AGENCY: Department of Health and Human Services. Office of Children with Special Healthcare Needs

SERIES: 82181
TITLE: Patient files
DATES: 1977-
ARRANGEMENT: Alphabetical by surname.

DESCRIPTION: This series contains testing, diagnosis, and treatment records for patients evaluated by the bureau. Information may include growth charts, care coordination and treatment plans, releases and requests for information, insurance and billing records, authorizations for services, SSI/DDI requests, medication lists, and correspondence. May also contain Patient and Family Information, Referrals and Applications for Service, Patient History, and Community/School forms as well as laboratory, X-ray, physician (pediatrics, neurology, orthopedics, and ophthalmology), OT/PT, hearing and vision, speech, language, psychology, social work, nutrition, and dental reports.


Retain for 75 year(s)




These records are in Archives' permanent custody.

APPROVED: 06/1988


Paper: Retain in Office for 2 years after closing and then transfer to State Records Center. Retain in State Records Center for 73 years and then destroy.


Administrative Legal

The record should be kept in the office as long as the case is open. As some cases are closed immediately after testing and others can be kept open for years, one retention cannot be set for open cases. A ten year retention is recommended to protect the state should someone bring suit claiming an incorrect diagnosis. The determinate here is that the rules of discovery would apply. At the age of 18 s/he is no longer eligible for services from this bureau. Then the chart can be microfilmed. The record is maintained should the individual apply for disability. A 75 year retention is consistent with workmen's compensation claim files.