Patient Records and Charts (Paper and Microform Only)

Series #: TBD

Series Description:

This retention applies to hardcopy (paper and microform) patient treatment records and charts only.  This retention applies to adults, minors, students and deceased patients with paper or microfilm files/charts created prior to the implementation of electronic patient charts in 2017.   This retention also applies to non-electronic Dental, Vision and Psychology Records.  

Series Cutoff: 25 years from 12/31/2017, the year of service, or year placed into storage - the oldest date will determine destruction eligibility

Retention Period: 25 Years

Disposition Action: Securely Destroy or Delete

Approval Date: Pending

Notes and Citations:

Since creation of new paper charts ended in 2017, this retention will be applied to paper charts in storage.  All patient treatment records created after 2017 should be stored in electronic patient record systems and different retention will apply to electronic records.     

Destruction eligibility examples for paper charts:

Example 1.)  A box of patient charts with unknown services dates will be eligible for destruction on 12/31/2042, which is 25 years after the last year paper records were created. 

Example 2.)  A box of patient charts was received in 2008 with unknown service dates.  This box of medical records will be eligible for destruction on 12/31/2033, which is 25 years after the box was received in storage.

Example 3.)  A box of patient charts was received in 2017, but the dates of service for the contents was 2002. The box will be eligible for destruction on 12/31/2027, which is 25 years after 2002.  

Citations: Mo. Rev. Stat. 19 CSR 30-20 (17) and Mo Rev Stat 334.097 and MoRS 332.052

Reviewed 2021-10-21