Number: 4:08

Effective Date: December, 1987

Revisions: 09/99; 09/09

Approval: October, 1999

Subject: PHARMACY RECORDS ADMINISTRATION AND MANAGEMENT

1. POLICY

Proper records filing, storage, safeguarding, retention and disposition are important functions. Patient data is frequently of a private and sensitive nature. Retention of files and records is important for legal, management and informational reasons. The records administration and management policy has been established with these considerations in mind.

2. DISPOSITION CODES

A - Records to be forwarded to the Records Archives, UAMS Medical Library.

B - Records are retained permanently. Final disposition of these records are decided only by the Director of Pharmacy.

C - Records are to be destroyed.

3. RECORDS DISPOSITION

Type of Records	Active	Storage	Disposition
Budget & Expenditure Files	2 yr	3 yr	A
Personnel File	Current		B
Personnel File	After termination	B	B
Admin Reports & Correspondence	1 yr	4 yr	A
Five Year Plan	5 yr		B
Correspondence		B	B
Inspection and Survey Reports	3 yr	2 yr	A
Residency Records	Current	B	B
Resident File	1 yr	B	B
Resident Applications	1 yr		C
Standards Material		B	B
Purchase Records	1 yr		B
Purchase Orders, Delivery Orders, and Completed Invoices	1 yr		C
Physician Orders (upon pt. discharge)	prn		C
Drug Recalls		B	B
Tax Free Alcohol Inventory Records		5 yr	C
Controlled Drug Inventories		2 yr	C
Controlled Drug Admin Records	6 mo	2 yr	C
Manufacturing & Prepacking Records		B	B
Batch Sheets		2 yr	C
Control Sheets		2 yr	C
Prepacking Card (when full)		2 yr	C
Control Lab Assay Record Book		B	B
Interdepartmental Transfer Records		6 mo	C
Outpatient Prescriptions	1 yr	5 yr	C