General Retention and Disposal Authority: public health services – patient/client records GDA17 to revised draft Linking Table
GDA17 reference
Function/Activity/Records Draft reference
Comments
PATIENT/CLIENT TREATMENT AND CARE PATIENT/CLIENT TREATMENT AND CARE
GDA17 1.1.1 Hospital careGroup A hospitals
Hospital and emergency care1.1.1
No change to scope of coverage or retention requirements.
GDA17 1.1.2 Hospital and emergency careGroup B hospitals and services
Hospital and emergency care1.1.2
No change to scope of coverage or retention requirements.
GDA17 1.1.3 Hospital carePatients attending or presenting at emergency or out-patient clinics that are not admitted as patients
Hospital and emergency care1.1.3
No change to scope of coverage or retention requirements.
Hospital and emergency care1.1.4Ambulance, emergency and non emergency transport services
New entry to cover ambulance, emergency and non-emergency transport patients.
Hospital and emergency care1.1.5Receipt and response to emergency calls or communications
New entry to cover recordings of emergency calls, communications, vehicle dispatch, etc.
GDA17 1.2.1 Community health careClient health records
Community based health care1.2.1
No change to retention requirements excepting TB services (chest clinics) client health records where retention period increased to minimum of 15 years after last attendance or contact.Scope of coverage amended to encompass immunisation and child/baby/school screening records.
GDA17 1.2.2 Community health careImmunisation records - no adverse or other reaction
Community based health care1.2.1
Increase in retention period for records relating to the treatment of minors until age of 25.
GDA17 1.2.3 Community health careImmunisation records – adverse reaction
Community based health care1.2.1
No change to retention requirements.
GDA17 1.2.4 Community health careChild/baby health care screening - no abnormality detected
Community based health care1.2.1
Increase in retention period from until age of 6 to until age of 25.
GDA17 1.2.5 Community health care Community based health care No change to retention requirements.State Records Authority of New South Wales 1
General Retention and Disposal Authority: public health services – patient/client records GDA17 to revised draft Linking Table
GDA17 reference
Function/Activity/Records Draft reference
Comments
Child/baby health care screening - abnormality detected
1.2.1
GDA17 1.2.6 Community health careSchool screening records – no abnormality detected
Community based health care1.2.1
Increase in retention period until age of 25.
GDA17 1.2.7 Community health careSchool screening records - abnormality detected
Community based health care1.2.1
No change to retention requirements.
GDA17 1.2.8 Community health careMERIT program criminal histories
Community based health care1.2.8
No change to scope of coverage or retention requirements.
GDA17 1.3.1 Oral (dental) health care Oral (dental) health care1.3.1
No change to retention requirements. Scope amended to encompass consent forms.
GDA17 1.3.2 Oral (dental) health careSchool dental consent forms
Oral (dental) health care1.3.1
Increase in retention period from 2 years to minimum of 7 years or until age of 25.
GDA17 1.4.1 Obstetric/maternal health careRecords documenting birth episodes
Obstetric/maternal health care1.4.1
Retention requirements changed from indefinite retention to retain minimum of 30 years after date of birth. Description amended to provide more specific detail of scope of records covered.
GDA17 1.4.2 Obstetric/maternal health careSocial work records relating to instances of arrangements for adoptions
Obstetric/maternal health care1.4.2
No change to retention requirements. Description amended so scope not limited to social work records only but encompasses more broadly records documenting adoption arrangements that proceed.
GDA17 1.5.1 Psychiatric and mental health carePre 1960 records Crown operated or Schedule 5 hospitals
Psychiatric and mental health care1.5.1
No change to retention requirements.
GDA17 1.5.2 Psychiatric and mental health carePatients/clients receiving psychiatric treatment and care and/or treatment and care (including community health care) under the Mental Health Act.
Psychiatric and mental health care1.5.3
Increase in retention period from 15 years after last attendance, [etc.], or until age 25 to minimum of 25 years after last attendance, contact or access by or on behalf
State Records Authority of New South Wales 2
General Retention and Disposal Authority: public health services – patient/client records GDA17 to revised draft Linking Table
GDA17 reference
Function/Activity/Records Draft reference
Comments
of the patient or until patient attains age 43 (i.e. 25 years after age 18), whichever is longer. No change to scope of coverage.
GDA17 1.6.1 Genetic or inherited disorders - diagnosis Genetic or inherited disorders1.6.1
Scope of coverage amended to limit to records maintained by specialist genetics units only. No change to retention requirements.
GDA17 1.6.2 Genetic or inherited disorders - management
See Hospital and Emergency Care and Community Health Care
Entry replaced by see reference. Records relating to provision of treatment and care to be retained in accordance with the requirements applying to the type of patient/client records they comprise. No change to retention requirements.
GDA17 1.7.1 Assisted Reproductive Technology (ART)Where a child is born or a pregnancy achieved
Assisted Reproductive Technology (ART)1.7.3
Retention requirements changed from retain 75 years from DOB to retain prescribed information in accordance with legislative requirements, all other records maintain for minimum of 15 years after last access by or on behalf of the patient, whichever is longer. Scope amended to encompass records irrespective of whether or not a pregnancy achieved.
GDA17 1.7.2 Assisted Reproductive Technology (ART)Other ART records
Assisted Reproductive Technology (ART)1.7.3
To avoid potential inconsistency between retention requirements identified by ART legislation and the State Records Act the disposal action amended to allow for retention and disposal in accordance with ART legislative requirements. Retention requirements for certain records
State Records Authority of New South Wales 3
General Retention and Disposal Authority: public health services – patient/client records GDA17 to revised draft Linking Table
GDA17 reference
Function/Activity/Records Draft reference
Comments
may increase in compliance with ART legislative requirements.
GDA17 1.8.1 Sexual assault patientsRecords relating to instances of sexual assault
Sexual assault patients1.8.1
No change to scope of coverage or retention requirements.
GDA17 1.9.1 PANOC Special ServicesClient records of PANOC Specialist Services
Physical abuse and neglect1.9.1
No change to retention requirements. Description amended so not limited to PANOC specialist services but applies more broadly to abuse and neglect of vulnerable persons e.g. children, elderly, disabled or persons in care, where instances of suspected abuse and neglect are subject to mandatory reporting.
GDA17 1.10.1 Radiotherapy treatmentRecords documenting radiation dose delivery
Radiotherapy treatment1.10.2
Increase in retention period from 10 to minimum of 15 years after age of 70, date of death or last attendance, whichever is longer. No change to scope of coverage.
GDA17 1.11.0 Electronic health records (1.11.1 – 1.11.3)
Entry for electronic health records removed. Records in electronic format should be retained and disposed of as per the category/type of record they comprise/purpose for which they were created/used.No change to retention requirements.
GDA17 1.12.1 Collections or samples of patient records of continuing value for medical or social research purposes
10.2.0 Collections or samples of patient records of continuing value for medical or social research purposes
No change to scope of coverage or retention requirements.
GDA17 1.13.1 CorrespondenceRoutine correspondence with individual patients/clients or others on behalf of patients/ clients and records documenting telephone contact and any medical advice given
Records to be retained in accordance with the requirements applying to the type of patient/client records they comprise i.e. hospital or community health care.Retention requirements for certain records may increase
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General Retention and Disposal Authority: public health services – patient/client records GDA17 to revised draft Linking Table
GDA17 reference
Function/Activity/Records Draft reference
Comments
depending on category of facility & treatment/care provided.
GDA17 1.13.2 CorrespondenceCorrespondence logs or registers
See General retention and disposal authority: administrative records (INFORMATION MANAGEMENT – Control)
GDA17 1.13.3 Copies of requests or referrals for other services where patient did not attend
PATIENT/CLIENT REGISTRATION AND MANAGEMENT - Patient/client administration2.8.1
Retention period reduced from 3 to minimum of 2 years.See 2.8.2 for service requests or referrals where medical record does not incorporate details.
GDA17 1.14.1 Legal matters and incident management Issues, claims or case matters of significance (precedent, change in policy, controversy)
See General retention and disposal authority: administrative records (LEGAL SERVICES – Litigation)
GDA17 1.14.2 Legal matters and incident management Other issues, claims or case matters involving legal action
See General retention and disposal authority: administrative records (LEGAL SERVICES – Litigation)
GDA17 1.14.3 Legal matters and incident management Complaints and incidents not involving legal action
Complaints and incident management1.14.7
Increase in retention period for complaints or incidents involving minors until age of 25. Scope amended so not limited to complaints or incidents not involving legal action. Records of any legal action arising from a complaint or incident are covered by the General retention and disposal authority: administrative records.
GDA17 1.14.4 Legal matters and incident managementSubpoenas and discovery orders relating to legal action involving the health service or facility
See General retention and disposal authority: administrative records (LEGAL SERVICES – Litigation)
For coverage of records see General retention and disposal authority: administrative records (Legal services – Litigation). No change to retention requirements unless significant/precedent setting (State archives).
GDA17 1.14.5 Legal matters and incident managementSubpoenas and discovery orders relating
See General retention and disposal authority: administrative records (LEGAL
For coverage of records see General retention and disposal authority:
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General Retention and Disposal Authority: public health services – patient/client records GDA17 to revised draft Linking Table
GDA17 reference
Function/Activity/Records Draft reference
Comments
to litigation not directly involving the health service or facility
SERVICES – Litigation) administrative records (Legal services – Litigation). No change to retention requirements.
GDA17 1.14.6 Legal matters and incident managementRegister of patient injuries
Complaints and incident management1.14.6
No change to retention requirements. Scope amended to include registers or equivalent summary records of patient/client complaints, injuries or incidents.
GDA17 1.15.1 Clinical auditsClinical audits conducted for the purposes of evidence based quality management
RESEARCH MANAGEMENT – Research projects8.1.2
No change to retention requirements.
GDA17 1.16.1 Medical certificatesCopies of issued medical certificates
PATIENT/CLIENT REGISTRATION AND MANAGEMENT - Patient/client administration2.8.2
No change to retention requirements.
GDA17 1.17.1 Sterilisation recordsSterilisation printouts
Surgical procedures and instruments1.17.1
No change in retention requirements. Trigger for calculating retention period changed from date of printout to action completed.
GDA17 1.17.2 Sterilisation recordsSterilisation registers and log books
Surgical procedures and instruments1.17.1
No change in retention requirements. Trigger for calculating retention period changed from last entry to action completed.
GDA17 1.18.1 Surgical procedures – accountable items Surgical procedures and sterilisation of equipment1.18.1
No change to retention requirements for duplicates. Disposal action amended to incorporate requirements for originals to be retained as per patient/client record.
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General Retention and Disposal Authority: public health services – patient/client records GDA17 to revised draft Linking Table
GDA17 reference
Function/Activity/Records Draft reference
Comments
PATIENT/CLIENT REGISTRATION AND IDENTIFICATION
PATIENT/CLIENT REGISTRATION AND MANAGEMENT
GDA17 2.1.1 Registers and indexesPatient Master Index (PMI), Number register (eg card register) or equivalent
Patient/client registration2.1.1Patient/client registration information supporting unique identification of patients/clients.
No change to retention requirements. Description amended. Disposal action amended to include guiding information with respect to determination of cessation of administrative and reference use.
GDA17 2.1.2 Registers and indexesDisease and operation index
Patient/client registration2.1.2Patient registration or administration information providing summary details of births, deaths, admissions, etc.
No change to retention requirements. Description amended to incorporate coverage for various patient registration and summary information to be retained as State archives, irrespective of format.
GDA17 2.1.3 Registers and indexesPhysicians index
Patient/client registration2.1.3Registers or indexes documenting physicians and medical practitioners with admitting rights and details of patients attended
No change to retention requirements. description amended.
GDA17 2.1.4 Registers and indexesAdmission and discharge registers
Patient/client registration2.1.2Patient registration or administration information providing summary details of births, deaths, admissions, etc.
No change to retention requirements.
GDA17 2.1.5 Registers and indexesRegister of births
Patient/client registration2.1.2Patient registration or administration information providing summary details of births, deaths, admissions, etc.
No change to retention requirements.
GDA17 2.1.6 Registers and indexesDeath register
Patient/client registration2.1.2Patient registration or administration information providing summary details of births, deaths, admissions, etc.
No change to retention requirements.
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Function/Activity/Records Draft reference
Comments
(including mortuary admissions)GDA17 2.1.7 Registers and indexes
Emergency Department registerPatient/client registration2.1.2Patient registration or administration information providing summary details of births, deaths, admissions, etc.
No change to retention requirements.
GDA17 2.1.8 Registers and indexesSurgical procedures, Operation or Theatre register
Patient/client registration2.1.2Patient registration or administration information providing summary details of births, deaths, admissions, etc.
No change to retention requirements.
GDA17 2.1.9 Registers and indexesCommunity health registers
Patient/client registration2.1.9Registers or summary presenting, treatment and care data for community health patient/clients and emergency transport patient/clients.
No change to retention requirements however regard should be had to the requirements of 2.1.1 re retention of patient/client unique identification data/information.
Scope amended to encompass registers, summary data for Ambulance and emergency transport patient/clients.
GDA17 2.1.10 Registers and indexesWard register
Patient/client registration2.1.10
No change to retention requirements. Description amended.
GDA17 2.1.11 Registers and indexesRegister of surgically implanted devices
Patient/client registration2.1.11
Retention requirements changed from indefinite retention to retain minimum of 75 years after implantation of the device or prosthesis.
GDA17 2.1.12 Registers and indexesElectro Convulsive Therapy, Sedation and Seclusion registers and Rapid tranquillisation journals
Patient/client registration2.1.12
No change to retention requirements. Trigger for calculation of retention period changed from last entry to action completed to accommodate electronic/digital format registers.
GDA17 2.1.13 Registers and indexesDuplicate registration and index records
Duplicate records can be disposed of under the normal administrative practice provisions of the Act.
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Function/Activity/Records Draft reference
Comments
GDA17 2.2.1 Lists and schedulesIn-patient admission, transfer, discharge or death lists
Patient/client administration2.8.1Administrative arrangements for the management of patients/clients
No change to retention requirements.
GDA17 2.2.2 Lists and schedulesOperation and theatre booking lists & schedules
Patient/client administration2.8.1Administrative arrangements for the management of patients/clients
No change to retention requirements.
GDA17 2.2.3 Lists and schedulesClinical lists
Patient/client administration2.8.1Administrative arrangements for the management of patients/clients
Increase in retention period from 1 year after date of last entry to minimum of 2 years after action competed.
GDA17 2.2.4 Lists and schedulesQuarterly waiting list surveys
Patient/client administration2.8.1Administrative arrangements for the management of patients/clients
Increase in retention period from 1 year after survey to minimum of 2 years after action completed.
GDA17 2.2.5 Lists and schedulesWaiting lists - clerical audit reports
Patient/client administration2.8.1Administrative arrangements for the management of patients/clients
Retention period reduced from 3 years after audit to minimum of 2 years after action completed.
GDA17 2.2.6 Lists and schedulesRecommendation for admission forms where the patient did not attend
Patient/client administration2.8.1Administrative arrangements for the management of patients/clients
Retention period reduced from 3 years after creation to minimum of 2 years after action completed
GDA17 2.3.1 Diaries and appointment books recording details of client contact not recorded elsewhere
Patient/client administration2.8.2Records relating to the clinical administration or management of client/patients documenting contact not recorded elsewhere
No change to retention requirements.
GDA17 2.3.2 Diaries and appointment books recording basic information or details
See General retention and disposal authority: administrative records (STRATEGIC MANAGEMENT - Meetings)
No change to retention requirements.
GDA17 2.4.1 Censuses and returnsReports or returns re numbers of patients admitted or transferred
Patient/client administration2.8.1Administrative arrangements for the
Increase in retention period from 1 year after date of creation or completion of audit to minimum
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General Retention and Disposal Authority: public health services – patient/client records GDA17 to revised draft Linking Table
GDA17 reference
Function/Activity/Records Draft reference
Comments
management of patients/clients of 2 years after action completed.
GDA17 2.4.2 Censuses and returnsOriginals of data collection forms and returns held by the Department of Health
See Retention and disposal authority: NSW Department of Health - data collection forms (DA57)
GDA17 2.4.3 Censuses and returnsCopies of [submitted] data collection records/returns held by public health organisations
Patient/client administration2.8.1Administrative arrangements for the management of patients/clients
Increase in retention period from 1 year after date of submission to minimum of 2 years after action completed.
GDA17 2.5.1 Records relating to the management, treatment and care of patients on the ward
Patient/client registration2.1.10Registers, summary records, reports, report books and other ward records documenting the reception, admission, management, treatment and care of patient/clients into/on a ward.
No change to retention requirements.
GDA17 2.6.1 Systems that consist of and manage patient data re admission, discharge, etc.
Entry for electronic patient management systems removed. Records in electronic format should be retained and disposed of as per the category/type of record they comprise/purpose for which they were created/used.No change to retention requirements.
GDA17 2.7.1 Extracted electronic data See General retention and disposal authority: administrative records (STRATEGIC MANAGEMENT - Reporting)
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General Retention and Disposal Authority: public health services – patient/client records GDA17 to revised draft Linking Table
GDA17 reference
Function/Activity/Records Draft reference
Comments
PATIENT DIAGNOSIS – IMAGING SERVICES DIAGNOSTIC SERVICES – IMAGING SERVICES
GDA17 3.1.1 Diagnostic imaging and recording service requests
Imaging and Recording Services3.1.1Diagnostic service copies of requests for and reports or findings of diagnostic procedures, tests or services.
No change to retention requirements. Trigger changed to date of provision of service
GDA17 3.2.1 Diagnostic report – patient record copy See Hospital and Emergency Care and Community Health Care
No change to retention requirements. Entry replaced by see reference. Records to be retained in accordance with retention requirements applying to the type of patient/client records they comprise.
GDA17 3.2.2 Diagnostic report – service copy Imaging and Recording Services3.1.1Diagnostic service copies of requests for and reports or findings of diagnostic procedures, tests or services.
No change to retention requirements.
GDA17 3.3.1 Diagnostic recordings Imaging and Recording Services3.3.1Recordings of diagnostic procedures.
Increases retention requirements for TB chest X-Rays from 7 years after attendance of until age 25 to retain for potential life of the patient - 85 years from date of birth if date of death unknown.
GDA17 3.3.2 Diagnostic graphical recordings where an abnormality is detected
Imaging and Recording Services3.3.1Recordings of diagnostic procedures.
Removal of requirement to retain recordings at least until patient reaches age 25.
GDA17 3.3.3 Diagnostic graphical recordings where no abnormality is detected
Imaging and Recording Services3.3.1Recordings of diagnostic procedures.
Increases retention requirements for diagnostic graphical recordings where there is no abnormality detected from retain until administrative use ceases to minimum of 7 years after attendance.
GDA17 3.4.1 Registers - diagnostic recordings Imaging and Recording Services3.4.1
No change to retention requirements. Disposal action amended to until
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Function/Activity/Records Draft reference
Comments
Registers or associated control records administrative or reference use ceases.
State Records Authority of New South Wales 12
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GDA17 reference
Function/Activity/Records Draft reference
Comments
PATIENT DIAGNOSIS – Pathology and laboratory services
DIAGNOSTIC SERVICES – Pathology and laboratory services
GDA17 4.1.1 Diagnostic pathology and laboratory service requests
Pathology and laboratory services4.1.1Diagnostic service copies of requests for and reports or findings of tests or procedures.
Disposal action amended to require retention and permit disposal in accordance with current applicable requirements as outlined in legislation or quality standards, etc.
GDA17 4.2.1 Anatomical pathology, cytology and autopsy or post-mortem reports/records, registers, diagrams and copies of any representative images prepared
Pathology and laboratory services4.1.1Diagnostic service copies of requests for and reports or findings of tests or procedures.
Disposal action amended to require retention and permit disposal in accordance with current applicable requirements as outlined in legislation or quality standards, etc.
GDA17 4.2.2 Histopathology and bone marrow reports/records
Pathology and laboratory services4.1.1Diagnostic service copies of requests for and reports or findings of tests or procedures.
Disposal action amended to require retention and permit disposal in accordance with current applicable requirements as outlined in legislation or quality standards, etc.
GDA17 4.2.3 Blood alcohol reports/records. This includes medical practitioner declarations.
Pathology and laboratory services4.1.1Diagnostic service copies of requests for and reports or findings of tests or procedures.
Disposal action amended to require retention and permit disposal in accordance with current applicable requirements as outlined in legislation or quality standards, etc.
GDA17 4.2.4 Haematology, clinical chemistry/chemical pathology, microbiology and immunology records
Pathology and laboratory services4.1.1Diagnostic service copies of requests for and reports or findings of tests or procedures.
Disposal action amended to require retention and permit disposal in accordance with current applicable requirements as outlined in legislation or quality standards, etc.
GDA17 4.2.5 Genetics reports/records Pathology and laboratory services4.1.1Diagnostic service copies of requests for and reports or findings of tests or procedures.
Disposal action amended to require retention and permit disposal in accordance with current applicable requirements as outlined in legislation or quality standards, etc.
GDA17 4.2.6 Neonatal screening (Guthrie) cards Pathology and laboratory services4.1.1Diagnostic service copies of requests for
Disposal action amended to require retention and permit disposal in accordance with current applicable
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Function/Activity/Records Draft reference
Comments
and reports or findings of tests or procedures.
requirements as outlined in legislation or quality standards, etc.
GDA17 4.2.7 Diagnostic results and reports - patient record copy
Patient record copy of the diagnostic report should be retained and disposed of as per the category/type of facility/patient.
No change to retention requirements.
GDA17 4.3.1 Specimens, slides, etc. Entry removed: specimens, slides, etc., are not State records
Refer to relevant legislative requirements and/or national standards and guidelines for retention requirements.
GDA17 4.3.2 Registers of specimens collected and laboratory information systems
Pathology and laboratory services4.3.2Records relating to the tracking or monitoring of testing completion and the management or control of received or collected bodily parts or specimens.
No change to retention requirements. Disposal action amended to until administrative or reference use ceases.
GDA17 4.3.3 Extract summary data Pathology and laboratory services4.3.2Records relating to the tracking or monitoring of testing completion and the management or control of received or collected bodily parts or specimens.
No change to retention requirements. Disposal action amended to until administrative or reference use ceases.
GDA17 4.3.4 Extract summary data where additional actions or data are noted.
Pathology and laboratory services4.3.2Records relating to the tracking or monitoring of testing completion and the management or control of received or collected bodily parts or specimens.
Retention requirements changed from a minimum of 1 year after action completed to until administrative or reference use ceases..
GDA17 4.3.5 Retained human tissue records Pathology and laboratory services4.1.1Diagnostic service copies of requests for and reports or findings of tests or procedures.
Disposal action amended to require retention and permit disposal in accordance with current applicable requirements as outlined in legislation or quality standards, etc.
GDA17 4.4.1 Blood bank and blood collections services – diagnostic results and reports
Pathology and laboratory services4.1.1
Disposal action amended to require retention and permit disposal in
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General Retention and Disposal Authority: public health services – patient/client records GDA17 to revised draft Linking Table
GDA17 reference
Function/Activity/Records Draft reference
Comments
Diagnostic service copies of requests for and reports or findings of tests or procedures.
accordance with current applicable requirements as outlined in legislation or quality standards, etc.
GDA17 4.4.2 Blood bank and blood collections services – donor records and administration
Pathology and laboratory services4.4.2Records of blood, blood product and semen donation and supply.
Disposal action amended to require retention and permit disposal in accordance with current applicable requirements as outlined in legislation or quality standards, etc.
GDA17 4.4.3 Blood bank and blood collections services – registers of blood products
Pathology and laboratory services4.4.2Records of blood, blood product and semen donation and supply.
Disposal action amended to require retention and permit disposal in accordance with current applicable requirements as outlined in legislation or quality standards, etc.
GDA17 4.4.4 Blood bank and blood collections services – donor statements
Pathology and laboratory services4.4.2Records of blood, blood product and semen donation and supply.
Disposal action amended to require retention and permit disposal in accordance with current applicable requirements as outlined in legislation or quality standards, etc.
GDA17 4.5.1 Records relating to the business of semen supply
Pathology and laboratory services4.4.2Records of blood, blood product and semen donation and supply.
Disposal action amended to require retention and permit disposal in accordance with current applicable requirements as outlined in legislation or quality standards, etc.
GDA17 4.6.1 Certification and quality assurance Pathology and laboratory services4.6.1Records relating to quality control and assurance
Disposal action amended to require retention and permit disposal in accordance with current applicable requirements as outlined in legislation or quality standards, etc.
GDA17 4.7.1 Equipment maintenance Pathology and laboratory services4.6.1Records relating to maintenance and servicing of equipment
Disposal action amended to require retention and permit disposal in accordance with current applicable requirements as outlined in legislation or quality standards, etc.
GDA17 4.8.1 Procedures and methods Pathology and laboratory services4.6.1Records relating to methodologies and
Disposal action amended to require retention and permit disposal in accordance with current applicable
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GDA17 reference
Function/Activity/Records Draft reference
Comments
standard procedures requirements as outlined in legislation or quality standards, etc.
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General Retention and Disposal Authority: public health services – patient/client records GDA17 to revised draft Linking Table
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Function/Activity/Records Draft reference
Comments
PHARMACEUTICAL SUPPLY AND ADMINISTRATION PHARMACEUTICAL SUPPLY AND ADMINISTRATION
GDA17 5.1.1 Dispensing and supply of pharmaceuticals
Dispensing and supply5.1.1Records relating to the supply, dispensing and inventory of pharmaceuticals.
No change to retention requirements. Trigger changed from date of supply to action completed.
GDA17 5.1.2 Medication charts and incident reports See Hospital and Emergency Care and Community Health Care
No change to retention requirements. Entry replaced by see reference. Records to be retained in accordance with retention requirements applying to the type of patient/client records they comprise.
GDA17 5.1.3 Registers Dispensing and supply5.1.3Records relating to the procurement, supply, dispensing, administration, audit of drugs of addiction.
No change to retention requirements.
GDA17 5.1.4 Stock and inventory records Dispensing and supply5.1.1Records relating to the supply, dispensing and inventory of pharmaceuticals.
No change to retention requirements. Trigger changed from date of supply to action completed.
GDA17 5.1.5 Section 100 highly specialised drugs Dispensing and supply5.1.5Records relating to the supply of medications under Highly Specialised Drugs programs.
No change to retention requirements.
GDA17 5.1.7 Therapeutic Goods Administration (TGA) application and notification forms
Dispensing and supply5.1.7Therapeutic Goods Administration (TGA) application and notification forms
No change to retention requirements.
GDA17 5.1.8 Applications to prescribe drugs of addiction
Dispensing and supply5.1.3Records relating to the procurement, supply, dispensing, administration, audit
No change to retention requirements.
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Function/Activity/Records Draft reference
Comments
of drugs of addiction.GDA17 5.1.9 Reports of lost or stolen drugs or drug
registersDispensing and supply5.1.9Records relating to the reporting of lost or stolen drugs or drug registers.
No change to retention requirements.
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Function/Activity/Records Draft reference
Comments
NOTIFICATIONS NOTIFICATIONS
GDA17 6.1.1 Copies of birth registration forms See Hospital and Emergency Care and Community Health Care
No change to retention requirements. Entry replaced by see reference. Records to be retained in accordance with retention requirements applying to the type of patient/client records they comprise.
GDA17 6.1.2 Copies of death certificates See Hospital and Emergency Care and Community Health Care
No change to retention requirements. Entry replaced by see reference. Records to be retained in accordance with retention requirements applying to the type of patient/client records they comprise.
GDA17 6.2.1 Service/Facility record of reporting of notifiable diseases, etc.
See Hospital and Emergency Care and Community Health Care
Entry replaced by see reference.Retention requirements amended to retain as changed to retain in accordance with retention requirements applying to the type of patient/client records they comprise.
GDA17 6.2.2 Public health unit record of initial reporting of notifiable diseases, etc.
Notifications6.2.2Reports of an incidence of a notifiable disease received by Public Health Units.
No change to retention requirements.Duplicate notifications received subsequent to the initial notification can be disposed of when no longer required for administrative or reference purposes
GDA17 6.2.3 Duplicate records of notifications subsequently received
Notifications6.2.2Reports of an incidence of a notifiable disease received by Public Health Units.
No change to retention requirements.Duplicate notifications received subsequent to the initial notification can be disposed of when no longer required for administrative or reference purposes
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General Retention and Disposal Authority: public health services – patient/client records GDA17 to revised draft Linking Table
GDA17 reference
Function/Activity/Records Draft reference
Comments
PATIENT/CLIENT FINANCE AND PROPERTY MANAGEMENT
PATIENT/CLIENT REGISTRATION AND MANAGEMENT
GDA17 7.1.1 Patient property and wearing apparel books
Patient/client administration2.8.3Records documenting the management of patient/client property, accounts and finances.
Increase in retention period from 6 to minimum of 7 years
GDA17 7.1.2 Patient moneys and valuables register Patient/client administration2.8.3Records documenting the management of patient/client property, accounts and finances.
Increase in retention period from 6 to minimum of 7 years. Trigger changed from date of last entry to action completed.
GDA17 7.1.3 Patient moneys and valuables register where copy maintained with patient record
Patient/client administration2.8.4Records relating to the handling of patient/client's property or finances which are not the primary record.
Increase in retention period from 1 to minimum of 2 years. Trigger changed from date of last entry to action completed
GDA17 7.1.4 Patient/client authorities to make payment
Patient/client administration2.8.3Records documenting the management of patient/client property, accounts and finances.
Increase in retention period from 6 to minimum of 7 years. Trigger changed from date of last entry to action completed.
GDA17 7.2.1 Assigned benefits claim books Patient/client administration2.8.4Records relating to the handling of patient/client's property or finances which are not the primary record.
Increase in retention period from 1 to minimum of 2 years. Trigger changed from date of last entry to action completed
GDA17 7.2.2 Hospital private patient claim and assignment form and patient election form
Patient/client administration2.8.3Records documenting the management of patient/client property, accounts and finances.
Increase in retention period from 6 to minimum of 7 years. Trigger changed from date of last entry to action completed.
GDA17 7.2.3 Register of patient admission and account forms
Patient/client administration2.8.3Records documenting the management
Increase in retention period from 6 to minimum of 7 years. Trigger changed from date of last entry to
State Records Authority of New South Wales 20
General Retention and Disposal Authority: public health services – patient/client records GDA17 to revised draft Linking Table
GDA17 reference
Function/Activity/Records Draft reference
Comments
of patient/client property, accounts and finances.
action completed.
GDA17 7.3.1 Program of Appliances for Disabled People (PAPD) - applications for aids, appliances and services
Patient/client administration2.8.5Records relating to applications for disability appliances, aids and services
No change to retention requirements.
GDA17 7.3.2 Records relating to the provision and maintenance of PADP services
Patient/client administration2.8.6Records relating to the provision and maintenance of appliances for disabled people
No change to retention requirements.
State Records Authority of New South Wales 21
General Retention and Disposal Authority: public health services – patient/client records GDA17 to revised draft Linking Table
GDA17 reference
Function/Activity/Records Draft reference
Comments
RESEARCH MANAGEMENT RESEARCH MANAGEMENT
GDA17 8.1.1 Clinical research Research projects, trials or studies8.1.1Clinical research
No change to retention requirements.
GDA17 8.1.2 Non clinical research or research not involving humans
Research projects, trials or studies8.1.2Non clinical research or research not involving humans
No change to retention requirements.
GDA17 8.1.3 Requests to access records for research purposes – clinical research
Research projects, trials or studies8.1.1Clinical research
No change to retention requirements.
GDA17 8.1.4 Requests to access records for research purposes – non clinical research
Research projects, trials or studies8.1.2Non clinical research or research not involving humans
no change
GDA17 8.1.5 Requests relating to projects that do not proceed
8.1.3 no change
GDA17 9.0.0 Imaged records See General retention and disposal authority: original or source records that have been copied
GDA17 10.1.0 PRE-1930 PATIENT/CLIENT RECORDS & COLLECTIONS OR SAMPLES OF PATIENT/CLIENT RECORDS
10.1.0PRE-1930 PATIENT/CLIENT RECORDS & COLLECTIONS OR SAMPLES OF PATIENT/CLIENT RECORDS
no change
State Records Authority of New South Wales 22