{"ref":"DC-HC-REC-02","title":"Records Retention, Storage, and Disposal","category":"Records","summary":"The Agency's records system under 22-B DCMR §9915: written policies for the protection, confidentiality, retention, storage and maintenance of all Agency records, the retention schedule (client records five years after discharge, complaints and incidents five years, personnel records five years after separation, criminal records destroyed one year after employment ends), legal holds, secure destruction, and what happens to records if the Agency closes.","inShort":["Client records are kept for at least 5 years after discharge, and complaint and incident records for at least 5 years, as DC Health requires.","Personnel records are kept for at least 5 years after an employee leaves. Criminal background reports are destroyed one year after employment ends.","Keep records locked or in the Agency's secure system. Never take records home or keep them on a personal phone or email.","Never throw papers with client information in the trash. Bring them to the office to be shredded.","Do not destroy any record the Director has placed on hold."],"primaryCitation":"22-B DCMR §9915","citations":["22-B DCMR §9915.1","22-B DCMR §9915.2","22-B DCMR §9915.3","22-B DCMR §9915.4","22-B DCMR §9915.5","22-B DCMR §9915.6","22-B DCMR §9915.7","22-B DCMR §9908.2(e)","22-B DCMR §9901.4","22-B DCMR §9901.5","22-B DCMR §9906.2(e)","22-B DCMR §9910.6","D.C. Code §44-552(d)","D.C. Code §28-3852.01"],"federalCitations":["45 CFR §164.530(j) (only if the Agency is a HIPAA covered entity)","29 CFR §1910.1030(h)","8 CFR §274a.2(b)(2)"],"surveyorAsks":["How long do you keep client records after discharge? Show me your retention schedule.","How long do you keep complaint and incident records?"],"forms":[{"ref":"DC-HC-REC-02-A","title":"Records Retention Schedule and Disposal Log"}],"headings":["Terms of Reference","1. Purpose","2. Scope","3. Definitions","4. Policy Statement (22-B DCMR §9915)","5. The Records the Agency Keeps","6. Retention Schedule","7. Protection and Storage","8. Legal Holds","9. Secure Destruction","10. Transfer of Records","11. Records on Dissolution or Change of Ownership","12. Responsibilities","13. Records and Compliance Monitoring","14. Staff Training","15. References","16. Related Policies and Forms","17. Approval","18. Revision History"],"version":"1.0","sample":false,"pack":"dc-hca","state":"Washington, DC","service":"Home care","guides":[{"path":"/guides/home-care-agency-policies/","h1":"What policies does a home care agency need?"}],"agency":{"name":"Sample Agency","legalName":"Sample Agency, LLC","logo":null}}