Supervisor ARGOTSINGER offered the following Resolution and moved its adoption:

RESOLUTION AUTHORIZING THE DISPOSAL OF CERTAIN RHCF AND NURSING SERVICE RECORDS THAT ARE BEYOND THEIR STATUTORY RETENTION DATE (COUNTY CLERK)

WHEREAS, the County Clerk has advised that per the New York State Archives Retention Schedule, there are records housed at the Fort Johnstown Records Room that have reached their retention date and can be disposed of; and

WHEREAS, the records to be disposed of are records from the former Residential Health Care Facility and Nursing Service; now, therefore be it

RESOLVED, That upon the recommendation of the County Clerk, County Attorney, and Committee on Finance, the County Clerk be and hereby is directed to arrange for the proper disposal and/or destruction of certain former Residential Health Care Facility and Nursing Service records that are beyond their Statutory Retention Date as attached to this Resolution; and, be it further

RESOLVED, That the County Clerk do each and every other thing necessary to further the purport of this Resolution; and, be it further

RESOLVED, That certified copies of this Resolution be forwarded to the County Treasurer, County Clerk, Budget Director/County Auditor and Administrative Officer/Clerk of the Board.

Seconded by Supervisor HOWARD and adopted by the following vote:
TOTAL: Ayes: 19 Nays: 0 Absent: 1 (Supervisor Waldron)

Required Series Date of Record Schedule Item Retention Comments
Medical Case Files,
expired, discharges
1998-2012 472 6 years after death or discharge of patient, but not until 3 years after individual attains age 18 298 Cubic feet
Pharmacy Usage and distribution records for controlled substances 2009-2010 510 6 years 1 cubic foot
Duplicate personnel files 2006-2012 19 0 after no longer needed 19 cubic feet
Accident/ incident sheets 2008-2009 985 7 years after end of calendar year
or 7 years after superseded or
obsolete, whichever is longer
9 cubic feet
Infection control sheets 2009 467 10 years 2 cubic feet
Facility/program records, including records documenting the operation and maintenance of the facility; daily census reports; incident reports;  business records; records relating to the  application or renewal of t he operating certificate; admission and discharge registers; program records  including service procedures, activities schedules, agreements with external service providers, disaster and emergency plans, and records of evacuation drills; food service records including menus and food  procedure records; records of the maintenance of the physical plant and environmental standards; staff records including personnel procedures, job descriptions,  staffing schedules and payment records; certificates or reports issued by locaI and state jurisdictions related to facility operation; and related records 1995-2006 985b 7 years 2 cubic feet
Medicare, Medicaid or insurance carrier claim records 1998-2004 455 7 years 43 cubic feet
Patient summary data report (green bar sheets) 1989-1997 881 Maintain as long as patient medical or other case record. 10 yrs was noted on accompanying document NOTE: SUGGEST KEEPING IF master
summary
ledger does
not contain
these patients
7 cubic feet
Fulton County Nursing & CHAA 
(Community Home Health Aide) 
case files (if closed)
Circa 2000-2009 473 6 years after discharge or last contact, but not until 3 years after youngest patient attains age 18 144 cubic feet
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