Health & Human Services Division Retention Schedule

Usually in the form of e-mails, these records are correspondence, requests, and documentation pertaining to or arising from the routine operations of a department, unit, or program. Records may include, but are not limited to, facility and space scheduling requests and logs (including conference rooms and classrooms), office supply requests and logs, general departmental communications and emails, and similar documents.

These records are correspondence that are not pertinent to an active project, matter, or case being handled by the department. Correspondence related to an active project, matter, or case being handled by the department should be retained according to the retention period for the related record series on an LCC retention schedule.

NOTE: Even though General Correspondence are often non-records they exist as a record series on this retention schedule in order to ensure that both records and non-record materials are included and managed within LCC’s disposition practices.
Retention = Date sent or received + 2 years

Usually in the form of e-mails, transitory correspondence is any form of written communication with a short-term interest that has no documentary value and need not be retained more than 30 days. This type of correspondence has limited administrative and evidential value that is lost soon after the communication is received. Transitory messages do not set policy, establish guidelines or procedures, certify a transaction or become a receipt.

Even though Transitory Correspondence are usually non-records they exist as a record series on this retention schedule in order to ensure that both records and non-record materials are included and managed within LCC’s disposition practices.
Retention = Date sent or received + 30 days

These records are related to meetings and include, but are not limited to, agendas, meeting minutes, meeting notes, hand-outs, announcements, distribution materials (or other supporting documentation), attendance records, and related correspondence.

1. Radiologic Technology Program Meeting Records
   Retention = Meeting date + 10 years
2. Nursing Program Meeting Records
   Retention = Meeting date + 8 years
3. All other meeting records
   Retention = Meeting date + 5 years

These records document program activity in relation to accreditation. They include, but are not limited to, tracking logs, accreditation applications, accreditation standards documentation, reports, accreditation proposals, and supporting documents.
Retention = Accreditation received + 10 years

These are records related to various aspects of budget creation, tracking and future-planning. They include records that serve as a working copies of budget negotiations in support of the final annual budget.

The series includes, but is not limited to, budget details, copies of budget proposals, spreadsheets, Perkins fund requests, Capital Equipment requests, training and professional development information, and other internal budget planning documentation.

NOTE: Final budgets are maintained by the Office of Financial Services.
Retention = Fiscal year ends + 5 years

These records document contracts and agreements related to affiliation agreements, education presenters, and services performed by medical professionals at LCC.

The Health and Human Services Division is generally not the office of record for the official legal document, but still needs to maintain these records to administer the terms.

1. Contract and Agreement Lists
   Retention = Until document is revised and superseded by a new version, or until the document is deemed obsolete
2. Contracts and Agreements
   Retention = Contract expires + 6 years
3. All other supporting documentation
   Retention = Date created + 7 years

These records document the Health & Human Services Division's policies, standard operating procedures, processes, guidelines and expectations for employee conduct and interactions with customers, students and external contacts. They include, but are not limited to, Faculty Handbook, Student Handbook, Program Handbook, Program Guidelines, SIM Chart Access Guide, and HIPAA Action Plan for Compliance.
Retention = Until document is revised and superseded by a new version, or until the document is deemed obsolete

These records are related to the maintenance of equipment owned and/or used by programs in the Health & Human Services Division.

1. Maintenance Logs and Records
   Retention = Until equipment is no longer in use
2. Quality Assurance and Monitoring Records
   Retention = Date created + 3 years
3. Radiation Dosimetry Reports
   Retention = Permanent

These are records used to request and track supplies for the individual programs in the main supply room.
Retention = Date created + 7 years

These are documents related to treatment and services provided to patients and clients in the clinics operated on campus.

1. Client Files and Patient Records
   Includes, but not limited to, client evaluations, consent to treatment, doctor's consent, health history forms, informed consent forms, medical history, nutritional analysis, pharmacologic records, referral letters, release of information, student clinical notes, treatment notes, and x-rays.
   Retention = Date of last visit + 10 years
2. Appointment Book
   Retention = Date created + 1 year
3. Satisfaction Surveys - Individual
   Retention = End of semester
4. Satisfaction Surveys - Summary Data
   Retention = Date created + 7 years

These records are used to document and track continuing education credits, requirements, and various trainings needed for licenses and certifications held by staff.
Retention = Until document is revised and superseded by a new version + 7 years

These records document the development and maintenance of projects, programs and initiatives including, but not limited to, committees, organizations, seminars, vendor presentations, conference attendance, scholarships, grants, and web page development or changes.
Retention = Date created + 3 years

These records are related to program reviews and evaluations. They are created by programs, updated periodically, and often tied to accreditation requirements.
Retention = Date created + 10 years

These records are used to track production supplies expenses for production budgetary purposes.
Retention = Date created + 10 years

These records are used to document and submit time used, document and process additional pay for faculty, and support Banner System data entry.
Retention = Date created + 1 year

These are records related to program supplies and resources in the Health & Human Services Division.

1. Supply Lists, Inventory Records, Technical Guides, and Employee Locker Records
   Retention = Until document is revised and superseded by a new version, or until the document is deemed obsolete
2. Resource Consultation Records and Medical Locked Storage (MLS) Store Purchase Records
   Retention = Date created + 1 year
3. Kit Order Records and Student Locker Records
   Retention = End of semester

These records document and track student and member information and activity at the Fitness Centers and Weight Room.
Retention = Until a member or student is no longer active + 2 years

These are records related to the affiliation of Health & Human Services programs with external clinics and agencies. They include, but are not limited to, site reports and contact information spreadsheets.
Retention = Until document is revised and superseded by a new version, or until the document is deemed obsolete + 7 years

These records are used to track faculty workload to know when performance reviews need to take place.

NOTE: Complete performance reviews are maintained by the Human Resources Division.
Retention = Until document is revised and superseded by a new version, or until the document is deemed obsolete

These are records related to the handling of hazardous chemicals within the Health & Human Services programs. They include Safety Data Sheets (SDS), training records, and training tracking records.

1. Safety Data Sheets (SDS)
   Retention = Until no longer used in work area + 30 years
2. Training Modules and Related Records
   Retention = Until document is revised and superseded by a new version, or until the document is deemed obsolete

These records are used in the Dental Hygiene Program to measure effectiveness of clinical care and students' understanding of record keeping. The records include, but are not limited to, the Dental Records Quality Assurance Form.
Retention = Date created + 3 years

These records include documents that protect the college against any liabilities at the Fitness Center, and support payments sent to the Financial Services Division. They are completed by students who use the Fitness Center and by members of the Fitness Center. They include, but are not limited to, the signed Release and Hold Harmless Agreement and the Fitness Center Membership Application. Most of these records are completed every semester that a participant is a member of the Fitness Center.
Retention = Date created + 2 years

These records include documents used to inform potential Health & Human Services students of program requirements prior to application.
Retention = Date created + 10 years

These records are files created for each CCAMPIS student participant (parent). They include, but are not limited to, CCAMPIS Enrollment Information Form (contains data that must be reported to the Department of Education), Ingham Early Childhood Application, and LCC Student Information used to track students at LCC.
Grant expired + 5 years

These are records related to Lunch and Learn Seminars hosted by the CCAMPIS program. They include, but are not limited to, sign-in sheets, hand-outs, presentations, and bus pass receipts.
Retention = Date created + 5 years

These are records that document and track phone calls, communications and/or office visits with students in the CCAMPIS program.
Retention = Date created + 2 years

These reports are used to make program changes, quality improvements, and to study for future needs.

NOTE: This report has been suspended by the Michigan Board of Nursing effective Spring 2015.
Retention = Date created + 8 years

These records are used to document educational events. They include, but may not be limited to, copies of contracts, banquet orders, event detail, and audiovisual equipment forms.
Retention = Date created + 3 years