Resources: Document Retention Guidelines

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• While including some state-specific information, South Carolina and Kansas have created electronic records guidelines that are applicable to any entity.  The South Carolina guidelines are at http://www.state.sc.us/scdah/erg/erg.htm and the Kansas information is available at http://tinyurl.com/2jh6vc  or   http://www.kshs.org/government/records/electronic/electronicrecordsguidelines.htm

• A San Francisco CPA firm, Sterck Kulik O'Neill Accounting Group, Inc., has a Web page outlining general guidelines on Document Retention in five categories, at:  http://www.skocpa.com/document_retention_recommendation.htm  (Please note that Jim Sheldon-Dean and Lewis Creek Systems have no financial interest in Sterck Kulik O'Neill Accounting Group, Inc. whatsoever.)

• Michigan-based ShredCorp has a very useful Sample Document Retention Schedule available at: http://www.shred-corp.com/guidlines.pdf  (Please note that Jim Sheldon-Dean and Lewis Creek Systems have no financial interest in ShredCorp whatsoever.) 

• The IRS record retention guidelines are available at:
https://www.irs.gov/Businesses/Small-Businesses-&-Self-Employed/How-long-should-I-keep-records  

HIPAA-related documentationSecurity rule §164.316(b) is retained six years from the date of creation or last effect, for any policies and procedures, actions, designations, activities, or assessments, according to (page 44 of the combined privacy and security rule text, http://www.hhs.gov/ocr/AdminSimpRegText.pdf ), and Privacy rule §164.530(j) (page 82 in the combined text).  

• The American Health Information Management Association (AHIMAFederal Record Retention Requirements) publishes a publicly available table of  pertaining to health information under a wide variety of Federal regulations and statutes, at http://library.ahima.org/xpedio/groups/public/documents/ahima/bok1_012546.pdf#page%3D1  or  http://tinyurl.com/a6den6     

Return to the main Resources page
Regulations, Standards, and Laws
HIPAA Guidance and Tools
Guidance from NIST
Information Security Guidance

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