Departmental Records Retention Schedule

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1 University of Washington Page 1 of 8 Departmental Records Schedule 1 Athlete X-Rays - Prior to 1999-DISCONTINUED OPR Last Contact 12Y Provides record of x-rays taken for injured athletes. Prior to 1999 the files are arranged by last contact, there is no way to indicate end of eligibility. Therefore these x-rays need a different retention period than x-rays after 1999 to ensure they are maintained for the eligibility of the athlete. Discontinue--all X-rays are now under record 'Athlete's X-Rays-1999 to Present' DAN Contracted Staff Personnel Folders WSGS OPR Termination 6Y of Contract Personnel files for ICA staff under "contracted" classification. ICA Training Room staff are considered a contracted employee and employment is contingent on renewal of contract. Includes payroll documentation, annual performance evaluations, etc. Replicate to UW General Schedule 8-36 Personnel Folders, other copy. However, keep retention at 6 years.

2 University of Washington Page 2 of 8 Departmental Records Schedule 3 Individual Athlete Insurance Claim Files WAGS OPR Claim Paid 6Y Files of individual athletes which indicate private insurance carrier, if any, for athlete. Includes form completed by athlete/parents with private carrier information and medical bills submitted to ICA for re-imbursement or payment. Replicate to UW General Schedule 6-73, Billing Source Document, changed cut-off from 'Last Contact'. 4 Medical Expense Log OFM August 5Y Log for each athlete which is used to track and monitor the status of medical claims. Includes information such as private insurance carrier, date of service, type of injury, amount of bill, how much paid and additional notes. Each season (August) a new log is started and outstanding information is transferred to the new log for follow-up.

3 University of Washington Page 3 of 8 Departmental Records Schedule 5 NCAA Catastrophic Insurance Program - Claim Files WAGS01016 OPR Claim Paid 6Y Claim files for re-imbursement for athlete medical bills through the NCAA Catastrophic Injury Insurance Program. Includes medical bills, claim forms, correspondence, etc. Replicate to UW General Schedule 6-73, Billing Source Document WAGS Athlete Medical Files (Expired) 7Y r2.R4 Eligibility Provides record of medical history for each UW athlete. May include medical history, HIPAA form, injury report forms, notes, registration forms, correspondence, therapy records, progress notes, doctor visits, physical examinations, consent forms for medical procedures and acknowledgement of potential injury forms. Update description from "Provides record of medical history for each UW athlete (football, track, basketball, tennis, golf, crew, soccer, swimming, gymnastics, volleyball, baseball, softball, etc.). May include medical history, injury report forms, notes, x-ray log, registration forms, correspondence, therapy records, progress notes, doctor visits, physical examinations, waivers for tryouts, consent forms for medical procedures and acknowledgement of potential injury forms."

4 University of Washington Page 4 of 8 Departmental Records Schedule 7 Athlete Sports Waivers - Not Accepted Provides record of individuals' signed waivers for athletic try-outs who were not accepted onto the team. Waivers are informed consent from the individual releasing the University from liability while the individual is participating in try-outs Y r2.R4 Discontinue for UW General Schedule Student Petitions and Waivers 9-57, DAN Retain for 6 years after last contact/graduation. 8 Athlete's X-Rays 7Y r2.R4 Eligibility Provides record of x-rays taken for an injured athlete. Upated title from "Athlete's X-Rays 1999 to Present"

5 University of Washington Page 5 of 8 Departmental Records Schedule 9 Bowl and Tournament Files-DISCONTINUED Provides record of preparation for and participation in bowl games and tournaments. May include correspondence, programs, medical arrangements, medication logs, budget preparation and memorabilia. 7Y r1.R2 Potentially Process is obsolete--injury reporting now part of the Sports Injury Monitoring System (SIMS), DAN Sports Injury Monitoring System (SIMS) Tracks athletes by sport and status. Includes diagnosis, medical arrangements, medication logs, parent contact information, and daily summary for each sport of athletes' status for practice (i.e. full activity, limited activity or no activity for each participant). 7Y r2.R4 Updated description and title from "Daily Sports Medicine Report" and "Provides daily summary for each sport of athletes' status for practice (i.e. full activity, limited activity or no activity for each participant). Reports are broken down by team and maintained by the trainer for that team. Includes athlete name, diagnosis and status."

6 University of Washington Page 6 of 8 Departmental Records Schedule 11 Daily Treatments Schedule Sign-in schedule for athletes who are coming in for treatment. Includes name, sport, area of injury and treatment to be received. WSGS Y r1.R2 Replicate to Calendars, Appointment Books, Daily Schedules, Telephone Logs- GS10-04 DAN, WSGS Physical Exam Report-DISCONTINUED Provides summary record by sport of each athlete's physical exam so that coaches can identify who is pending or being withheld from practice or games. 7Y r1.R2 Part of Sports Injury Monitoring System (SIMS) DAN

7 University of Washington Page 7 of 8 Departmental Records Schedule 13 Sensitive Medical Profiles Y r1.R2 Eligibility Provides confidential profile of athlete mental/physical health (i.e. substance abuse) and measures taken for individual treatment. May contain assessments, consultant recommendations, diagnosis, treatment schedule, periodic evaluations, progress reports, summaries, billing statements, and student release waiver. Replicate to Athlete Medical Files Student Athletic Trainer Intern Files OPR Completion 6Y r1.R2 of Internship Provides record of each student intern in the athlete trainer program. May include application, correspondence, student evaluations, National Athletic Trainer Association Supervised Athletic Training Work Experience Record, timesheets, etc. Files are documentation that individual has logged required training time and is eligible to sit for NATABOC exam. Replicate to UW General Schedule Student Folders 9-41 DAN

8 University of Washington Page 8 of 8 Departmental Records Schedule 15 Over-the-Counter Medication Log- DISCONTINUED This series provides a record of only over-the-counter medications, such as Tylenol, Advil, etc, that are being dispensed to athletes. 7Y Part of Sports Injury Monitoring System (SIMS) DAN

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