Health

HEALTH DEPARTMENT - Record Retention Schedule
NOTE: The retention requirements stated in this schedule apply to all records described in the series,
regardless of format. This includes paper, electronic, images, microfilm, microfiche, etc.
Sub-Department
/HE/AACO/CM/
Uniform Access Case Management Intake
Series ID
HE-CM-
Series Title
Series Description
Confidential
(continued from previous page)
HEALTH - AIDS ACTIVITIES COORDINATING OFFICE - UNIFORM ACCESS

CASE MANAGEMENT INTAKE
HE-CM-0001-
CLIENT SERVICES CHART - CONFIDENTIAL
Client intake form, release of confidential information form, emergency contacts, medical information,
diagnosis, health insurance information, living arrangements, demographic information, status of case
management referral to provider agency and any related correspondence and information about the
client.
HE-CM-0002-
INFORMATION AND REFERRAL HOTLINE - CONFIDENTIAL - HOLD ON SITE
Information on services provided by AACO via phone hot line. Records of client complaints, referrals,
internal documentation of requests and data collection are maintained.
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination
CITY OF PHILADELPHIA / DEPT. OF RECORDS

Revision Date: June 11, 2011
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Vital
Total Retention
Requirement
CLO+3
CLO+1
SEP=Separation (Employee)
Page 1
Report Date: July 30, 2013

Sub-Department
/HE/AACO/ED/
AIDS Education and Prison AIDS Project
Series ID
HE-ED-
Series Title
Series Description
Confidential
HEALTH - AIDS ACTIVITIES COORDINATING OFFICE - AIDS EDUCATION

AND PRISON AIDS PROJECT
HE-ED-0001-
CLIENT TESTING FILES - CONFIDENTIAL - HOLD ON SITE
File contains the CTR Federal form that provides demographic information, shows the risks of
contracting HIV (which justifies testing), as well as records of individual testing, specimens for lab
testing, releases to share this information with medical providers, referrals for support services, and
related correspondence.
HE-ED-0002-
PROVIDER TRAINING RECORDS - EVENT DATE REQUIRED - HOLD ON

SITE
Vital
Total Retention
Requirement
CLO+3
ACT+2
EVENT IS DATE AGENCY IS NO LONGER A PROVIDER

Electronic log of all contracted providers who attend required training classes, with dates and type of
training taken. Included are registration forms, which give the individual attendee as well as the
provider agency name, certification number, and type of training, as well as examination results.
CLO+1
HE-ED-0003-
PROJECT FILES - HOLD ON SITE
Program licensing data, press conference preparation notes, meeting notes, and related
correspondence.
HE-ED-0004-
TRACKING FILES - CONFIDENTIAL - HOLD ON SITE
Demographic information on all clients in the system, including name of provider, address of client,
HIV status, ages, and other pertinent data from which reports are generated.
HE-ED-0005-
PRISON COUNSELING AND TESTING LOGS - CONFIDENTIAL - HOLD ON

SITE
SUP
SUP
Results of prisoner tests for HIV, including client name, reason for referral, date of test, social worker
name and number, to monitor the status of that population and laboratory performance (turn around
time).
HE-ED-0006-
REF
PRISON EDUCATION FILES - HOLD ON SITE
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 2

Sub-Department
/HE/AACO/ED/
AIDS Education and Prison AIDS Project
Series ID
Series Title
Series Description
Total Retention
Requirement
Confidential
Vital
REF=Reference
Activity log of all presentations taking place at the Prisons, the presenter name, the number of
attendees and related correspondence which is used to generate reports.
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
Page 3

Sub-Department
/HE/AACO/PE/
Prevention/Evaluation Services
Series ID
HE-PE(continued from previous page)
HE-PE-0001(continued from previous page)
Series Title
Series Description
Confidential
Vital
Total Retention
Requirement
HEALTH - AIDS ACTIVITIES COORDINATING OFFICE PREVENTION/EVALUATION SERVICES

PREVENTION / EVALUATION CASE MANAGEMENT FILES - CONFIDENTIAL
- HOLD ON SITE
REF
May contain monthly client data, site visit data, and related correspondence, information on data
analysis results, focus group results, final evaluation report, copy of presentations to providers, sign-in
sheets, and related documentation.
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 4

Sub-Department
/HE/AACO/PS/
Health Program Services Unit
Series ID
HE-PS-
Series Title
Series Description
Confidential
HEALTH - AIDS ACTIVITIES COORDINATING OFFICE - HEALTH PROGRAM

SERVICES UNIT
HE-PS-0001-
PROGRAM PROVIDER FILES - EVENT DATE REQUIRED
EVENT IS STATE AUDIT

Records pertaining to the monitoring of agencies who provide services to AACO. File includes a copy
of the contract with the provider agency, award letter copies, conditions of the award, invoices, audit
records, quarterly progress reports, and related correspondence.
HE-PS-0002-
CONTINUOUS QUALITY IMPROVEMENT - HOLD ON SITE
Performance statistics showing the number of clients seen and the quality of service provided. File
also includes annual progress reports on the provider agencies and related correspondence.
HE-PS-0003-
CONTINUOUS APPLICATIONS - HOLD ON SITE
Yearly applications by provider funding sources to enable an agency to continue to provide services to
AACO.
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Vital
Total Retention
Requirement
AUD+7
REF
CR+3
Page 5

Sub-Department
/HE/AACO/RI/
Research and Information Unit
Series ID
HE-RI-
Series Title
Series Description
Confidential
HEALTH - AIDS ACTIVITIES COORDINATING OFFICE - RESEARCH AND

INFORMATION UNIT
HE-RI-0001-
HIV PREVENTION STANDARDS - HOLD ON SITE
Guidelines on how services should be delivered by providers, with related documentation on

preventative measures, which will be included in a manual on prevention.
HE-RI-0002-
SERVICE LEVEL FINAL REPORTS - HOLD ON SITE
Statistics compiled from information sent by providers on services rendered to clients, including
number of clients seen, medical status of clients, type of service provided, and demographic
information.
HE-RI-0003-
CLIENT STATISTICAL DATA - CONFIDENTIAL - EVENT DATE REQUIRED HOLD ON SITE
Vital
Total Retention
Requirement
SUP
REF
ACT+5
EVENT IS DATE OF COMPLETION OF STATISTICAL REPORT

Client information received from various provider agencies, including number of clients with HIV,
medical data, number of service units provided, type of service provided, demographic information,
clinical data, prevention information and related information pertaining to client treatment and services
entered onto a database from which statistical reports are prepared.
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 6

Sub-Department
/HE/AACO/SP/
Special Projects - Housing Admissions Unit
Series ID
HE-SP-
Series Title
Series Description
Confidential
HEALTH - AIDS ACTIVITY COORDINATING OFFICE - SPECIAL PROJECTS HOUSING ADMISSIONS UNIT
HE-SP-0001-
CLIENT INTAKE FILES - CONFIDENTIAL - HOLD ON SITE
Applications taken to assess client housing needs. Included are release of information form, medical
information, name, address, proof of income and residency, drug, alcohol, mental health treatment
information, family background information, rental histories, work histories, HIV status, and related
documentation.
HE-SP-0002-
HOUSING PROJECT FILES - CONFIDENTIAL - HOLD ON SITE
Files relating to addressing the housing needs of clients and wrap around services for those requiring
it. Files may include a copy of the State contract, budget information, monitoring reports on provider
agencies, copies of reports to the State on the status of project services and related correspondence.
HE-SP-0003-
CLIENT MEDICAL STATUS FILES - CONFIDENTIAL
Assessment of client medical status, including blood counts, HIV status, possible substance abuse
documentation, psychiatric information, medications taken, physician name, phone number, address,
signature, and related documentation.
HE-SP-0004-
CASE MANAGEMENT SERVICES REPORTS - CONFIDENTIAL - HOLD ON

SITE
Vital
Total Retention
Requirement
CLO+2
CLO+3
CLO+3
REF
SUP
Monthly reports from contracted provider agencies containing information on services rendered to
clients, such as food, medicines, and referrals
HE-SP-0005-
CLIENT DATABASE - CONFIDENTIAL - HOLD ON SITE
Listing of all clients in the system, including names, addresses, SSNs, intake date, type of service
required, insurance information, and referral to provider agency information.
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 7

Sub-Department
/HE/AACO/SU/
AIDS Surveillance Unit
Series ID
HE-SU-
Series Title
Series Description
Confidential
HEALTH - AIDS ACTIVITIES COORDINATING OFFICE - AIDS SURVEILLANCE

UNIT
HE-SU-0001-
CASE REPORTS - CONFIDENTIAL - HOLD ON SITE
Confidential case reports providing patient history, diagnosis, laboratory data, patient clinical status,
treatment services, demographic information, referrals indicated, and related documentation. The
information is entered into a database and sent to the State as required.
Vital
Total Retention
Requirement
PRM
Retention is based on a Federal requirement.
HE-SU-0002-
HIV RELATED TESTING SURVEYS (HITS) - EVENT DATE REQUIRED
EVENT IS COMPLETION OF SURVEY

Annual anonymous surveys completed throughout the City by populations at risk based on interviews
about attitudes toward HIV testing. Interviews are with people who have and have not been tested.
File contains demographic information and is used to examine factors that may cause individuals to
put off learning their HIV status, which can help in prevention planning and treatment outreach.
HE-SU-0003-
CONFIDENTIAL STUDIES - CONFIDENTIAL - HOLD ON SITE
Medical backgrounds of clients, demographic information, HIV status, type of treatment being given
and related information used to help gather information about the disease.
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
ACT+5
PRM=Permanent
REF=Reference
REF
Page 8

Sub-Department
/HE/AD/EMP/ME/
Medical Evaluation Unit
Series ID
HE-ME(continued from previous page)
HE-ME-0001(continued from previous page)
Series Title
Series Description
Confidential
Vital
Total Retention
Requirement
HEALTH - ADMINISTRATION AND SUPPORT SERVICES - EMPLOYEE

HEALTH SERVICE ADMINISTRATION - MEDICAL EVALUATION
EMPLOYEE FOLDERS - CONFIDENTIAL - EVENT DATE REQUIRED - HOLD
ON SITE
SEP+2
ACT+1
EVENT IS DATE OF EMPLOYEE SEPARATION

Employee medical history files
Appraisal: These are subject to federal law about employer's right to view employee medical records.
HE-ME-0002-
APPLICANTS - CONFIDENTIAL - EVENT DATE REQUIRED - HOLD ON SITE
EVENT IS DATE ELIGIBLE LIST EXPIRES FOR JOB APPLIED FOR

Medical history of applicants for City jobs.
Appraisal: These are subject to federal law about employer's right to view employee medical records.
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 9

Sub-Department
/HE/AHS/CN/
Community and Public Health Nursing
Series ID
HE-CN(continued from previous page)
HE-CN-0001(continued from previous page)
Series Title
Series Description
Confidential
Vital
Total Retention
Requirement
HEALTH - AMBULATORY HEALTH SERVICES - COMMUNITY AND PUBLIC

HEALTH NURSING
NURSING PERSONNEL LICENSES - CONFIDENTIAL - EVENT DATE
REQUIRED - HOLD ON SITE
SEP+2
EVENT IS EMPLOYEE SEPARATION

Required by State law to be maintained, both for contracted out and Civil Service employees, these
files also include the employee's CPR certification, training certification and related correspondence
NOTE: HOLD LATEST VALID LICENSE AND CERTIFICATES FOR TWO YEARS AFTER
EMPLOYEE SEPARATES
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 10

Sub-Department
/HE/AHS/DS/
Dental Services
Series ID
Series Title
Series Description
HE-DS-
HEALTH - AMBULATORY HEALTH SERVICES - DENTAL SERVICES
Confidential
Vital
Total Retention
Requirement
HE-DS-0001-
PEDIATRIC DENTAL RECORDS - CONFIDENTIAL
File includes parental consent form, x-rays, medical history, consultation notes, lab results, treatment
progress reports, patient ID card information, type of insurance and related correspondence.
WHEN PATIENT REACHES AGE 21, FILE WITH ADULT DENTAL RECORDS IF STILL A PATIENT.
HE-DS-0002-
ADULT DENTAL RECORDS - CONFIDENTIAL
File includes background information, referrals, medical history, x-rays, treatment progress report,
patient ID card, consent forms, lab results, consultation notes, and related correspondence.
CLO+25
CLO+7
Note: Retention per 28 PA Code Sections 114.23 and 563.6.
HE-DS-0003-
DENTAL SERVICE REPORTS - CONFIDENTIAL - HOLD ON SITE
Statistical data regarding types of dental treatments, ages of patients, provider insurance policies,
frequency of visits, cancer screening results, prescription information and related documentation
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
REF
Page 11

Sub-Department
/HE/AHS/IRS/
Information and Reimbursement Systems
Series ID
HE-IR-
Series Title
Series Description
Confidential
HEALTH - AMBULATORY HEALTH SERVICES - INFORMATION AND

REIMBURSEMENT SYSTEMS
HE-IR-0001-
PATIENT BILLING INFORMATION - CONFIDENTIAL - HOLD ON SITE
Data on billing insurers for patient visits, including posting of such information as the patient name,
dates of visits, type of insurance and treatment required. Paper files include remittance advice,
approval or denial notices, explanations of benefits, requests for patient information and related
correspondence.
Vital
Total Retention
Requirement
CR+7
Note: Retention based on statute of limitations.

CR+2
HE-IR-0002-
DEATH CERTIFICATE FILES - HOLD ON SITE
Copies of death certificates, lists of names of deaths by diseases such as cancer for statistical reports,
electronic lists of deaths over age 65, and related correspondence and documentation
HE-IR-0003-
ENCOUNTER FORMS (TRANSMITTALS) - CONFIDENTIAL
Records that identify and record source documents and diagnostic information about patients seen at
the City Health Centers.
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
CR+7
Page 12

Sub-Department
/HE/AHS/LAB/
Laboratory Services
Series ID
Series Title
Series Description
HE-LS-
HEALTH - AMBULATORY HEALTH SERVICES - LABORATORY SERVICES
Confidential
Vital
Total Retention
Requirement
HE-LS-0001-
PATIENT LABORATORY RESULTS - CONFIDENTIAL - HOLD ON SITE
Copies of all laboratory tests of City Health clinic patients, including immunology examination results.
HE-LS-0002-
LABORATORY TESTS - FOOD AND WATER - HOLD ON SITE
Copies of all laboratory tests including food and water analyses and product evaluations for bacteria,
especially from local food vendors.
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
CR+7
CR+7
PRM=Permanent
REF=Reference
Page 13

Sub-Department
/HE/AHS/OP/
Health Care Center Operations and Community Affairs
Series ID
HE-OP-
Series Title
Series Description
Confidential
HEALTH - AMBULATORY HEALTH SERVICES - HEALTH CARE CENTER

OPERATIONS AND COMMUNITY AFFAIRS
HE-OP-0001-
ADULT MEDICAL CASE HISTORY RECORDS - CONFIDENTIAL
All records pertaining to an adult patient at one of the City Health Centers. File includes background
information, demographic information, examination reports, immunization records, insurance
information, test results, progress notes, referrals, family planning documentation, pre-natal care
records, social service records, HIV/STD records, and related correspondence.
Vital
Total Retention
Requirement
CLO+7
CLO+28
Note: Retention per 28 State Code Sections 115.23 and 563.6
HE-OP-0002-
PEDIATRIC MEDICAL CASE HISTORY RECORDS - CONFIDENTIAL
All records pertaining to a child's health care at a City Health Center from the first visit until the child
turns 21. File includes background information, demographic information, examination reports,
immunization records, insurance information, test results, progress notes, referrals, family planning
documentation, pre-natal care records, social service records, HIV/STD records, and related
correspondence.
NOTE: Retention per 28 State Code Sections 115.23 and 563.6.
M. Samson, City Records Management Analyst has determined that retention should be based on
patient reaching age twenty-one years of age.
HE-OP-0003(continued from previous page)
APPOINTMENT SCHEDULES - CONFIDENTIAL - EVENT DATE REQUIRED HOLD ON SITE
ACT+2
SUP
EVENT IS APPOINTMENT DATE

Confirmed schedule of appointments for all Health Center patients and notation of whether
appointments were kept or broken
HE-OP-0004(continued from previous page)
AMBULATORY HEALTH CARE INDEX - CONFIDENTIAL - HOLD ON SITE BACKUP ON MICROFICHE

Computerized list of all patients going to City Health Centers, including demographic information,
alphabetically listed.
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 14

Sub-Department
/HE/AHS/OP/
Health Care Center Operations and Community Affairs
Series ID
Series Title
Series Description
HE-OP-0005-
MEDICAL STAFF FILES - EVENT DATE REQUIRED - HOLD ON SITE
EVENT IS DATE OF EMPLOYEE SEPARATION

Records pertaining to employees contracted through managed health care service agencies and civil
service medical staff. File includes copies of contracts with managed health care service agencies,
board certification letters, drug enforcement agent certificates, hospital privileges, curriculum vitae and
related documentation, chart reviews, malpractice insurance information, emergency data, audit
reports, and related correspondence
HE-OP-0006-
CONTINUING EDUCATION FILES - EVENT DATE REQUIRED - HOLD ON

SITE
Confidential
Vital
Y
Total Retention
Requirement
SEP+7
ACT+6
EVENT IS DATE OF TRAINING

Credentials for medical staff for AMA certification. File includes training agendas and objectives,
information on specific training course, certificate copies, training sign-on sheets, financial documents
pertaining to payment for training course, and related documentation and correspondence.
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 15

Sub-Department
/HE/AHS/PC/
Primary Care Services
Series ID
Series Title
Series Description
HE-PC-
HEALTH - AMBULATORY HEALTH SERVICES - PRIMARY CARE SERVICES
Confidential
Vital
Total Retention
Requirement
HE-PC-0001(continued from previous page)
ACT+6
CONTINUING EDUCATION FILES - EVENT DATE REQUIRED - HOLD ON

SITE
EVENT IS DATE OF TRAINING
Credentials for medical staff for AMA certification. File includes training agendas, objectives,
information on training courses, certificate copies, sign-on sheets, and financial documentation
regarding payment for training
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 16

Sub-Department
/HE/AHS/PH/
Pharmaceutical Services
Series ID
HE-PS-
Series Title
Series Description
Confidential
HEALTH - AMBULATORY HEALTH SERVICES - PHARMACEUTICAL

SERVICES
HE-PS-0001-
PRESCRIPTIONS - CONFIDENTIAL - HOLD ON SITE
Original prescriptions filled by Health Center patients, as well as a form listing the drugs dispensed by
the City pharmacy.
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Vital
Total Retention
Requirement
CR+7
Page 17

Sub-Department
/HE/AHS/SSR/
Special Services - Radiology
Series ID
HE-RA-
Series Title
Series Description
Confidential
HEALTH - AMBULATORY HEALTH SERVICES - SPECIAL SERVICES RADIOLOGY
HE-RA-0001-
FILM FILES - CONFIDENTIAL
Copies of reports, findings, x-rays and related correspondence.
HE-RA-0002-
MAMMOGRAPHY FILES - CONFIDENTIAL - EVENT DATE REQUIRED - HOLD

ON SITE
Vital
Total Retention
Requirement
CLO+8
ACT+3
EVENT IS DATE OF DEATH OF PATIENT

Copies of reports, findings, x-rays and related correspondence.
Note: Retention per Mammogram Quality Standards Act of 1992
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 18

Sub-Department
/HE/DC/
Disease Control
Series ID
Series Title
Series Description
HE-DC-
HEALTH - DISEASE CONTROL
Confidential
Vital
Total Retention
Requirement
HE-DC-0001-
PATIENT CASE FILES - CONFIDENTIAL
Records pertaining to patients seen at Health Center 1 for diagnosis and/or treatment of either
non-viral (non-syphilis, non-HIV positive) or viral venereal diseases. File includes patient registration,
history information, consent forms, lab test results, diagnoses, medical evaluations, prognosis,
prescribed treatment information, HIV registration and other related documentation.
PRM
CR+6
NOTE: The official patient case files reside in an electronic database maintained by the Health Center.
All paper records used to gather the information for the database should be retained until data entry
and information quality verification are complete and then paper records should be destroyed.
REVISED SCHEDULE - PENDING APPROVAL
HE-DC-0002-
AUTHORIZATION TO RELEASE INFORMATION
Form that patients as well as doctors or health care providers sign giving permission to release or
access medical information to authorized Health Care staff.
HE-DC-0003-
INFLUENZA IMMUNIZATION CONSENTS - CONFIDENTIAL - HOLD ON SITE
Forms signed by adult patients giving permission for them or their children under age 18 to receive a
flu shot. Patient's name, address, demographic information, medical background, type of health
insurance, type of vaccine administered are included.
CR+1
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 19

Sub-Department
/HE/DC/TB/
Tuberculosis Control
Series ID
Series Title
Series Description
HE-TB-
HEALTH - DISEASE CONTROL - TUBERCULOSIS CONTROL
Confidential
Vital
Total Retention
Requirement
HE-TB-0001-
ADULT CASE HISTORY FILES - CONFIDENTIAL
Information on patients testing positive for tuberculosis, including chest x-ray reports, medical and
laboratory results (including skin tests), doctor consultations, contact information, diagnosis,
assessment forms, compliance agreement forms, medication orders, clinic notes, consultation reports,
list of medications and other related documentation.
CLO+10
CLO+31
CLO+2
NOTE: Case file is considered closed when patient no longer has TB or no longer comes in for
treatment.
HE-TB-0002-
PEDIATRIC CASE HISTORY FILES - CONFIDENTIAL
Information on patients testing positive for tuberculosis, including chest x-ray reports, medical and
laboratory results (including skin tests), doctor consultations, contact information, diagnosis,
assessment forms, compliance agreement forms, medication orders, clinic notes, consultation reports,
list of medications, parent signature forms and other related documentation.
Retention is based on patient reaching age 21 plus an additional 10 years.
NOTE: Case file is considered closed when patient no longer has TB or no longer comes in for
treatment.
HE-TB-0003-
ELECTRONIC VERIFICATION REPORT - CONFIDENTIAL - HOLD ON SITE
State of Pennsylvania required surveillance form (NEDSS) used to verify and report known cases of
tuberculosis. Form includes patient's name, address, gender, date of birth, date of initial visit, ethnicity
and nationality, date of arrival in United States, any previous diagnoses, recommended treatments and
any additional case history information available.
NOTE: Case is closed when patient is no longer being treated.
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 20

Sub-Department
/HE/DC/TB/
Tuberculosis Control
Series ID
Series Title
Series Description
HE-TB-0004-
MEDICATION REQUESTS - CONFIDENTIAL
Lists provided by the City pharmacy of drugs used by patients diagnosed with tuberculosis, as well as
names of clients requesting any of these medications. This helps find patients with tuberculosis who
have not been seen by a City physician and thus have not been officially reported as having TB.
Confidential
Y
Vital
Y
Total Retention
Requirement
CR+6
HE-TB-0005-
REFUGEE LISTING - CONFIDENTIAL
Forms provided by the Federal government for tracking people entering this country who may have a
communicable disease such as tuberculosis. File contains subject's name, address, contact
information and medical histories, if available, as well as test results and diagnoses if the person
comes in for treatment. If found positive, a case history file is created.
CR+6
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 21

Sub-Department
/HE/EN/CL/
Childhood Lead Poisoning Prevention Program
Series ID
HE-CL-
Series Title
Series Description
Confidential
HEALTH - ENVIRONMENTAL HEALTH - CHILDHOOD LEAD POISONING

PREVENTION PROGRAM
HE-CL-0001-
CHILDREN'S CASE FILES - CONFIDENTIAL
Includes copies of blood level test results, harm letters and other correspondence, case management
information and related documentation. May also include information regarding property ownership,
inspector forms and reports or correspondence with property owner. Includes work done under Foster
Care Children grant.
Vital
Total Retention
Requirement
CLO+7
CLO+6
Note: Relevant data is also captured in Paradox database. File is considered closed at end of grant
or when case closes according to department protocols.
HE-CL-0002-
GRANT REMEDIATION FILES - CONFIDENTIAL
Qualifying documentation for lead paint remediation grants. May include intake form, proof of income,
property ownership information, copy of inspection. May include remediation steps taken by contractor
and follow-up inspection report. Includes work done under Child Home Daycare grant.
Note: File is considered closed at end of grant.
CLO+6
HE-CL-0003-
HUD INSPECTION FILES
Documentation for hazard identification and remediation inspections performed by City personnel on
repossessed properties under a contract with HUD.
Note: File is considered closed at end of contract.
CLO+0/6
HE-CL-0004-
INJURY PREVENTION FILES - HOLD ON SITE
Results of health and safety hazard inspections done in private residences under a Pennsylvania
Department of Health grant.
HE-CL-0005-
PRIMARY PREVENTION OUTREACH - HOLD ON SITE
CLO+0/6
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 22

Sub-Department
/HE/EN/CL/
Childhood Lead Poisoning Prevention Program
Series ID
Series Title
Series Description
Total Retention
Requirement
Confidential
Vital
REF=Reference
Includes initial contact with new mothers and/or those whose children show elevated blood lead levels.
Includes documentation for visit, information about lead hazards, dust wipe performed at site. May
include copy of child's developmental evaluation forwarded to State. Depending on results of visit, file
becomes part of Children's Case File and/or Grant Remediation File.
Note: Relevant data is also captured in Paradox database.
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
Page 23

Sub-Department
/HE/IRB/
Institutional Review Board

Series ID
Series Title
Series Description
HE-IN-
HEALTH - INSTITUTIONAL REVIEW BOARD
Confidential
Vital
Total Retention
Requirement
HE-IN-0001-
HUMAN RESEARCH STUDY FILES - CONFIDENTIAL
Reviews of research cases involving human subjects. File contains a description of the study
(protocol), consent forms, any grant proposals, feedback, responses from the Institutional Review
Board and any related correspondence.
CLO+6
PRM
CLO+6
NOTE: Per Federal Regulations 20CFR56 and 45 CFR46.
HE-IN-0002-
FEDERAL ASSURANCE DOCUMENTS - CONFIDENTIAL
Legally binding agreement between the Department of Public Health and the Department of Human
Services to abide by Federal regulations for the research/review of human research studies.
HE-IN-0003-
IRB MEMBER INFORMATION AND REGISTRATION DOCUMENTS CONFIDENTIAL
Proof that research study members met the requirements of the Institutional Review Board, including a
list of all names, background information (i.e., if they have had appropriate research training), areas of
expertise, contact information and related documentation.
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 24

Sub-Department
/HE/MCF/CS/
Children with Special Health Care Needs
Series ID
HE-CS-
Series Title
Series Description
Confidential
HEALTH - MATERNAL CHILD AND FAMILY HEALTH - CHILDREN WITH

SPECIAL HEALTH CARE NEEDS
HE-CS-0001-
SPECIAL NEEDS PROJECT CASE FILES - HOLD ON SITE
Contract with Children's Hospital to coordinate the care of children with special needs, either physical
or mental. Records include demographic information, releases, progress notes, surveys, meeting
minutes and related correspondence.
HE-CS-0002-
GRANT APPLICATION REVIEWS - HOLD ON SITE - SEE DESCRIPTION FOR

FULL RETENTION INFORMATION
Vital
Total Retention
Requirement
CLO+2
Applications from possible providers for grant funding for proposed Children With Special Health Care
Needs programs, as well as review scores, comments from Early Childhood review panel and related
correspondence.
Note: Rejected applications should be held for one year from receipt. Accepted applications should
be filed with the grant and retained for the same length of time as the grant.
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 25

Sub-Department
/HE/MCF/HP/
Maternal and Child Health Programs
Series ID
HE-HP(continued from previous page)
HE-HP-0001(continued from previous page)
Series Title
Series Description
Confidential
Vital
Total Retention
Requirement
HEALTH - MATERNAL CHILD AND FAMILY HEALTH - MATERNAL AND

CHILD HEALTH PROGRAMS
HEALTHY START PROGRAM PROVIDER FILES - EVENT DATE REQUIRED HOLD ON SITE
ACT+3
ACT+3
ACT+3
AUD+6
EVENT IS END OF CONTRACT AND COMPLETION OF ALL AUDITS

Records pertaining to contracted agencies providing services to pregnant women at risk to try to
reduce infant mortality. File includes the contract with the service providing agency, work statements
describing the program, budget papers, copies of invoices, quarterly and annual reports on
accomplishments, site visit reports and related correspondence.
TITLE V PROVIDER PROGRAM FILES - EVENT DATE REQUIRED - HOLD ON

SITE
Records pertaining to contracted agencies providing maternity and infant care services, including
home visits, wellness programs, at risk and special needs services for pregnant women, children and
adolescents. File includes copies of contracts with provider agencies, work statements describing the
program, budget papers, invoice copies, quarterly and annual reports on accomplishments, site visit
reports and related correspondence.
WELCOME NEW FAMILIES PROGRAM FILES - EVENT DATE REQUIRED HOLD ON SITE
Home visiting program for new parents. File includes work statements, budget papers, copy of the
contract with providers, billing information, site visit data and related correspondence.
NURSE / FAMILY PARTNERSHIP PROGRAM FILES - EVENT DATE

EVENT IS COMPLETION OF STATE AUDIT
State funded program through the Department of Human Services for home visits by nursing
professionals to first time pregnant women at risk. File includes the contract, work statement, budget
papers, invoices, quarterly and annual reports, site visits and responses and related correspondence.
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 26

Sub-Department
/HE/MCF/HP/
Maternal and Child Health Programs
Series ID
Series Title
Series Description
Confidential
NORTH PHILADELPHIA HEALTHY START PROGRAM FILES - EVENT DATE

Vital
Y
Total Retention
Requirement
AUD+3
EVENT IS COMPLETION OF FEDERAL AUDIT

Files relating to the Federally funded Healthy Start Program for pregnant women at risk. File includes
the proposal, contract, program monitoring reports, site visits, meeting minutes and related
correspondence.
NORTH PHILADELPHIA HEALTHY START CLIENT FILES - CONFIDENTIAL EVENT DATE REQUIRED - HOLD ON SITE
ACT+2
CLO+2
EVENT IS DATE OF CLIENT'S LAST VISIT

Files on pregnant women who come in for prenatal care. File includes intake referral forms,
background information, at risk factors including domestic violence and related correspondence.
NORTH PHILADELPHIA HEALTHY START CASES - DOMESTIC VIOLENCE CONFIDENTIAL - HOLD ON SITE
Files on pregnant women who have reported being abused. File includes intake referral forms,
background information, restraining orders, court hearings, encounter forms and related
documentation.
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 27

Sub-Department
/HE/MCF/PE/
Program Evaluation
Series ID
HE-PE-
Series Title
Series Description
Confidential
HEALTH - MATERNAL CHILD AND FAMILY HEALTH - PROGRAM

EVALUATION
HE-PE-0001-
CLIENT DATA LOG BOOKS - HOLD ON SITE
Index to help locate data on individual clients and programs funded by this agency. Such information
as the agency name, client name, type of service provided, dates service was provided and number of
individuals in the program are included in these log books
HE-PE-0002-
CLIENT DATA FORMS - HOLD ON SITE - SEE DESCRIPTION FOR

COMPLETE RETENTION INFORMATION
Vital
Total Retention
Requirement
REF
Statistical information on individual clients and agency services, such as birth outcomes,
demographics, employment history, psycho-social assessments, infant mortality rates, household
information, insurance information and encounter data (how often client is contacted).
Note: Paper records should be held one year after data has been entered on the computer.
Computerized records should be held until superseded.
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 28

Sub-Department
/HE/MCF/WH/
Women's Health Services
Series ID
HE-WH-
Series Title
Series Description
Confidential
HEALTH - MATERNAL CHILD AND FAMILY HEALTH - WOMEN'S HEALTH

SERVICES
HE-WH-0001-
PRENATAL CONTRACT FILES
Contracted services for women who use the City Health Centers for prenatal care and have insurance.
File includes copy of the contract, invoices, meeting notes, quarterly reports, provider time sheets and
HE-WH-0002-
MATERNITY SERVICES PROGRAM FILES
Contracted services to reimburse providers for services offered to uninsured pregnant women at
hospitals or health centers. File includes a copy of the contract, invoices, quarterly reports and related
correspondence.
HE-WH-0003-
PATIENT VISIT ABSTRACTS - HOLD ON SITE
Patient demographics, including name, age, ethnicity, family size, income level, type of services and
supplies received. Used to collect data for billing services and to ascertain need for service.
HE-WH-0004-
FAMILY PLANNING PROGRAM FILES
Contracts with providers to administer family planning to women at the City Health Centers. File
includes contract copies, genetic screening results, related reports and correspondence, invoice
copies and supply inventories.
HE-WH-0005-
MATERNITY CARE CASE FILES - CONFIDENTIAL
Services provided at City Health Centers for uninsured pregnant women and girls such as doctor
exams, prenatal care, walk-in pregnancy tests, teen counseling and delivery arrangements. File
includes a copy of the contracts with providers, quarterly and annual reports, invoice copies and
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

CR=Created (Opened)
CY=Calendar Year
Vital
Total Retention
Requirement
CY+6
CR+7
CR+2
CR+7
FY=Fiscal Year
PRM=Permanent
REF=Reference
CR+7
Page 29

Sub-Department
/HE/MEO/
Medical Examiner's Office

Series ID
Series Title
Series Description
HE-ME-
HEALTH - MEDICAL EXAMINER'S OFFICE
Confidential
Vital
Total Retention
Requirement
MEDICAL EXAMINER INVESTIGATIONS - NATURAL DEATHS CONFIDENTIAL
CLO+20
PRM
PRM
PRM
Investigations conducted by the Medical Examiner's Office resulting in a conclusion of natural death.
Records may include toxicology reports, photographs, slides, correspondence, lists of personal effects,
notes and summary reports
MEDICAL EXAMINER INVESTIGATIONS - NON-NATURAL DEATHS CONFIDENTIAL

Investigations conducted by the Medical Examiner's Office resulting in a conclusion of non-natural
death. Records may include toxicology reports, photographs, slides, correspondence, lists of personal
effects, notes and summary reports
HE-ME-0003-
DAY BOOK - CONFIDENTIAL
Bound volumes of case-by-case activity of the Medical Examiner's Office. Listings may include
information about the deceased including name, sex and age, case number, date of investigation and
cause of death.
HE-ME-0004-
MEDICAL EXAMINER INDEX - CONFIDENTIAL - HOLD ON SITE
Index cards for all cases investigated between 1917 and 1994 including name, case number and name
of investigating doctor.
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 30

Sub-Department
/HE/NH/
Nursing Homes
Series ID
Series Title
Series Description
HE-NH-
HEALTH - NURSING HOMES
Confidential
Vital
Total Retention
Requirement
HE-NH-0001-
RESIDENT CASE FOLDERS - ADULT MEDICAL RECORDS - CONFIDENTIAL
Folders comprising history of a resident's stay at one of the City owned Nursing Home Facilities. File
may include background information, demographic information, examination reports, immunization
records, insurance information, test results, progress notes and related correspondence.
CLO+7
Case is considered close upon death or discharge of resident.
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 31

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HEALTH DEPARTMENT - Record Retention Schedule

Uniform Access Case Management Intake

(continued from previous page)

HEALTH - AIDS ACTIVITIES COORDINATING OFFICE - UNIFORM ACCESS

CLIENT SERVICES CHART - CONFIDENTIAL

(continued from previous page)

INFORMATION AND REFERRAL HOTLINE - CONFIDENTIAL - HOLD ON SITE

(continued from previous page)

CITY OF PHILADELPHIA / DEPT. OF RECORDS

HEALTH DEPARTMENT - Record Retention Schedule

AIDS Education and Prison AIDS Project

(continued from previous page)

HEALTH - AIDS ACTIVITIES COORDINATING OFFICE - AIDS EDUCATION

CLIENT TESTING FILES - CONFIDENTIAL - HOLD ON SITE

(continued from previous page)

PROVIDER TRAINING RECORDS - EVENT DATE REQUIRED - HOLD ON

(continued from previous page)

EVENT IS DATE AGENCY IS NO LONGER A PROVIDER

PROJECT FILES - HOLD ON SITE

(continued from previous page)

TRACKING FILES - CONFIDENTIAL - HOLD ON SITE

(continued from previous page)

PRISON COUNSELING AND TESTING LOGS - CONFIDENTIAL - HOLD ON

(continued from previous page)

PRISON EDUCATION FILES - HOLD ON SITE

(continued from previous page)

CITY OF PHILADELPHIA / DEPT. OF RECORDS

HEALTH DEPARTMENT - Record Retention Schedule

AIDS Education and Prison AIDS Project

(continued from previous page)

CITY OF PHILADELPHIA / DEPT. OF RECORDS

HEALTH DEPARTMENT - Record Retention Schedule

HE-PE-0001(continued from previous page)

HEALTH - AIDS ACTIVITIES COORDINATING OFFICE PREVENTION/EVALUATION SERVICES

CITY OF PHILADELPHIA / DEPT. OF RECORDS

HEALTH DEPARTMENT - Record Retention Schedule

Health Program Services Unit

(continued from previous page)

HEALTH - AIDS ACTIVITIES COORDINATING OFFICE - HEALTH PROGRAM

PROGRAM PROVIDER FILES - EVENT DATE REQUIRED

(continued from previous page)

EVENT IS STATE AUDIT

CONTINUOUS QUALITY IMPROVEMENT - HOLD ON SITE

(continued from previous page)

CONTINUOUS APPLICATIONS - HOLD ON SITE

(continued from previous page)

CITY OF PHILADELPHIA / DEPT. OF RECORDS

HEALTH DEPARTMENT - Record Retention Schedule

Research and Information Unit

(continued from previous page)

HEALTH - AIDS ACTIVITIES COORDINATING OFFICE - RESEARCH AND

HIV PREVENTION STANDARDS - HOLD ON SITE

(continued from previous page)

Guidelines on how services should be delivered by providers, with related documentation on

SERVICE LEVEL FINAL REPORTS - HOLD ON SITE

(continued from previous page)

CLIENT STATISTICAL DATA - CONFIDENTIAL - EVENT DATE REQUIRED HOLD ON SITE

(continued from previous page)

EVENT IS DATE OF COMPLETION OF STATISTICAL REPORT

CITY OF PHILADELPHIA / DEPT. OF RECORDS

HEALTH DEPARTMENT - Record Retention Schedule

Special Projects - Housing Admissions Unit

(continued from previous page)

CLIENT INTAKE FILES - CONFIDENTIAL - HOLD ON SITE