator records (clinical trials):medical devices” \f “subject” NON-ARCHIVALNON-ESSENTIALOPRHE2011-063Rev. 0 XE “HE2011-063" \f “dan” Trial Drug Management – Food and Drug Administration Application ApprovedRecords relating to the acquisition, shipment, or disposition of investigational drugs for which a Food and Drug Administration (FDA) application has been approved. XE “trial drug management” \f “subject” XE “drugs:disposal (trial drugs)” \f “subject” Note: 21 CFR § 312.57 requires the retention of records and reports showing the receipt, shipment, or other disposition of investigational drugs for 2 years after a FDA marketing application is approved.Retain for 2 years after date marketing application is approved thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE2011-064Rev. 0 XE “HE2011-064" \f “dan” Trial Drug Management – No Food and Drug Administration Application ApprovedRecords relating to the acquisition, shipment, or disposition of investigational drugs for which a Food and Drug Administration (FDA) application has not been approved. XE “trial drug management” \f “subject” XE “drugs:disposal (trial drugs)” \f “subject” Note: 21 CFR § 312.57 requires the retention of records and reports showing the receipt, shipment, or other disposition of investigational drugs for two years after shipment and deliver of the drug for investigational use is discontinued and the FDA has been notified.Retain for 2 years after investigation discontinued and FDA notified thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE2011-065Rev. 0 XE “HE2011-065" \f “dan” Investigators’ Financial InterestRecords relating to the financing of clinical investigations or bioequivalence studies from which data are intended to be submitted to the Food and Drug Administration as part of an application for market approval, retained in accordance with 21 CFR § 320.36(b) or 21 CFR § 54.6. XE “investigator records (clinical trials):financial interest” \f “subject” Includes, but is not limited to:Records showing financial interest or arrangement paid to investigators by sponsors as described in 21 CFR § 54.4(a)(3)(i);Records showing significant payments made by the sponsor to the investigator as described in 21 CFR § 54.4(a)(3)(ii);Records showing financial interests held by clinical investigators as described in 21 CFR § 54.4 (a)(3)(iii).Retain for 6 years after date of application approval thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE2011-066Rev. 0 XE “HE2011-066" \f “dan” In Vivo/In Vitro TestsRecords relating to in vivo or in vitro tests conducted on any marketed batch of a drug product. XE “in vivo/in vitro tests” \f “subject” XE “batch tests (in vivo/in vitro)” \f “subject” XE “drugs:in vivo/vitro tests” \f “subject”Note: 21 CFR § 320.36(a) requires the retention of all records of in vivo or in vitro tests conducted on any marketed batch of a drug product for at least two years after the expiration date of the batch.Retain for 2 years after expiration date of the batch thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE2011-067Rev. 0 XE “HE2011-067" \f “dan” Subject Case Histories – Food and Drug Administration Application FiledRecords relating to individuals administered investigational drugs or employed as a control in a drug investigation for which a Food and Drug Administration (FDA) application has been filed. XE “subject case histories (clinical trials)” \f “subject” XE “consent forms:clinical trials” \f “subject” XE “clinical trials” \f “subject” XE “drugs:clinical trials” \f “subject” XE “case reports:clinical trials” \f “subject”Includes, but is not limited to:Case report forms and supporting data;Signed and dated consent forms;Medical records.Note: 21 CFR § 312.64 requires the retention of drug disposition and case history records for two years following the date a FDA marketing applications is approved for the drug being investigated.Retain for 2 years after date marketing application is approved thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE2011-068Rev. 0 XE “HE2011-068" \f “dan” Subject Case Histories – No Food and Drug Administration Application FiledRecords relating to individuals administered investigational drugs or employed as a control in a drug investigation for which a Food and Drug Administration (FDA) application has not been filed. XE “consent forms:clinical trials” \f “subject” XE “clinical trials” \f “subject” XE “case reports:clinical trials” \f “subject”Includes, but is not limited to:Case report forms and supporting data;Signed and dated consent forms;Medical records.Note: 21 CFR § 312.64 requires the retention of drug disposition and case history records for two years after the investigation is discontinued and the FDA is notified.Retain for 2 years after investigation discontinued and FDA notified thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRINSTITUTIONAL REVIEW BOARDSThe activity of operating, or having involvement with, an institutional review board.DISPOSITION AUTHORITY NUMBER (DAN)DESCRIPTION OF RECORDSRETENTION AND DISPOSITION ACTIONDESIGNATIONHE2011-069Rev. 0 XE " HE2011-069" \f “dan” Institutional Review Boards (IRB) – General Board RecordsRecords relating to Institutional Review Boards and their activities in the monitoring and oversight of human subject research. XE "institutional review boards (IRB):general records” \f “subject” Includes, but is not limited to:IRB review of research proposals and ongoing review activities;Minutes of IRB meetings;IRB member lists and credentialing.Note: 45 CFR § 46.115 (b) requires the retention of records relating to IRB activities for three years.Retain for 3 years after date of document thenTransfer to Washington State Archives for permanent retention. XE "RESEARCH MANAGEMENT:Institutional Review Boards:Institutional Review Boards (IRB) – General Board Records" \f “archival” ARCHIVAL(Permanent Retention)NON-ESSENTIALOPRHE2011-070Rev. 0 XE “HE2011-070" \f “dan” Institutional Review Boards (IRB) – Principal Investigator RecordsRecords relating to investigator activities in human subject research. XE “institutional review boards (IRB):principal investigator records” \f “subject” XE “human subject research” \f “subject” XE “notices of practice (IRB)” \f “subject” XE “investigator records (clinical trials):human subject research” \f “subject” Includes, but is not limited to:Documentation of uses and disclosures;Authorization/consent forms;Business partner contracts;Notices of practiceResponses to requests to amend or correct information;Client statements of disagreements and complaints.Excludes records relating to grants administration covered in CORE – Financial Management.Note: 45 CFR § 46.115 requires the retention of principal investigators’ records for six years after completion of research. Retain for 6 years after completion of research thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE2011-071Rev. 0 XE " HE2011-071" \f “dan” Institutional Review Boards (IRB) – Research ConductedIRB records which relate to specific research conducted or that document decisions pertaining to committee actions on research conducted. XE “institutional review boards (IRB):research conducted” \f “subject” XE “investigator records (clinical trials):submitted to IRB” \f “subject” Includes, but is not limited to:Correspondence between the IRB and investigators/researchers;Progress reports provided to IRB;Reports of unanticipated problems involving risks to subjects or others;Injury reports;Significant new findings provided to subjects.Excludes records relating to grants administration covered in CORE – Financial Management.Note: 45 CFR § 46.115(b) requires the retention of records relating to research conducted for three years after completion of research. Retain for 3 years after completion/termination of research thenArrange for appraisal and selective retention by Washington State Archives. XE "RESEARCH MANAGEMENT:Institutional Review Boards:Institutional Review Boards (IRB) – Research Conducted” \f “essential” ARCHIVAL (Appraisal Required)ESSENTIALOPR XE "RESEARCH MANAGEMENT:Institutional Review Boards:Institutional Review Boards (IRB) – Research Conducted” \f “archival” VITAL RECORDS MANAGEMENTThe function of managing vital records created by the agency. XE "vital records” \f “subject” CERTIFICATIONThe activity of certifying vital events.DISPOSITION AUTHORITY NUMBER (DAN)DESCRIPTION OF RECORDSRETENTION AND DISPOSITION ACTIONDESIGNATIONHE55-01F-01Rev. 1 XE “HE55-01F-01" \f “dan” Birth/Death Certificate Affidavits of CorrectionAffidavits related to requests received for the correction of information appearing on a birth or death record, including any attached original certificates or certificate copies. XE "birth/death certificates:affidavits of correction” \f “subject” XE "certificate:affidavits of correction” \f “subject” XE "affidavits of correction (birth/death certificates)” \f “subject” XE "vital records:affidavits of correction” \f “subject” Retain for 1 year after transmitted to Department of Health thenDestroy. NON-ARCHIVALESSENTIALOPR XE "VITAL RECORDS MANAGEMENT:Certification:Birth/Death Certificate Affidavits of Correction” \f “essential” HE55-01F-03Rev. 1 XE “HE55-01F-03" \f “dan” Birth/Death Certificates – 1907 and LaterOriginal birth certificates issued by the agency for live births, deaths, or fetal deaths in the local health jurisdiction. XE "birth/death certificates:1907 and later ” \f “subject” XE "fetal death certificates (1907 & later)” \f “subject” XE "vital records” \f “subject” Retain until no longer needed for agency business thenTransfer to Washington State Archives for permanent retention.ARCHIVAL(Permanent Retention)ESSENTIALOPR XE "VITAL RECORDS MANAGEMENT:Certification:Birth/Death Certificates – 1907 and Later” \f “archival” XE "VITAL RECORDS MANAGEMENT:Certification:Birth/Death Certificates – 1907 and Later” \f “essential” HE2011-072Rev. 0 XE “HE2011-072" \f “dan” Certificate Request LogsLogs documenting requests received by the agency for birth, death, or other vital records certificates. XE "certificate:request logs” \f “subject” XE “logs:certificate requests” \f “subject” XE “vital records:requests” \f “subject” Retain for 2 years after date of entry thenDestroy.NON-ARCHIVALNON-ESSENTIALOPRHE55-01F-02Rev. 1 XE “HE55-01F-02" \f “dan” Certificate RequestsFormal requests received for certified copies of birth or death certificates, or other vital records. XE "certificate:requests” \f “subject” XE "birth/death certificates:certified copies” \f “subject” XE "death/birth certificates:certified copies” \f “subject” Retain for 2 years after date of request thenDestroy.NON-ARCHIVALNON-ESSENTIALOFMHE55-01F-08Rev. 1 XE “HE55-01F-08" \f “dan” Indexes to Vital RecordsIndexes and other finding aids used to access vital records created by the agency, such as birth or death certificates. XE "index:vital records” \f “subject” XE "vital records:indexes” \f “subject” XE "birth/death certificates:vital records index” \f “subject” XE "death/birth certificates:vital records index” \f “subject” Retain until the archival records are transferred to Washington State Archives thenTransfer to Washington State Archives for permanent retention.ARCHIVAL (Permanent Retention)ESSENTIALOPR XE "VITAL RECORDS MANAGEMENT:Certification:Indexes to Vital Records” \f “archival” XE "VITAL RECORDS MANAGEMENT:Certification:Indexes to Vital Records” \f “essential” LEGACY RECORDSThe function of maintaining and preserving records no longer created and/or received by the agency but which may continue to be in the agency’s possession.DISPOSITION AUTHORITY NUMBER (DAN)DESCRIPTION OF RECORDSRETENTION AND DISPOSITION ACTIONDESIGNATIONHE55-01G-02Rev. 1 XE “HE55-01G-02" \f “dan” High Priority Infant Tracking SheetsRecords relating to the tracking of high risk infants as part of Washington State’s non-operational High Priority Infant Tracking Project. XE "high priority infant tracking sheets” \f “subject” Retain for 8 years after close of file thenDestroyNON-ARCHIVALNON-ESSENTIALOPRHE55-01G-04Rev. 1 XE “HE55-01G-04" \f “dan” Passport Program Interagency Work OrdersRecords relating to work orders requesting healthcare assessments for Department of Social and Health Services foster children as part of the Passport Program. XE "passport program (foster children)” \f “subject” XE "orders:work (DSHS/passport/foster)” \f “subject” Retain for 5 years after expiration of work order thenDestroy.NON-ARCHIVALNON-ESSENTIALOFMHE2011-073Rev. 0 XE “HE2011-073" \f “dan” Birth/Death Certificates – Pre-1907Records relating to birth or death certificates issued by the agency prior to 1907. XE "birth/death certificates:pre-1907” \f “subject” XE "vital records:pre-1907” \f “subject” Retain until no longer needed for agency business thenTransfer to Washington State Archives for permanent retention.ARCHIVAL (Permanent Retention)ESSENTIALOPR XE "LEGACY RECORDS::Birth/Death Certificates – Pre-1907” \f “archival” XE "LEGACY RECORDS::Birth/Death Certificates – Pre-1907” \f “essential” INDEX:ARCHIVAL / LIFE OF AGENCY RECORDS INDEX \f "ARCHIVAL" \e "" \c "2" \z "1033" \* MERGEFORMAT \* MERGEFORMAT AGENCY MANAGEMENTQuality Assurance and ComplianceMajor Incident Reviews8Medical Staff Credentialing/Privileging9Standard of Care9ASSET MANAGEMENTMaintenanceRadiation Instrument Calibration (Drinking Water)10ENVIRONMENTAL HEALTH MANAGEMENTAuditing and InspectionEnvironmental Monitoring (Agency Jurisdiction)12Hazardous Waste – Business Audits13Hazardous Waste – Chemical Site Inspections14Planning Department Recommendations15Recreational Shellfish Beach Classifications15Sewage Treatment Site Inspections15Solid Waste – Facility Inspections16Licensing and PermittingBurial/Cremation/Transit Permits18Hazardous Waste - Permits19Inter and Disinter Permits20Licenses Issued Registers20On-Site Sewage Systems – Permits20Permit and Approval Summaries21Solid Waste – Closed Landfills22Water Recreation Facility Permits22Water Supply System Permits22HEALTH CARE AND TREATMENTClient AdministrationMaster Client/Patient Index30Operative Indexes30Infectious and Communicable Disease Control and PreventionEmergency Detention Orders37Emergency Incident Response38Epidemiologic Investigations and Reports38Sexually Transmitted Disease Case Reports39LEGACY RECORDSBirth/Death Certificates – Pre-190756PHARMACY MANAGEMENTQuality Assurance/ControlPharmaceutical Complaints and Investigations47Pharmacy Policy, Procedure, and Training Manuals47RESEARCH MANAGEMENTInstitutional Review BoardsInstitutional Review Boards (IRB) – General Board Records52Institutional Review Boards (IRB) – Research Conducted53VITAL RECORDS MANAGEMENTCertificationBirth/Death Certificates – 1907 and Later54Indexes to Vital Records55INDEX:ESSENTIAL RECORDS INDEX \f "ESSENTIAL" \e "" \c "2" \z "1033" \* MERGEFORMAT ENVIRONMENTAL HEALTH MANAGEMENTAuditing and InspectionHazardous Waste – Chemical Site Inspections14Solid Waste – Facility Inspections16Licensing and PermittingBurial/Cremation/Transit Permits18Food and Beverage Service Permits – Non-Temporary Establishments18Food and Beverage Service Permits – Temporary Establishments19Food Worker Permits19Hazardous Waste - Permits19Inter and Disinter Permits20On-Site Sewage Systems – Permits20Permit and Approval Summaries21Solid Waste – Closed Landfills22Water Supply System Permits22HEALTH CARE AND TREATMENTClient AdministrationMaster Client/Patient Index30Client Medical RecordsClient Medical Records – Age 18 and Over32Client Medical Records – Discosure Authorized33Client Medical Records – Under Age 1833Counseling34LEGACY RECORDSBirth/Death Certificates – Pre-190756PHARMACY MANAGEMENTClient ManagementClient Profile and Medication Records – Age 18 and Over44Client Profile and Medication Records – Under Age 1844RESEARCH MANAGEMENTInstitutional Review BoardsInstitutional Review Boards (IRB) – Research Conducted53VITAL RECORDS MANAGEMENTCertificationBirth/Death Certificate Affidavits of Correction54Birth/Death Certificates – 1907 and Later54Indexes to Vital Records55INDEX:DISPOSITION AUTHORITY NUMBERS (DANs) INDEX \f "dan" \e"" \c "4" \z "1033" \* MERGEFORMAT HE2011-0005HE2011-0015HE2011-0026HE2011-0036HE2011-0047HE2011-0057HE2011-0068HE2011-0078HE2011-0088HE2011-0099HE2011-0109HE2011-0119HE2011-01210HE2011-01310HE2011-01414HE2011-01515HE2011-01616HE2011-01719HE2011-01822HE2011-01923HE2011-02023HE2011-02124HE2011-02225HE2011-02326HE2011-02427HE2011-02528HE2011-02623HE2011-02729HE2011-02830HE2011-02931HE2011-03033HE2011-03133HE2011-03234HE2011-03334HE2011-03434HE2011-03534HE2011-03635HE2011-03735HE2011-03836HE2011-03937HE2011-04038HE2011-04240HE2011-04340HE2011-04441HE2011-04541HE2011-04641HE2011-04741HE2011-04843HE2011-04942HE2011-05042HE2011-05144HE2011-05244HE2011-05345HE2011-05445HE2011-05545HE2011-05646HE2011-05747HE2011-05847HE2011-05947HE2011-06048HE2011-06148HE2011-06249HE2011-06349HE2011-06450HE2011-06550HE2011-06650HE2011-06751HE2011-06851HE2011-06952HE2011-07052HE2011-07153HE2011-07254HE2011-07356HE2015-00112HE2015-00224HE55-01A-0331HE55-01A-0631HE55-01A-1020HE55-01B-0132HE55-01C-0229HE55-01C-1246HE55-01C-1431HE55-01C-1629HE55-01C-1839HE55-01D-0137HE55-01D-0430HE55-01D-0538HE55-01D-0619HE55-01D-0729HE55-01D-1237HE55-01D-1339HE55-01D-1438HE55-01D-1537HE55-01D-1839HE55-01F-0154HE55-01F-0254HE55-01F-0354HE55-01F-0418HE55-01F-0855HE55-01F-0920HE55-01G-0256HE55-01G-0456HE55-01J-0118HE55-01J-0222HE55-01J-0411HE55-01J-0511HE55-01J-1321HE55-01J-1421HE55-01J-1515HE55-01J-1820HE55-01J-2115HE55-01J-2416HE55-01J-2522HE55-01J-2617HE55-01K-0516HE55-01M-0113HE55-01M-0214HE55-01M-0314HE55-01M-0416HE55-01W-0440HE55-01W-1041HE55-02H-0110HE55-02H-0235HE55-02H-0328HE55-02L-0113HE55-02L-0218HE55-02L-0319HE55-02L-0418HE55-02L-0619INDEX:SUBJECTSNOTE: “CORE” refers to the Local Government Common Records Retention Schedule. INDEX \f "subject" \e "" \c "3" \h "A" \z "1033" \* MERGEFORMAT Aaccidents/incidents6, see also COREaccountings of disclosure (HIPAA)7administration (general)31, see also COREaffidavits of correction (birth/death certificates)54air quality testing24animalsbites and treatment37permits and approvals21Bbacteriological analyses (public water systems)26batch data (drug)45batch tests (in vivo/in vitro)50beach classifications15billing/financial assistance31DSHS31billing/financial servicessee also COREbioavailability/bioequivalence samples48biologics (pharmacy)46birth/death certificates1907 and later54affidavits of correction54certified copies54pre-190756vital records index55building plan (reviews)18burial/cremation/transit permits18business registers11Ccalibrationquality assurance/control24radiation instrument10call schedules (physicians)42camps (permits)21case logs30case reportsclinical trials51sexually transmitted diseases39certificateaffidavits of correction54request logs54requests54chain of custody (lab samples)28changes/corrections to records (HIPAA)7characterization and disposalall others16hazardous waste16check stubs/receipts (WIC)40chemical analyses (public water systems)27child neglect/abuse32, 33CIMS supplemental documentation40claims (DSHS billing)31client medical recordsage 18 and over32counseling/mental health34disclosure33pharmacy/medication44under age 1833client servicesbilling/financial assistance31encounter forms/fee sheets29financial assessments31relations5screening and referral29clinical laboratoryinstrument studies10quality assurance/control35specimen testing35clinical resource management/utilization review31clinical trials51clint profile and medication records44closed solid waste landfills22complaintssee also COREclient5food borne illness19HIPAA8pharmaceutical47condemnation/demolition orders11consent formsclinical trials51controlled substances46counseling/mental health services34credentialing/privileging9crisis lines5culture notifications, positive38Ddairy/food processing (permits)21death/birth certificatescertified copies54vital records index55demolition orders11detention orders (emergency)37device trials49disclosures (HIPAA)7dormitories (permits)21drinking waterlaboratory assessments/certification23laboratory quality assurance & control24lead/copper analyses25radionuclide (analysis of compliance)23drugsbatch data45clinical trials51disposal (trial drugs)49, 50in vivo/vitro tests50inventory (pharmacy)46DSHS billing31Eeffluent/discharge monitoring23eligibility (client financial)see clientemergencydetention orders37incident reponse38encounter forms/fee sheets29environmental laboratoryquality assurance/control24sample management28environmental testing24epidemiologic investigations and reports38establishment registers11Expedited Partner Therapy (STDs)32, 33expenditure reports (WIC)40Ffacility inspections (general)13fee sheets/encounter forms29fetal death certificates (1907 & later)54financial assessments (client)31financial assistance31food and beverage service permits18, 19food borne illness complaints/investigations19food handler licenses19food processing (permits)21Ggarbage/recycling vehicles (permits)21gas piping (permits)see Permits and Approvalsgrievances (client)5Hhazardous wastesee also COREbusiness audits13chemical site inspections14collector inspections14permits19recycling event permits21high priority infant tracking sheets56HIPAAcomplaints/violations8protected health information7sanctions to workers8training agency employees43HIV test reports29hospitals/homes (permits)21hotels/resorts (permits)21human subject research52Iin vivo/in vitro tests50incident reports (client)6incinerator inspections16indexclient/patient30operative30vital records55ineligible client files (WIC)40injury reportsclient (claim filed)use CORE GS50-01-10client (no claim filed)6inmate medications45inquiries (client)5inspectionssee also COREchemical sites (hazardous waste)14facilities (general)13sewage systems14sewage treatment sites15solid wate facilities16institutional review boards (IRB)general records52principal investigator records52research conducted53instrument studies, clinical laboratory10inter and disinter permits20interpreter (language)34, 41investigationsepidemiologic38food borne illness19injury reports6pharmaceutical47sewage treatment site15investigator records (clinical trials)financial interest50human subject research52medical devices49submitted to IRB53Llandfillsclosed sites22permitting/inspecting16language (interpreter)34, 41lead paint testing24licenses issued registers20logscertificate requests54clients30operative30release of information9water wellsee Water Well ReportsMmaintenancesee also COREsewage systems14major incident reviews8master client/patient index30maternal referrals29medical assistance remittances31medical recordsclients age 18 and over32clients under age 1833medication logs (pharmacy)46mental health services34mold testing24monitoringsee also COREeffluent/discharge23Nnotices of practice (IRB)52nursing homes/hospitals (permits)21nutrition education plan (WIC)41Oon-site sewage systemsmaintenance and inspection14permits20operative indexes30orderscondemnation/demolition11emergency detention37pharmaceuticals46work (DSHS/passport/foster)56Ppartners (STDs)32, 33passport program (foster children)56patientsee clientpercolation tests (sewage systems)20permits granted by agencyfood and beverage service18, 19food worker19general21hazardous waste19inter and disinter20landfill/solid waste16on-site sewage systems20summary21water recreation facilities22pest control (permits)21pharmaceuticals46complaints and investigations47distribution errors45recalls47pharmacy (training, policies & procedures)47physician call schedules42planning department recommendations15plumbing (permits)21policies and procedures47, see also COREpositive culture notifications38prescriptions (WIC)40privileging9proficiency testing24public test requisitions24public water systemsanalyses for lead/copper25bacteriological/turbidity analyses26chemical analyses27general28Qquality assurance/controlclinical lab35environmental lab24Rradiation instrument calibration (drinking water)10radiologic reports34recalls (pharmaceuticals)47recommendations for planning department15recreationalfacilities inspections13shellfish beach classifications15recyclingfacility inspections16vehicles permits21referrals29registerscases and treatments30licenses issued20release of information logs9reportsanimal bites37child abuse/neglectsee Client Medical Recordsepidemiologic38expenditure (WIC)40general36HIV tests29pharmaceutical distribution errors45radiologic34vaccine reactionsee Client Medical Recordswater well17resorts/hotels (permits)21reviews, major incident8rights and responsibilities (WIC)40Ssample management (environmental lab)28sample tracking (public test requests)24sanctions to workers (HIPAA)8schools (permits)21screening and referral29sewagesludge site inspections16treatment site inspections15sewage systemsmaintenance and inspection14permits20sexually transmitted diseasescase reports39medical treatment32, 33registers37shellfish beach classifications15signatureforms (WIC)40lists (staff)34site monitoring (effluent/discharge)23soil testing24solid wastecharacterizationand disposal (hazardous waste)16closed landfills22effluent/discharge monitoring23facility inspections16landfill permits16solid/hazardous waste recycling (permits)21specimen testingclinical lab35environmental24spore tests10staffplans/schedules42signature lists34standard of care9status reports (billing)31sterilizer spore tests10subject case histories (clinical trials)51Tterminated client files (WIC)41testenvironmental (general public requests)24procedures35requisitions (clinical lab)35therapeutically equivalent drug substitutions46time studies (WIC)41transfer station inspections16transfer/VOC stubs (WIC)40trial drug management49, 50tuberculosismedical treatment32, 33registers37turbidity analyses (public water systems)26typhoid fever carriers39Uutilization review31Vvaccineinformation statement (DOH)39reaction reportssee Client Medical Recordssign out (pharmacy)46vector/pest control16vital records54affidavits of correction54indexes55pre-190756requests54VOC stubs (WIC)40Wwaiting lists (WIC)41waterrecreation facility permits22supply system permits22well reports17water systemsbacteriological/turbidity analyses26chemical analyses27general analyses28lead/copper analyses25WICclient files40, 41waiting lists41 ................
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