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HCA Record Retention Schedule - Medical/Facility Records
State of Florida
For general accounting and payroll records, please reference Accounting Retention Schedule. For general personnel records, please reference Human Resources Retention Schedule.For general administrative records, please reference Administrative Retention Schedule.For general legal records, please reference Legal Retention Schedule.For general information systems records, please reference Information Systems Retention Schedule.For patient accounting records, please reference Patient Account Services Schedule.
The record retention listed is for the official record copy. Duplicates should be retained until obsolete, superseded, or administrative value is lost. The official record copy may be in hardcopy, electronic, and/or microform format. If the hardcopy is the original record and is scanned into an imaging system, the hardcopy should be retained for the duration of the retention until further notice.
Record Series Code Record Series Title & Description Legal Citation
Total Retention
FL-MED-10-01 Administrative OfficesAnnual Reports to State Departments of Health Permanent
FL-MED-10-02 Administrative OfficesBirth Records to Local Government
Records consist of copies of vital birth records and certificates filed with state registrar of vital statistics.
GS-4ITEM 6
Permanent
FL-MED-10-04 Administrative OfficesDaily Census
Daily patient census data.
CY+5 years
NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care Facilities and Medical ProvidersLEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV = administrative value
Approved: August 15, 2000Revised: September 10, 2003
1 of 30
Record Series Code Record Series Title & Description Legal Citation
Total Retention
FL-MED-10-05 Administrative OfficesHospital Permits
Required permits to operate a hospital.
Retain Until Suspended or
Revoked
FL-MED-10-06 Administrative OfficesCommunicable Disease Reports
Reports related to communicable diseases.
CY+3 years
FL-MED-10-07 Administrative OfficesMedical Staff Files
Medical staff files including certification, credentials, complaints and continuing education records.
Life of Hospital
FL-MED-10-08 Administrative OfficesConstitution and Medical Staff Bylaws
Records documenting the terms, conditions, and procedures by which the facility will operate.
Life of Hospital
FL-MED-10-09 Administrative OfficesMinutes of Board of Directors, Executive Committee, Medical Staff
Records detailing the proceedings of board of directors, executive committee, and medical staff meetings. For department, committee, or project meetings use ADM-90-09.
Life of Hospital
FL-MED-10-10 Administrative OfficesDeath Records to Local Government
Copies of death records required by local government.
GS-4ITEM 22
Permanent
FL-MED-10-11 Administrative OfficesDeath Records
Records that track the transfer of corpses from the hospital to outside locations.
CY+3 years
FL-MED-10-12 Administrative OfficesStatistics on Admissions, Services, and Discharges
Statistical data compiled into various reports detailing patient admissions, services rendered, transfers, leave of absences, and discharges.
GS-4ITEM 2; 42 USC 1395cc(a)(1)(I)
(ii)
CY+6 years
NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care Facilities and Medical ProvidersLEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV = administrative value
Approved: August 15, 2000Revised: September 10, 2003
2 of 30
Record Series Code Record Series Title & Description Legal Citation
Total Retention
FL-MED-10-14 Administrative OfficesAdmissions/Discharges Register
Official register of all patient admissions and discharges.
CY+6 years
FL-MED-10-16 Administrative OfficesMedical Equipment Logs
Records detailing the type, model, location, and usage of medical equipment.Includes maintenance, scheduled function checks, and instrument calibration performed in accordance with the manufacturer’s instructions.
CY+3 years
FL-MED-10-20 Administrative OfficesAccreditation Surveys and Reports
Records related to accreditation surveys and results. Includes inspection reports by accrediting institutions, notices of corrections, correction reports, activity calendars, in-house surveys, and testing done prior to the actual accreditation survey.
GS-4ITEM 1
5 years After Next
Accreditation is Issued
FL-MED-10-22 Administrative OfficesMedical Directives, Policies and Procedures
Directives, policies, and procedures for facility operations. Includes emergency code procedures and cards.
GS-4ITEM 120
7 years After SUP
FL-MED-10-24 Administrative OfficesTraining Programs
Records related to classes and training programs provided to patients and customers by clinical staff. Includes Lamaze, CPR, and first aid.
ACT+3 years
FL-MED-10-25 Administrative OfficesEmployee Training
Records related to employee training provided on hazards and use of pesticides.
2 years
FL-MED-10-26 Administrative OfficesVolunteer Records
Records related to work activities of volunteers at facilities. Includes work schedules, location, and duties performed.
2 years After Termination
NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care Facilities and Medical ProvidersLEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV = administrative value
Approved: August 15, 2000Revised: September 10, 2003
3 of 30
Record Series Code Record Series Title & Description Legal Citation
Total Retention
FL-MED-10-28 Administrative OfficesDeceased Patients Property Disposition
Records relating to the disposition of deceased patient’s personal property.
CY+3 years
FL-MED-10-29 Administrative OfficePatient Personal Property Inventory 3 years After
DischargeFL-MED-10-30 Administrative Offices
Inspection Reports
Reports of inspection by local, state, or federal agents.
10 CFR 30.51 CY+5 years
FL-MED-10-32 Administrative OfficesOSHA Records
Records include logs, summaries, and OSHA forms 102/102a.
29 CFR 1904.6 CY+5 years
FL-MED-10-34 Administrative OfficesPastoral Visitation Log CY+3 years
FL-MED-12-02 Housekeeping RecordsAutoclave Records 2 years
FL-MED-12-04 Housekeeping RecordsCheckout, Transfer, Isolation Records 2 years
FL-MED-12-06 Housekeeping RecordsCleaning Records 2 years
FL-MED-12-08 Housekeeping RecordsLinen Poundage Report 2 years
FL-MED-12-10 Housekeeping RecordsExterminator Records 2 years
FL-MED-30-02 Dietary RecordsFood Costs
Records related to food and food service costs.
CY+5 years
NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care Facilities and Medical ProvidersLEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV = administrative value
Approved: August 15, 2000Revised: September 10, 2003
4 of 30
Record Series Code Record Series Title & Description Legal Citation
Total Retention
FL-MED-30-04 Dietary RecordsMenus
Records related to food service that include menus, food lists, name of dietitian, date, average portion size, schedule of time, and length of food service.
GS-4ITEM 54
CY+2 years
FL-MED-30-05 Dietary RecordsInspection Reports Retain 1 year
After SUP
FL-MED-30-06 Dietary RecordsDietary Recipe Records
Standardized dietary recipe records used in the preparation of patient meals by the kitchen staff. Includes a nutritional analysis, ingredients list, and serving size notation.
GS-4ITEM 28
AV
FL-MED-30-08 Dietary RecordsDietician Counseling Summaries
Annual summaries provided by a nutritionist or dietitian that evaluate the menus, sanitation, policies and procedures, and recommend modifications for the food preparation and service.
GS-4ITEM 111
2 years
FL-MED-30-10 Dietary RecordsInservice Training Records ACT +3
yearsFL-MED-30-12 Dietary Records
Bacteriological Testing of Ice 2 years
FL-MED-30-14 Dietary RecordsMeal Counts 2 years
FL-MED-40-02 Clinic RecordsAppointment Books
Patient appointment books that record the appointment time and patient name.
CY+3 years
FL-MED-40-04 Clinic RecordsEncounter Statistics
Statistical data for clinic encounters.
CY+5 years
NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care Facilities and Medical ProvidersLEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV = administrative value
Approved: August 15, 2000Revised: September 10, 2003
5 of 30
Record Series Code Record Series Title & Description Legal Citation
Total Retention
FL-MED-40-06A Clinic RecordsSocial Service Confidential Case Histories-Adults
Clinic patients social service case histories.
GS-4ITEMS 80
Adults 7 years After Last Entry
FL-MED-40-06B Clinic RecordsSocial Service Confidential Case Histories-Minors
Clinic patients social service case histories.
Minors Age of Majority Plus 7 years
FL-MED-40-08A Clinic RecordsWelfare Agency Records-Adults
Clinic records related to welfare agencies.
GS-4ITEMS 80
Adults 7 years After Last Entry
FL-MED-40-08B Clinic RecordsWelfare Agency Records-Minors
Clinic records related to welfare agencies.
Minors Age of Majority Plus 7 years
FL-MED-50-02 Laboratory, Therapy, and ImagingBlood Bank – Adverse Reactions to Transfusions
Records related to adverse reactions to blood transfusions.
GS-4ITEM 121; 21 CFR 606.160
5 years
FL-MED-50-03 Laboratory, Therapy, and ImagingBlood Bank – General Records
Records related to information concerning sterilization of supplies and reagents, responsible personnel, errors and accidents, maintenance of equipment and the physical plant, expiration dates of supplies and reagents, and logs which indicate on-hand inventory and notices of emergency shortages.
GS-4ITEM 122; 21 CFR 606.160
5 years After Processing or
6 Months After the
Latest Expiration
DateIf There is No
Expiration Date, Records are Retained Permanently
NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care Facilities and Medical ProvidersLEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV = administrative value
Approved: August 15, 2000Revised: September 10, 2003
6 of 30
Record Series Code Record Series Title & Description Legal Citation
Total Retention
FL-MED-50-04 Laboratory, Therapy, and Imaging Blood Bank – Blood Donor Records
Records related to blood donors including histories, examinations, consent, reactions, donor selection, results of required tests performed on plasmpheresis and cytopheresis donors, permanent and temporary deferrals, investigation and follow-up, therapeutic bleedings, immunization, and blood collection.
GS-4ITEM 122; 21 CFR 606.160
5 years After Processing or
6 Months After the
Latest Expiration
DateIf There is No
Expiration Date, Records are Retained Permanently
FL-MED-50-06 Laboratory, Therapy, and ImagingBlood Bank – ABO and RH Types
Records related to type testing of blood.
GS-4ITEM 121; 21 CFR 606.160
5 years
FL-MED-50-07 Laboratory, Therapy, and ImagingBlood Bank - Quality Control
Records related to the calibration and standardization of equipment, performance checks, periodic check of sterile technique, and periodic tests of the capacity of shipping containers to maintain the proper temperature.
GS-4ITEM 122; 21 CFR 606.160
5 years After
Processing or 6 Months After the
Latest Expiration
DateIf There is No
Expiration Date, Records are Retained Permanently
FL-MED-50-08 Laboratory, Therapy, and ImagingBlood Bank – Blood Test Results
Records related to blood test results including interpretations and release data for compatibility testing.
GS-4ITEM 121; 21 CFR 606.160
5 years
FL-MED-50-10 Laboratory, Therapy, and Imaging Blood Bank - Final Disposition of Blood and Components
Records related to the final disposition of blood and blood components.
GS-4ITEM 121; 21 CFR 606.160
5 years
NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care Facilities and Medical ProvidersLEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV = administrative value
Approved: August 15, 2000Revised: September 10, 2003
7 of 30
Record Series Code Record Series Title & Description Legal Citation
Total Retention
FL-MED-50-12 Laboratory, Therapy, and ImagingBlood Bank - Refrigeration and Blood Inspection Records
Records detailing blood inspection and refrigeration.
GS-4ITEM 122; 21 CFR 606.160
5 years After Processing or
6 Months After the
Latest Expiration
DateIf There is No
Expiration Date, Records are Retained Permanently
FL-MED-50-14 Laboratory, Therapy, and ImagingBlood Bank – Transfusion Request Records
Transfusion requests received by the blood bank.
GS-4ITEM 122; 21 CFR 606.160
5 years After Processing or
6 Months After the
Latest Expiration
DateIf There is No
Expiration Date, Records are Retained Permanently
FL-MED-50-15 Laboratory, Therapy, and ImagingEchocardiogram Tracings
Patient echocardiogram tracing. Includes actual strips generated by echocardiogram monitors and testing devices where a report or interpretation has been recorded in the patient medical record.
GS-4ITEM 118
30 Days After Report is Filed, If a
Report is not Filed, Strips
have the Same
Retention as the Patient
Medical File
NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care Facilities and Medical ProvidersLEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV = administrative value
Approved: August 15, 2000Revised: September 10, 2003
8 of 30
Record Series Code Record Series Title & Description Legal Citation
Total Retention
FL-MED-50-16 Laboratory, Therapy, and ImagingElectrocardiogram Tracings
Patient electrocardiogram tracings. Includes actual strips generated by electrocardiogram monitors and testing devices where a report or interpretation has been recorded in the patient medical record.
GS-4ITEM 118
30 Days After Report is Filed If a
Report is not Filed, Strips
have the Same
Retention as the Patient
Medical File
FL-MED-50-18 Laboratory, Therapy, and ImagingElectroencephalogram Tracings
Patient electroencephalogram tracings. Includes actual strips generated by electroencephalogram monitors and testing devices where a report or interpretation has been recorded in the patient medical record.
GS-4ITEM 118
30 Days After Report is Filed, If a
Report is not Filed, Strips
have the Same
Retention as the Patient
Medical File
FL-MED-50-19 Laboratory, Therapy, and ImagingElectromyogram Tracings
Patient electromyogram tracings. Includes actual strips generated by electroencephalogram monitors and testing devices where a report or interpretation has been recorded in the patient medical record.
30 Days After Report is Filed, If a
Report is not Filed, Strips
have the Same
Retention as the Patient
Medical FileFL-MED-50-20 Laboratory, Therapy, and Imaging
Radioisotopes
Records related to the receipt, transfer, use, storage, delivery, disposal, and overexposure of radioisotopes.
10 CFR 30.51 5 years
NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care Facilities and Medical ProvidersLEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV = administrative value
Approved: August 15, 2000Revised: September 10, 2003
9 of 30
Record Series Code Record Series Title & Description Legal Citation
Total Retention
FL-MED-50-21 Laboratory, Therapy, and ImagingLaboratory Test Requisitions
Requisitions authorizing a laboratory to perform tests on a sample.
GS-4ITEM 95; 42
CFR 493.1105
2 years
FL-MED-50-22 Laboratory, Therapy, and ImagingTherapy Treatment Records
Records related to therapy treatments that are not duplicated in the patient health records. May include occupational, physical, speech, and inhalation therapy.
10 years
FL-MED-50-23 Laboratory, Therapy, and ImagingFinal Test Reports – Pathology/Histology/Cytology
Laboratory copies of test results and preliminary reports specific to pathology, histology and cytology.
GS-4ITEM 85; 42
CFR 493.1109
10 years After Date of
Reporting
FL-MED-50-24 Laboratory, Therapy, and ImagingAutoclave/Sterile Supply Records
Records related to autoclave/sterile supply.
2 years
FL-MED-50-25 Laboratory, Therapy, and ImagingSterilizers/Monthly Bacteriological Tests
Records related to sterilizers and monthly bacteriological tests.
3 years
FL-MED-50-26 Laboratory, Therapy, and ImagingPatient Testing Reports - Immunohematology/Histocompatibility
Immunohematology and histocompatibility specific reports related to the processing, testing, and reporting of patient specimens to assure the accuracy of the testing.
GS-4ITEM 84; 42
CFR 493.1109
5 years
FL-MED-50-28 Laboratory, Therapy, and ImagingLaboratory Reports - Complete
Reports documenting each step in the processing, testing, and reporting of patient specimens to assure the accuracy of the testing.
42 CFR 493.1109
5 years
NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care Facilities and Medical ProvidersLEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV = administrative value
Approved: August 15, 2000Revised: September 10, 2003
10 of 30
Record Series Code Record Series Title & Description Legal Citation
Total Retention
FL-MED-50-30 Laboratory, Therapy, and ImagingPatient Testing Reports– Laboratory Copies
Reports documenting each step in the processing, testing, reporting of patient specimens to assure the accuracy of testing, and the loan or referral of slides to another laboratory.
GS-4ITEM 83; 42
CFR 493.1101
2 years
FL-MED-50-32 Laboratory, Therapy, and ImagingTissue Tracking System Records
Records related to the receipt and disposition of all organs and tissues transplanted within the hospital.
GS-4ITEM 99
Permanent
FL-MED-50-33A Laboratory, Therapy, and ImagingSpecimens-Wet Tissue 42 CFR
493.1259 (b)Wet Tissue 7
days After Sign Out
FL-MED-50-33B Laboratory, Therapy, and ImagingSpecimens-Paraffin Blocks 42 CFR
493.1259 (b)2 years
FL-MED-50-33C Laboratory, Therapy, and ImagingSpecimens-Slides
42 CFR 493.1257(g);
5 years
FL-MED-50-33D Laboratory, Therapy, and ImagingSpecimens-Histopathology Slides 42 CFR
493.1259 (b)10 years
FL-MED-50-34 Laboratory, Therapy, and ImagingSpecimen Logs
Individual department specimen logs documenting the receipt of specimens to the lab, procedures performed, results obtained, and the disposition of the specimen. It does not become part of the patient’s medical file or the tissue tracking system records.
10 years
FL-MED-50-35A Laboratory, Therapy, and ImagingBone Marrow Test Reports-Adults
Records related to the testing of bone marrow.
GS-4ITEMS 80
Adults 7 years After Last Entry
FL-MED-50-35B Laboratory, Therapy, and Imaging
Bone Marrow Test Reports-Minors
Records related to the testing of bone marrow.
Minors Age of Majority Plus 7 years
NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care Facilities and Medical ProvidersLEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV = administrative value
Approved: August 15, 2000Revised: September 10, 2003
11 of 30
Record Series Code Record Series Title & Description Legal Citation
Total Retention
FL-MED-50-36 Laboratory, Therapy, and ImagingTest Procedures
Copies of each test procedure with the date of its initial use. May include the test methodology and results, who performed the test, possible side effects, and any necessary equipment.
5 years
FL-MED-50-37 Laboratory, Therapy, and ImagingRequests for Tests
Includes oral, written, and electronic requests for tests.
42 CFR 493.1105
2 years
FL-MED-50-38 Laboratory, Therapy, and ImagingTest Procedures - Discontinued
Records of each test procedure with the dates of its initial use and discontinuance. May include the test methodology and results, who performed the test, possible side effects, and any necessary equipment.
GS-4ITEM 103
4 years After Procedure is Discontinued
FL-MED-50-39 Laboratory, Therapy, and ImagingTest Procedures - Errors
Records include original and corrected reports.
42 CFR 493.1219(d)(3)
2 years
FL-MED-50-40 Laboratory, Therapy, and ImagingEchocardiogram Video Tapes
Videotapes created during an echocardiogram.
5 years
FL-MED-50-41 Laboratory, Therapy, and ImagingVideo Tapes of Diagnostic Tests
Videotapes created for other diagnostic tests not listed elsewhere.
5 years
FL-MED-50-42A Laboratory, Therapy, and ImagingScreening Procedures-Adults
Records relating to screening procedures for health risk appraisal, blood pressure, blood pressure referral, vision, hearing and speech, diabetics screening, syphilis serology, gonorrhea, and other laboratory screenings and tests.
GS-4ITEMS 80
Adults 7 years After Last Entry
NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care Facilities and Medical ProvidersLEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV = administrative value
Approved: August 15, 2000Revised: September 10, 2003
12 of 30
Record Series Code Record Series Title & Description Legal Citation
Total Retention
FL-MED-50-42B Laboratory, Therapy, and ImagingScreening Procedures-Minors
Records relating to screening procedures for health risk appraisal, blood pressure, blood pressure referral, vision, hearing and speech, diabetics screening, syphilis serology, gonorrhea, and other laboratory screenings and tests.
Minors Age of Majority Plus 7 years
FL-MED-50-44 Laboratory, Therapy, and ImagingHIV Test Results
Records consist of anonymous test results for HIV.
42 CFR 493.1109
2 years After Date of
Reporting
FL-MED-50-46A Laboratory, Therapy, and ImagingHIV Test Results-Adults
Records consist of seropositive and seronegative confidential test results for HIV.
GS-4ITEMS 80
Adults 7 years After Last Entry
FL-MED-50-46B Laboratory, Therapy, and ImagingHIV Test Results-Minors
Records consist of seropositive and seronegative confidential test results for HIV.
Minors Age of Majority Plus 7 years
FL-MED-50-48A Laboratory, Therapy, and ImagingScreenings for Infant Genetic or Metabolic Disorders-Copies
Copies of test results for infant genetic or metabolic disorders. Originals are part of the patient’s medical record.
Copies CY+7 years
FL-MED-50-48B Laboratory, Therapy, and ImagingScreenings for Infant Genetic or Metabolic Disorders-Originals
Original test results for infant genetic or metabolic disorders. Originals are part of the patient’s medical record.
Originals Age of Majority Plus 7 years
FL-MED-50-50 Laboratory, Therapy, and ImagingRadiology Utilization Logs
Logs documenting each source of radiation, the make and model number, storage container, identity of the radiographer, location, and date of its use.
GS-4ITEM 117
2 years
NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care Facilities and Medical ProvidersLEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV = administrative value
Approved: August 15, 2000Revised: September 10, 2003
13 of 30
Record Series Code Record Series Title & Description Legal Citation
Total Retention
FL-MED-50-52 Laboratory, Therapy, and ImagingPerformance Records
Reports issued on each laboratory's performances for the individual Medicare, Medicaid, and CLIA-licensed specialty or sub-specialty of service after a proficiency test is performed.
GS-4ITEM 94; 42 CFR 493.903
5 years
FL-MED-50-54 Laboratory, Therapy, and ImagingRadiation Equipment – Minor Maintenance
Records related to the minor maintenance, daily function checks, routine and package surveys, and instrument calibration performed in accordance with the manufacturer's instructions on a Facility’s testing equipment.
GS-4ITEM 87
2 years
FL-MED-50-55 Laboratory, Therapy, and ImagingTesting - Unsealed Sources
Records related to the testing of unsealed sources of radiation by radiology for leaks or contamination.
GS-4ITEM 105
3 years
FL-MED-50-56 Laboratory, Therapy, and ImagingTesting - Sealed Sources
Records related to the testing of sealed sources of radiation by radiology for leaks or contamination.
GS-4ITEM 105
3 years
FL-MED-50-58 Laboratory, Therapy, and Imaging Sealed Radiation Sources – Inventory
Records related to staff conducting physical inventories to account for all sealed radiation sources received or possessed under an appropriate license.
GS-4ITEM 115
2 years
FL-MED-50-60 Laboratory, Therapy, and Imaging Inspections – Radiology
Records related to federal, state, and/or consulting physicist's inspections of the radiological services area. Includes tests on protective equipment such as aprons, gloves, and shields, and any actions taken to correct the identified deficiencies.
GS-4ITEM 101
2 years After Compliance
NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care Facilities and Medical ProvidersLEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV = administrative value
Approved: August 15, 2000Revised: September 10, 2003
14 of 30
Record Series Code Record Series Title & Description Legal Citation
Total Retention
FL-MED-50-62 Laboratory, Therapy, and ImagingTesting Entry Control Devices
Records related to the testing of the entry control devices to secured areas, housing high levels of radiation. Includes date, time and results of each test.
GS-4ITEM 114
3 years
FL-MED-50-64 Laboratory, Therapy, and ImagingRadiation Protection Program – Audits
Records related to the audits or reviews on the Radiation Protection Program.
GS-4ITEM 108
3 years
FL-MED-50-66 Laboratory, Therapy, and ImagingRadiation Protection Program
Records documenting the prevention of unnecessary radiological exposure to humans and the environment.
GS-4ITEM 124
1 year After Termination or Expiration
of License
FL-MED-50-67 Laboratory, Therapy, and ImagingRadiation Protection Program – Misadministration
Records documenting the misadministration of dosages including wrong patient, dosage differences from prescribed dosages, and wrong mode of treatment.
5 years
FL-MED-50-68 Laboratory, Therapy, and Imaging Credential License and Certification Records
Credentials, licenses, and certifications of each person providing diagnostic and therapeutic radiation, imaging, and nuclear medicine services including formal training, on the job education, and continuing educational credits.
GS-4ITEM 100
7 years After Separation or Termination
of Employment
FL-MED-50-70 Laboratory, Therapy, and ImagingPlanned Special Exposure
Records documenting planned and authorized radiological exposure.
GS-4ITEM 112
1 year After Termination or Expiration
of License
FL-MED-50-72 Laboratory, Therapy, and Imaging Environmental Exposure
Records documenting the results of measurements and calculations used to evaluate the release of radioactive effluents into the environment.
GS-4ITEM 123
1 year After Termination or Expiration
of License
NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care Facilities and Medical ProvidersLEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV = administrative value
Approved: August 15, 2000Revised: September 10, 2003
15 of 30
Record Series Code Record Series Title & Description Legal Citation
Total Retention
FL-MED-50-74 Laboratory, Therapy, and Imaging Radiation Monitoring Records – Human Exposure
Records related to the monitoring of annual doses received by individuals, the doses received during planned special exposures, accidents, and emergency conditions. Includes adults and minors who receive in excess of their limitations in a single year and individuals entering a high or very high radiation area. May include surveys of radiation for determining an individual’s dose from external sources.
GS-4ITEM 88
1 year After Termination or Expiration
of License
FL-MED-50-76 Laboratory, Therapy, and Imaging Radiation Detection Instrumentation
Records related to the calibration of radiation detection instruments that measure the radiation levels in the environment, on humans, and objects. Includes dates and times of inspections, repairs, and dates in and out of service.
GS-4ITEM 86
3 years
FL-MED-50-78 Laboratory, Therapy, and Imaging Radiation Monitoring Records – Radioactive Materials
Records documenting the results of calibrations for packages received that contain radioactive materials. Includes the date and time a package was received, the time and date of calibration, the results and levels of the test, the name of the person who performed the test.
GS-4ITEM 104
3 years
FL-MED-50-80 Laboratory, Therapy, and ImagingRadiology Surveys
Records related to surveys to evaluate radiation levels, concentrations or quantities of radioactive materials, and potential radioactive hazards that could be present. Includes surveys of physical radiation for the purpose of determining whether each sealed source is in its shielded position prior to securing the radiographic device, storage container, or source changes in a storage area. The entire device is surveyed including the source guide tube.
GS-4ITEM 106
3 years
FL-MED-50-81 Laboratory, Therapy, and ImagingNuclear Medicine Reports
Includes nuclear medicine interpretations, consultations, and procedures.
10 years
FL-MED-50-82 Laboratory, Therapy, and Imaging Images of Computed Tomography
Images of spot checks for computed tomography x-ray systems.
Until a New Dose
Measurement is Performed
NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care Facilities and Medical ProvidersLEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV = administrative value
Approved: August 15, 2000Revised: September 10, 2003
16 of 30
Record Series Code Record Series Title & Description Legal Citation
Total Retention
FL-MED-50-84 Laboratory, Therapy, and Imaging Therapeutic X-Ray Systems of less than 1MeV
Records of the calibrations of the therapy system.
2 years
FL-MED-50-86 Laboratory, Therapy, and Imaging Therapeutic X-Ray Systems of more than 1MeV
Records of the calibrations of the therapy system and of the dosimetry system.
2 years
FL-MED-50-88 Laboratory, Therapy, and Imaging Mammograms
Original mammograms.
10 years
FL-MED-50-90 Laboratory, Therapy, and Imaging Mammogram File – Single Visit
X-ray film that is the ONLY mammogram taken. Retention is for the actual film not the radiologist's interpretation of film. The interpretation is part of the Patient Medical Record. For more than one mammogram see FL-MED-60-06.
GS-4ITEM 90
10 years
FL-MED-50-92 Laboratory, Therapy, and Imaging Mammography - Quality Assurance
Records related to the quality assurance for mammography systems. Includes annual review of quality assurance program, documentation of equipment monitoring, checks of quality control items, and any necessary corrections.
3 years
FL-MED-50-94 Laboratory, Therapy, and Imaging Mammography Facility – Complaint Records
Complaints filed by employees or patients against a mammography provider and the results of the accrediting body's investigations.
GS-4ITEM 91
7 years After Investigation
FL-MED-50-96 Laboratory, Therapy, and Imaging Mammography – Quality Control Surveys
Survey reports conducted annually to assure that the facility meets specified quality control and equipment standards.
GS-4ITEM 92
1 calendar year
NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care Facilities and Medical ProvidersLEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV = administrative value
Approved: August 15, 2000Revised: September 10, 2003
17 of 30
Record Series Code Record Series Title & Description Legal Citation
Total Retention
FL-MED-55-02 Facility/Departmental RecordsAdministrative Files
Administrative records for individual facility records.
CY+3 years
FL-MED-55-03 Facility/Departmental RecordsInventory and Orders
Includes records of inventories of supplies ordered, maintained, and used by individual departments. For controlled substances see FL-MED-80-02.
2 years
FL-MED-55-04 Facility/Department RecordsDepartment Log Books
Log books for individual facility departments not listed elsewhere.
CY+3 years
FL-MED-55-06 Facility/Department RecordsQC Reports
Quality control reports for individual facility departments.
5 years
FL-MED-55-08 Facility/Department RecordsMedical Procedure Manuals
Manuals for medical equipment and procedures that are kept within specific facility departments.
GS-4ITEM 120
7 years After SUP
FL-MED-55-10 Facility/Department RecordsInfection Control Program Records
Records include surgical infection investigation reports, training course content and the review and evaluation of all septic isolation, and sanitation techniques used in the medical facility. Includes reports on employees who may have been exposed to a communicable disease, their work restrictions, and estimated date of reinstatement.
GS-4ITEM 74
CY+5 years
FL-MED-55-12 Facility/Department RecordsRespiratory Protection Program
Records related to Respiratory Protection Programs.
GS-4ITEM 107
1 year After Termination or Expiration
of License
NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care Facilities and Medical ProvidersLEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV = administrative value
Approved: August 15, 2000Revised: September 10, 2003
18 of 30
Record Series Code Record Series Title & Description Legal Citation
Total Retention
FL-MED-55-14 Facility/Department RecordsTraining and Education Records
Records related to training and certification of employees, which does not include radiological, diagnostic imaging, nuclear medicine training, or nursing.
ACT+3 years
FL-MED-55-16 Facility/Department RecordsImmunohematology - Quality Control Records
Records related to the quality control of immunohematology sample processing and testing to assure that the samples were tested in the same exact manner as the regular patient samples.
GS-4ITEM 82; 42
CFR 493.1221; 21 CFR 606.160
5 years
FL-MED-55-18 Facility/Department RecordsLaboratory - Quality Control Records
Records related to the quality control of laboratory sample processing and testing to assure that the samples were tested in the same exact manner as the regular patient samples.
GS-4ITEM 81; 42
CFR 493.1221(a)
2 years
FL-MED-55-20 Facility/Department RecordsChart Audits
Internal audits and related work-papers performed on patient charts.
1 year
FL-MED-55-22 Facility/Department RecordsIntensive Care Unit Logs
Log created and maintained by the Intensive Care Unit of a facility.
10 years
FL-MED-55-24 Facility/Department RecordsImplant Logs
Implant logs listing items implanted into patients during surgical procedures.
10 years
FL-MED-55-26 Facility/Department RecordsDelivery Room Logs
Logs detailing the names of who utilized the delivery room and when. Includes cross-references with a patient identification number for tracking or billing purposes.
GS-4ITEM 23
10 years
NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care Facilities and Medical ProvidersLEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV = administrative value
Approved: August 15, 2000Revised: September 10, 2003
19 of 30
Record Series Code Record Series Title & Description Legal Citation
Total Retention
FL-MED-55-28 Facility/Department RecordsOperating Room Schedules
Schedules of procedures performed in an operating room.
3 years
FL-MED-55-30 Facility/Department RecordsX-Ray Logs
X-ray logs include name of patient, type of examination, date of the exam, and technician performing the service.
GS-4ITEM 98
10 years
FL-MED-55-32 Facility/Department RecordsAmbulance Records
Records related to the use of an ambulance in transporting patients.
2 years
FL-MED-55-34 Facility/Department RecordsAir Ambulance Safety Committee Meeting Minutes
Records detailing the proceedings of the Air Ambulance Safety Committee.
GS-4ITEM 125
2 years
FL-MED-55-38 Facility/Department RecordsSpecial Procedures Unit
Records related to endoscopies, and other outpatient surgeries. Include patient arrival and departure times and is documented in the patient’s medical file.
CY+ 3 years
FL-MED-58-02 Medical Research RecordsResearch Papers – Published
Published papers from medical staff.
Permanent
FL-MED-58-04 Medical Research RecordsHuman Experimentation Records
Records related to experimental drugs and devices.
30 years Beyond
Experiment, Patient Medical Records
Should be Retained for Same Period
NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care Facilities and Medical ProvidersLEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV = administrative value
Approved: August 15, 2000Revised: September 10, 2003
20 of 30
Record Series Code Record Series Title & Description Legal Citation
Total Retention
FL-MED-58-06 Medical Research RecordsResearch Reports
Reports related to medical research.
10 years
FL-MED-60-01 Health RecordsPatient Medical Records – Nursing Home Minors
Complete health records for patients seeking care or service from a nursing home provider.
GS-4ITEM 133
Retain Until 24 years of Age or 7
years After Last Entry,
Whichever is Longer
FL-MED-60-02 Health RecordsPatient Medical Records – Adults
Complete health records for adult patients.
GS-4ITEM 80
7 years After Last Entry
FL-MED-60-03 Health RecordsPatient Medical Records – Children Under One Year Of Age
Complete health records for children under one year of age.
Minors Age of Majority Plus 7 years
FL-MED-60-04 Health RecordsPatient Medical Records – Minors Over One Year of Age
Complete health records for minors.
GS-4ITEM 80
Minors Age of Majority Plus 7 years
FL-MED-60-05A Health RecordsPsychiatric Records-Adults
Psychiatric evaluations and treatment provided to patients.
GS-4ITEM 80
Adults 7 years After Last Entry
FL-MED-60-05B Health Records
Psychiatric Records-Minors
Psychiatric evaluations and treatment provided to patients.
Minors Age of Majority Plus 7 years
NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care Facilities and Medical ProvidersLEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV = administrative value
Approved: August 15, 2000Revised: September 10, 2003
21 of 30
Record Series Code Record Series Title & Description Legal Citation
Total Retention
FL-MED-60-06A Health RecordsDiagnostic Images
Diagnostic images such as x-rays. Interpretations of films are found in the Patient Medical Record. Films may cover any disease or injury and includes mammograms of returning patients.
GS-4ITEM 78
7 years
FL-MED-60-07 Health RecordsPatient Transfer Records
Records related to the patient transfer to and from the hospital. Information is in the Patient Medical Record.
42 USC 1395cc(a)(1)(I)
(ii)
5 years From Date of Transfer
FL-MED-60-08 Health RecordsFetal Heart Monitor Records
Records related to fetal heart monitoring. Includes actual strips generated by fetal heart monitors and testing devices.
GS-4ITEM 130
Minors Age of Majority Plus 7 years
FL-MED-60-10 Health RecordsDisease Index, Operative Index, Physician’s Index, Diagnostic Index, Number Index
Health records indexes for disease, operations, and physicians.
GS-4ITEM 60
Permanent
FL-MED-60-12 Health RecordsMaster Patient Index
Master index to patient health records.
GS-4ITEM 49
Permanent
FL-MED-60-14 Health RecordsRegister of Births
Register detailing all births including still births occurring at the facility.
Permanent
FL-MED-60-16 Health RecordsRegister of Deaths
Register detailing all deaths occurring at the facility.
Permanent
FL-MED-60-18 Health RecordsRegister of Surgical Procedures
Register detailing all surgical procedures performed at the facility.
Permanent
NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care Facilities and Medical ProvidersLEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV = administrative value
Approved: August 15, 2000Revised: September 10, 2003
22 of 30
Record Series Code Record Series Title & Description Legal Citation
Total Retention
FL-MED-60-19 Health RecordsPhysicians On-Call Records
Includes lists of physicians, specialists and sub-specialists, on call for duty to stabilize individuals with emergency medical conditions.
42 USC 1395(a)(1)(I)(iii)
5 years
FL-MED-60-20 Health RecordsEmergency Run Reports
Reports on patients revived, and/or attempted to be revived, by the administration of drugs, both inter-cardiac and intravenously, and by using counter-shock treatment. Includes all other patients who accepted service from an EMT, EMS or Air-Medical Provider, or a paramedic.
GS-4ITEM 70
10 years
FL-MED-60-21 Health RecordsEmergency Room Logs
Records related to the emergency room.
10 years
FL-MED-60-22 Health RecordsRecords of Sexually Transmitted Diseases
Records related to the identification and treatment of sexually transmitted diseases, which are not included in the patient’s medical record.
7 years
FL-MED-60-24 Health RecordsRecords of Tuberculosis
Records related to the identification and treatment of tuberculosis, including x-rays, which are not included in the patient’s medical record.
7 years
FL-MED-60-26 Health RecordsRecords of Hansen’s Disease
Records related to the identification and treatment of Hansen’s Disease, which are not included in the patient’s medical record.
7 years
FL-MED-60-28 Health RecordsCardiac Catherization Films
Films taken before, during, and after a heart catherization procedure.
7 years
FL-MED-60-30 Health RecordsImmunization Record and Consent Form
Signed consent forms and records noting the type of immunization performed which are not included in the patient’s medical record.
2 years
NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care Facilities and Medical ProvidersLEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV = administrative value
Approved: August 15, 2000Revised: September 10, 2003
23 of 30
Record Series Code Record Series Title & Description Legal Citation
Total Retention
FL-MED-60-32 Health RecordsTumor Registry Files
Records related to the identification and treatment of tumors that are not included in the patient’s medical record.
GS-4ITEM 10
75 Calendar years After Last Entry
FL-MED-60-34 Health RecordsChild Abuse Reports
Records related the identification and treatment of child abuse victims.
GS-4ITEMS 130
Minors Age of Majority Plus 7 years
FL-MED-60-36A Health RecordsDialysis Records-Adults
Records related to dialysis treatments.
GS-4ITEMS 80
Adults 7 years After Last Entry
FL-MED-60-36B Health Records
Dialysis Records-Minors
Records related to dialysis treatments.
Minors Age of Majority Plus 7 years
FL-MED-60-38A Health RecordsAnesthesia Records-Adults
Records related to the administering of anesthesia.
GS-4ITEMS 80
Adults 7 years After Last Entry
FL-MED-60-38B Health Records
Anesthesia Records-Minors
Records related to the administering of anesthesia.
Minors Age of Majority Plus 7 years
FL-MED-60-40 Health RecordsAutopsy Records
Records related to autopsies.
7 years After Autopsy
FL-MED-70-02 Nursing RecordsStaffing Records
Daily, weekly, monthly, and bimonthly work schedules and assignment sheets for medical personnel. Includes nursing staff, medical aides, and support staff who provide medical treatment including phlebotomists.
GS-4ITEM 126
7 years
NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care Facilities and Medical ProvidersLEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV = administrative value
Approved: August 15, 2000Revised: September 10, 2003
24 of 30
Record Series Code Record Series Title & Description Legal Citation
Total Retention
FL-MED-70-04 Nursing RecordsTraining Records
Records related to nurses training and certification.
ACT+3 years
FL-MED-70-06 Nursing RecordsVisit Notes
Records consist of observations and notes concerning patients, which do not become part of the patient medical record.
CY+3 years
FL-MED-70-07 Nursing RecordsReference Cards
Includes duplicate copies of nursing reference notes.
AV
FL-MED-70-08 Nursing RecordsNursing Care Plans
Records related to daily care provided by nurses.
GS-4ITEM 126
7 years
FL-MED-70-10 Nursing RecordsNursing Care Plans Manuals
Documentation manuals detailing nursing care procedures.
GS-4ITEM 120
7 years After SUP
FL-MED-70-12 Nursing RecordsMinutes of Meetings
Notes or minutes from meetings; includes documented oral conversations and telephone calls pertaining to meeting notes/minutes.
CY+3 years; See ADM-
90-09
FL-MED-80-02 Pharmacy RecordsControlled Substances - Inventory and Orders
Records related to the identification and treatment of required inventories and logs pertaining to drugs held by facilities, including pharmacists and EMS units. Includes alcohol inventory.
GS-4ITEM 127; 21
CFR 1304.04(a)
CY+2 years
FL-MED-80-03 Pharmacy RecordsAlcohol (Tax Free) Inventory 27 CFR 22.164 CY+3 years
From Date of Transaction
NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care Facilities and Medical ProvidersLEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV = administrative value
Approved: August 15, 2000Revised: September 10, 2003
25 of 30
Record Series Code Record Series Title & Description Legal Citation
Total Retention
FL-MED-80-04 Pharmacy RecordsControlled Substances - Dispensed and Administered
Records related to the dispensing and administering of controlled substances.
GS-4ITEM 127; 21 CFR 1304.04
CY+2 years From Date of Dispensing
FL-MED-80-06 Pharmacy RecordsMethadone Records
Records related to the inventory and administration of methadone.
GS-4ITEM 127; 21
CFR 310.505; 21 CFR 291.505(d)
(13)(ii)
CY+3 years From Date of Dispensing
FL-MED-80-08 Pharmacy RecordsPrescriptions
Records related to written prescriptions maintained by pharmacies.
GS-4ITEM 64; 21
CFR 1304.4(h)
CY+2 years
FL-MED-80-10 Pharmacy RecordsPatient Profiles
Records related to patient profiles maintained by pharmacies. Includes records to whom new and/or refill prescriptions are dispensed.
GS-4ITEM 129
CY+ 3 years
FL-MED-80-12 Pharmacy RecordsInspection Reports
Pharmacist inspection reports of emergency drug supplies.
CY+2 years
FL-MED-80-14 Pharmacy RecordsRecall Records CY+2 years
FL-MED-80-16 Pharmacy RecordsRadioactive Drugs
Includes inventory and orders of radioactive drugs.
CY+2 years
FL-MED-80-18 Pharmacy RecordsPharmacy Register CY+3 years
From Date of Dispensing
NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care Facilities and Medical ProvidersLEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV = administrative value
Approved: August 15, 2000Revised: September 10, 2003
26 of 30
Record Series Code Record Series Title & Description Legal Citation
Total Retention
FL-MED-90-02 SafetyRisk Management Reports
Records related to internal risk management. Includes education and training for non-physician employees, analysis of patient grievances, review of incident reports, and minutes of the risk management committee.
GS-4ITEM 69
CY+6 calendar
years
FL-MED-90-04 SafetyAir Sampling and Bioassays
Records related to the results of air sampling, bioassays, and surveys conducted in the radiology section which are sufficient enough to identify potential hazards, permit proper equipment selection, estimate exposure levels, and to evaluate actual intake levels.
GS-4ITEM 107
1 year After Termination or Expiration
of License
FL-MED-90-06 SafetyIncident Reports
Reports of unusual incidents that are recorded by a witness to the incident in a formal manner such as a log, event book, incident form, etc. May be used to report security or injury incidents or to note disturbances in the work place such as fire alarms, roof leak, computer and power outages, car alarms, and other events.
GS-4ITEM 40
7 calendar years After
Incident
FL-MED-92-02 Waste DisposalBiomedical Waste Records
Records related to training, instruction, proper handling, and disposition of biomedical wastes.
GS-4ITEM 96
CY+3 years
FL-MED-92-04 Waste DisposalBiomedical Waste Shipment Logs
Records related to the shipment, weight, waste category, location points, and transporter’s receipt of biomedical waste.
GS-4ITEM 96
CY+3 years
NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care Facilities and Medical ProvidersLEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV = administrative value
Approved: August 15, 2000Revised: September 10, 2003
27 of 30
Record Series Code Record Series Title & Description Legal Citation
Total Retention
FL-MED-92-06 Waste DisposalBiomedical Waste - Exception Form
Records related to the tracking form for which there is no confirmation of delivery and a signed cover letter explaining the generator's efforts in locating the waste and the results of those efforts. The exception form is submitted to the EPA and appropriate state agency.
GS-4ITEM 96
CY+3 years
FL-MED-92-08 Waste Disposal On-site Incineration Records – Acceptance Records
Records documenting regulated medical waste to an on-site incinerator for disposal.
GS-4ITEM 97
CY+3 years
FL-MED-92-10 Waste Disposal On-site Incineration Records – Operating Logs
Records related to the date, length, and total weight of medical waste incinerated per cycle.
GS-4ITEM 97
CY+3 years
FL-MED-92-12 Waste DisposalRadioactive Waste Disposal Records
Records related to the disposal of radioactive waste and by-products. Includes date, method of disposal, name and address of the waste hauler, amount disposed of, and the name of the staff handling the disposal or transfer process.
GS-4ITEM 89
1 year After Termination or Expiration
of License
FL-MED-92-14 Waste DisposalRadioactive Waste Disposal Records – Non-Sealed Source
Records related to the disposal of any radioactive material that is a non-sealed source with a physical half-life of less than 90 days.
GS-4ITEM 113
CY+3 years
FL-MED-94-02 Engineering RecordsEmergency Generator Records
Records related to the inspection, performance, maintenance, and repairs of emergency generators.
Life of Generator
Plus 3 years
FL-MED-94-04 Engineering RecordsAir Filter Maintenance Records
Records related to the inspection, performance, and maintenance of air filters.
Life of Air Filter Plus 3
years
NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care Facilities and Medical ProvidersLEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV = administrative value
Approved: August 15, 2000Revised: September 10, 2003
28 of 30
Record Series Code Record Series Title & Description Legal Citation
Total Retention
FL-MED-94-06 Engineering RecordsBlueprints and Construction Drawings
Blueprints and construction drawings detailing the design of company facilities.
ACT+ 6 years; See
ADM-40-06
FL-MED-94-08 Engineering RecordsConstruction Project Files
Work papers and reports related to specific construction projects.
ACT+10 years; See
ADM-40-04
FL-MED-94-10 Engineering RecordsCalibration Records
Instrument calibration records performed in accordance with the manufacturer’s instructions.
CY+3 years See FL-
MED-10-16
FL-MED-94-12 Engineering RecordsEquipment Operating Instructions
Records related to manufacturer’s operation instructions.
Life of Equipment Plus 3 years
FL-MED-94-14 Engineering RecordsEquipment Inspection and Maintenance Records
Records related to equipment inspections and required maintenance.
CY+3 years; See FL-
MED-10-16
FL-MED-94-16 Engineering RecordsInspection Reports of Grounds and Buildings
Records related to the inspection reports of facility grounds and buildings.
CY+3 years
FL-MED-94-18 Engineering RecordsWatchman Clock Dials 2 years
FL-MED-94-20 Engineering RecordsWork Orders
Work orders related to the inspection, maintenance, and repairs.
2 years
FL-MED-94-22 Engineering RecordsThermometer Charts CY+3 years
NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care Facilities and Medical ProvidersLEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV = administrative value
Approved: August 15, 2000Revised: September 10, 2003
29 of 30
Record Series Code Record Series Title & Description Legal Citation
Total Retention
FL-MED-94-24 Engineering RecordsPermits/Licenses
Includes heliport, health permits, boiler permits, fire inspection permits, FCC licenses, etc.
Retain Until Expiration of
Permit or License Plus
3 yearsFL-MED-94-26 Engineering Records
OSHPD Project Permits and Inspection CY+5 years
NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care Facilities and Medical ProvidersLEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV = administrative value
Approved: August 15, 2000Revised: September 10, 2003
30 of 30