Utah Department of Administrative Services

Division of Archives & Records Service

University of Utah. Medical Center

80010--Hemotology/oncology patient files
80076--Patient medical records
80285--Medical records retakes
83309--Alcohol and drug abuse rehabilitation files
81746--Hospital pharmacy: pharmacy prescription records
81747--Hospital supply, processing, and distribution/operating room patient charges records
81748--Hospital personnel time cards
17567--Inactive hospital personnel records
17296--Hospital central pricing file
17310--Fee registers
17341--Hospital ledgers
17342--Hospital transfer check reconciliation records
17343--Hospital check register
17401--Hospital budget records
17403--Hospital change register
9469--Alcohol and drug abuse clinic patient files
9498--Hospital pharmacy controlled substance record
9504--Inpatient account folders
9546--Toxicology consultant cases
9547--Sudden Infant Death Syndrome files
9550--University Hospital pharmacy drug use and distribution records
9559--Hospital pharmacy: patient drug profiles

AGENCY: University of Utah. Medical Center

SERIES: 80010
TITLE: Hemotology/oncology patient files
DATES: 1960-
ARRANGEMENT: Chronological

DESCRIPTION: These are records of patients' medical histories. They include information such as treatments administered, test results, and doctors and nurses notes, as well as other personal identifiers.

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.

Microfilm master: Retain in Office permanently.

APPRAISAL

PRIMARY DESIGNATION

Private


AGENCY: University of Utah. Medical Center

SERIES: 80076
TITLE: Patient medical records
DATES: 1948-
ARRANGEMENT: Numerical by case number, thereunder chronological by admission year

DESCRIPTION: These are case files used to describe and validate the medical history of individuals treated at the University Medical Center who died before 1975. These files include admission authorization, testing results, description of treatments administered, and doctors' and nurses' statements. Data elements include names of patients and doctors, nature of injury, illness, and cause of death, home addresses, telephone numbers, age, sex, medical history, and signatures.

RETENTION

Retain until microfilmed and passed inspection.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office until microfilmed and then destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Archives permanently with authority to weed.

APPRAISAL

Administrative Historical

These medical records have been stored in the Records Center of the University of Utah for over eleven years. While the records have little administrative value at this time, because of the nature of the University Medical Center, the records have tremendous medical and historical research value. Microfilming the records will allow for their economical storage and preservation. Previous decision: 02/02/85 indicates permanent.

PRIMARY DESIGNATION

Private


AGENCY: University of Utah. Medical Center

SERIES: 80285
TITLE: Medical records retakes
DATES: undated
ARRANGEMENT: numerical by roman numeral

DESCRIPTION:

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

APPRAISAL


AGENCY: University of Utah. Medical Center

SERIES: 83309
TITLE: Alcohol and drug abuse rehabilitation files
DATES: 1960-1976
ARRANGEMENT: Alphabetical by name

DESCRIPTION: These files are patient histories of patients helped by the drug and alcohol rehabilitation program.

RETENTION

DISPOSITION

Transfer to the State Archives permanently.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years and then microfilm and destroy provided microfilm has passed inspection and provided microfilm is approved.

Microfilm master: Retain in State Archives permanently.

APPRAISAL

Administrative Fiscal Legal

PRIMARY DESIGNATION

Private


AGENCY: University of Utah. Medical Center

SERIES: 81746
TITLE: Hospital pharmacy: pharmacy prescription records
DATES: 1981-
ARRANGEMENT: numerical by invoice number, thereunder chronological

DESCRIPTION: These records are used to identify the drugs extracted from the University Pharmacy. They include the type of drug dispensed and patient medical information including age, addresses, marital status, name, and social security number.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 4 years and then destroy.

APPRAISAL

Administrative

The volume and reference rate of these records warrant that the seven year retention be changed to five years. Previous decision: RDR 76-88: 7 years.

PRIMARY DESIGNATION

Private


AGENCY: University of Utah. Medical Center

SERIES: 81747
TITLE: Hospital supply, processing, and distribution/operating room patient charges records
DATES: 1983-
ARRANGEMENT: Alphabetical by name, thereunder chronological

DESCRIPTION: These records list charges for operating room supplies. These include itemized receipts of charges, and patient medical information including address, and name.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.

APPRAISAL

Administrative

These records have no administrative or fiscal value after 3 years as much of the information is contained in other records.

PRIMARY DESIGNATION

Private


AGENCY: University of Utah. Medical Center

SERIES: 81748
TITLE: Hospital personnel time cards
DATES: 1981-
ARRANGEMENT: chronological, thereunder alphabetical

DESCRIPTION: These cards document hours worked by individuals employed by the University Medical Center. These cards include employee name, department name, hours worked, and time periods.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.

APPRAISAL

Administrative

UCA 53-48a-5 exempts salary data of individuals employed by institutions of higher education from public inspection. General Schedule 2 Item 3 gives a two year retention to time records.

PRIMARY DESIGNATION

Private


AGENCY: University of Utah. Medical Center

SERIES: 17567
TITLE: Inactive hospital personnel records
DATES: 1950-
ARRANGEMENT: Alphabetical by surname

DESCRIPTION: These are personnel records of former hospital employees.

RETENTION

Retain 65 years after separation

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after separation and then microfilm and destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Records Center for 64 years and then destroy.

Microfilm duplicate: Retain in Office until adminstrative need ends and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 2.

PRIMARY DESIGNATION

Private. UCA 63G-2-302 (1)(e) (2008)

SECONDARY DESIGNATION

Public. UCA 63G-2-301 (1)(b) (2008)


AGENCY: University of Utah. Medical Center

SERIES: 17296
TITLE: Hospital central pricing file
DATES: 1968-1977
ARRANGEMENT:

DESCRIPTION:

RETENTION

Retain 65 years after separation

DISPOSITION

Destroy.

FORMAT MANAGEMENT

APPRAISAL


AGENCY: University of Utah. Medical Center

SERIES: 17310
TITLE: Fee registers
DATES: 1964-1981
ARRANGEMENT:

DESCRIPTION:

RETENTION

Retain 65 years after separation

DISPOSITION

Destroy.

FORMAT MANAGEMENT

APPRAISAL


AGENCY: University of Utah. Medical Center

SERIES: 17341
TITLE: Hospital ledgers
DATES: 1971-1975
ARRANGEMENT:

DESCRIPTION:

RETENTION

Retain 65 years after separation

DISPOSITION

Destroy.

FORMAT MANAGEMENT

APPRAISAL


AGENCY: University of Utah. Medical Center

SERIES: 17342
TITLE: Hospital transfer check reconciliation records
DATES: 1972-1976
ARRANGEMENT:

DESCRIPTION:

RETENTION

Retain 65 years after separation

DISPOSITION

Destroy.

FORMAT MANAGEMENT

APPRAISAL


AGENCY: University of Utah. Medical Center

SERIES: 17343
TITLE: Hospital check register
DATES: 1972-1976
ARRANGEMENT:

DESCRIPTION:

RETENTION

Retain 65 years after separation

DISPOSITION

Destroy.

FORMAT MANAGEMENT

APPRAISAL


AGENCY: University of Utah. Medical Center

SERIES: 17401
TITLE: Hospital budget records
DATES: 1964-1971
ARRANGEMENT:

DESCRIPTION:

RETENTION

Retain 65 years after separation

DISPOSITION

Destroy.

FORMAT MANAGEMENT

APPRAISAL


AGENCY: University of Utah. Medical Center

SERIES: 17403
TITLE: Hospital change register
DATES: 1970-1976
ARRANGEMENT:

DESCRIPTION:

RETENTION

Retain 65 years after separation

DISPOSITION

Destroy.

FORMAT MANAGEMENT

APPRAISAL


AGENCY: University of Utah. Medical Center

SERIES: 9469
TITLE: Alcohol and drug abuse clinic patient files
DATES: 1965-
ARRANGEMENT: None
ANNUAL ACCUMULATION: 60.00 cubic feet.

DESCRIPTION: These records include medical, psychological, vocational and psychiatric evaluations, and progress notes. Also includes intake sheet, laboratory findings, social histories.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then microfilm and destroy provided microfilm has passed inspection.

Microfilm master: Retain in Office permanently.

APPRAISAL

Administrative Fiscal Historical Legal

PRIMARY DESIGNATION

Controlled


AGENCY: University of Utah. Medical Center

SERIES: 9498
TITLE: Hospital pharmacy controlled substance record
DATES: 1981-
ARRANGEMENT: None

DESCRIPTION:

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 4 years and then destroy.

APPRAISAL

PRIMARY DESIGNATION

Private


AGENCY: University of Utah. Medical Center

SERIES: 9504
TITLE: Inpatient account folders
DATES: 1980-
ARRANGEMENT: None
ANNUAL ACCUMULATION: 72.00 cubic feet.

DESCRIPTION: This record includes intake sheet, admission record, invoices, adjustments, credits, account summary, insurance forms, receipts, and related correspondence.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after paid or closed and then destroy.

APPRAISAL

Administrative Fiscal Legal

PRIMARY DESIGNATION

Private


AGENCY: University of Utah. Medical Center

SERIES: 9546
TITLE: Toxicology consultant cases
DATES: 1975-
ARRANGEMENT: None
ANNUAL ACCUMULATION: 5.00 cubic feet.

DESCRIPTION: These are laboratory findings on legal cases.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical Legal

PRIMARY DESIGNATION

Private


AGENCY: University of Utah. Medical Center

SERIES: 9547
TITLE: Sudden Infant Death Syndrome files
DATES: 1981-
ARRANGEMENT: None
ANNUAL ACCUMULATION: 5.00 cubic feet.

DESCRIPTION: These are laboratory results and research data on SIDS cases.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical Legal

PRIMARY DESIGNATION

Private


AGENCY: University of Utah. Medical Center

SERIES: 9550
TITLE: University Hospital pharmacy drug use and distribution records
DATES: 1977-
ARRANGEMENT: None
ANNUAL ACCUMULATION: 50.00 cubic feet.

DESCRIPTION: These records includes charges, recrod of controlled substances and hypnotic drugs, and narcotics, hypnotic dispositions, drug profiles.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years and then destroy.

APPRAISAL

Administrative Fiscal Legal

PRIMARY DESIGNATION

Private


AGENCY: University of Utah. Medical Center

SERIES: 9559
TITLE: Hospital pharmacy: patient drug profiles
DATES: 1986-
ARRANGEMENT: Numerical

DESCRIPTION: These files are records of medications listed for purposes of charging patients. Information includes name of patient, account name, date, time, and type of medication.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to Agency Record Center. Retain in Agency Record Center for 2 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah School Districts General Retention Schedule, Schedule 17, Item 28.

These records may be destroyed after 3 years

PRIMARY DESIGNATION

Private