If the New Year has prompted you to clean-up, here are some useful tips to help you remain diligent in making decisions about the retention, disposal and storage of: 

RCH administrative records

If there is a need to dispose (ie retain permanently, temporarily or throw out) RCH administrative records, please ensure your department remains accountable. You must also assess if documents or files have any ongoing historical value to RCH.

Follow these steps before disposing of RCH administrative records:

1. The Public Records Act states that all records created in the hospital are subject to regulation regarding their retention, disposal and storage. Refer to the Public Records Office website (General Retention & Disposal Authority For Records of Common Administrative Functions PROS07/01 and Higher and Further Education Institutions General Records Disposal Authority PROS02/01).

2. Once records are identified for throwing out, remain accountable by logging the following information:

(a) type of record (e.g. invoices);
(b) section in the PRO Admin Disposal Authority which authorises this (e.g. Section 5.1.1 of the PRO Admin Disposal Authority);
(c) approx. quantity of each type of record (e.g. 0.5 linear meters); and
(d) date thrown out (e.g. 23/7/2009).
This must occur each time records are disposed of into the future.

3. Email the above information to Bronwyn Hewitt in the RCH Archives Department - bronwyn.hewitt@rch.org.au, and log it in a centralised system in your department.

4. Records documenting the work of a department or those created by an individual throughout their career at the RCH may also have continuing information value as archives. This may include memorabilia of past events or social activities and photographs. If you discover records which fall into this category, please contact Bronwyn Hewitt. 

RCH clinical (patient) records

When sorting through clinical records:

• Refer to the Public Health Services Patient Information Records General Disposal Schedule on the Public Records Office website  - www.prov.vic.gov.au/records/dispschl.asp (see Public Health Services Patient Information Records General Disposal Authority PROS 99/04). This document outlines how long documents containing patient information have to be retained once created and their disposal action.
• You can also refer to the Patient information sub-files procedure.
• For more information about archiving or destruction of clinical records contact Kathy Cassin from the Health Information Services Department on 9345 6104.