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Employee Medical Records

RDA Number
SW04
Effective Date
Record Series Abstract
Documents relating to confidential employee medical records. Examples: Documentation of physicals and health status, Alcoholics Anonymous treatment statement, drug related treatment, injured in the line of duty and workers' compensation claims. May include diagnostic items such as test results, pictures, and x-rays. Records covered under SW19 Active Employee Files, SW09 Attendance and Leave Records, or SW03 Human Resources Employee Information Documents shall not be destroyed under this RDA.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Upon employee termination.
Total Retention Years
30
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Files are cut off upon termination of employee, maintained for thirty years. Records may be maintained in either paper or electronic format, as long as the electronic content has been verified for completeness, accuracy, and usability. Records in Paper Format may be transferred to the State Records Center. Records in electronic format shall be maintained in Office of Information Resources (OIR) approved software and server environment. Any sensitive or confidential information contained therein shall be destroyed according to standards for destruction of confidential information. FORMER RDA's MERGED: S2418, S2489
Agency
Allotment Code
30513
Record Location
Agency records officer shall keep documentation of specific location.
File Arrangement
alpha numeric
Date Range
1990 to current
Annual Accumulation
Agency records officer shall keep documentation of specific volume.
Current Volume
Agency records officer shall keep documentation of specific volume.
Record Value
Administrative
Legal
Audit Requirements
State
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Record will be stored in the HR division of the agency. Paper records may be kept on site or stored at the state records center. Electronic versions will be maintained on the state OIR approved system.
Essential Record Media Type
Paper
Confidential
No
Confidential Legal Citation
29 CFR 1910.1020
Does this Record Series Contain Sensitive Information?
No
Agency Retention
30 years
Record Sample PDF
1795.sample.pdf441.53 KB
System Name
Records Officer shall document system name.
Hardware Description
All hardware for maintaining the records series shall be maintained in accordance with the current standards of the Office for Information Resources (OIR).
Software Description
All software for maintaining the records series shall be maintained in accordance with the current standards of the Office for Information Resources (OIR). Agency shall use File Types and Formats that are considered High Confidence by OIR.
System Location
Agency Records Officer shall document the system location.
Backup Procedures
Backup procedures system shall be maintained in accordance with the current standards of the Office for Information Resources (OIR). Backup procedures shall be reviewed and tested annually.
Disaster Recovery
Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of the Office for Information Resources (OIR). Disaster Recovery plans shall be reviewed annually.
Data Migration Description
Agency shall have a detailed plan for migrating the electronic records in case of a software upgrade/change, hardware replacement, or a disaster.
Legacy Revision UUID
1795