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The following records retention guidelines provide recommendations for the disposition of records and information used in the administration and management of Duke University Medical Center (DUMC) [e.g. the Duke University Health System (DUHS), the Duke University School of Medicine (SOM), the Duke University School of Nursing (SON).]
They also keep DUMC offices functioning day-to-day. Therefore, they can be routine and business-like in nature.
These guidelines apply to DUMC records and data stored on any and all media. These guidelines do not obligate an office to create records that did not previously exist.
The Retention Guidelines identify minimum retention periods for several categories of DUMC records.
A title and brief description of the contents of each series identifies the information or data to be disposed of following the recommended retention period. DO NOT dispose of any records or data if an investigation, legal action or proceeding, audit or program review is forthcoming or in progress.
Following the minimum retention period, the records in question should be disposed of according to the recommendations in these guidelines.
In some cases, it is important to destroy information using a method that preserves its confidentiality. (This excludes records identified for permanent retention.) Duke University Medical Center Archives (DUMCA) maintains contact with a Duke approved vendor for confidential shredding. For more information, contact DUMCA staff at 919-383-2653 or firstname.lastname@example.org for assistance.
DUMCA staff will review the retention guidelines for administrative and management records periodically and will issue revisions as necessary.
If you maintain administrative and management records that are not identified in these guidelines, contact DUMCA staff at 919-383-2653 or email@example.com for assistance.
In most cases, offices responsible for maintaining records do not have adequate space to store them beyond one or two years. The DUMCA cannot accept records prior to the end of their recommended minimum retention period, or while otherwise still active or in use by the office, but vendors have been approved by Duke to provide off-site storage for these records until disposition. For more information about Duke approved vendors for off-site storage, contact the DUMCA at 919-383-2653 or firstname.lastname@example.org.
If records must be moved to an off-site storage location consider the following needs: