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UHN/MSH Department of Microbiology Policy QDRMI03002.05 Page 1 of 3
Quality Manual
Section: Documents and Records Subject Title: Documents and Records Retention and
Disposal Procedure
Prepared by: QA Committee Original Date: March 1, 2003
Issued by: Laboratory Manager Revision Date: February 22, 2006
Approved by: Laboratory Director Annual Review Date: June 16, 2008
Purpose:
To provide retention times guidance for all documents and records of the department.
Responsibility:
All Microbiology staff are responsible for the retention of all laboratory documents and records.
Procedure:
1. Keep all documents and records for the duration as listed on the DOCUMENTS AND
RECORDS RETENTION TIMES chart below.
2. Each December dispose outdated documents and records as per Hospital Confidentiality
Policy.
.
DOCUMENTS AND RECORDS RETENTION TIMES
Record Type Storage Time Storage Area
Archived Procedure Manuals 2 years minimum Electronic copy:
T:\Microbio\New
Manual\Archive Manual
Hard copy:
Microbiology Store Room
Electronic work cards 2 years minimum Reside in LIS live
environment for 2 years
and then moved to archive
environment by SCC.
Original Requisitions 2 years minimum Stored in the
Microbiology Store Room
for 3 months and then
move to MSH 1st floor
store room for the rest of
the 2 years
Assay Work lists/Day lists/printouts 2 years minimum Microbiology Store Room
VITEK computer record 2 years minimum Stored in VITEK computer
hard drive
BacT/Alert computer record 2 years minimum Stored in BacT/Alert
computer hard drive
LABORATORY MANUAL
UNIVERSITY HEALTH NETWORK /MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
NOTE: This is a CONTROLLED document for internal use only. Any documents appearing in paper form are not controlled and should be checked against
the document (titled as above) on the server prior to use.
C:\Docstoc\Working\pdf\59cc48f0-4699-40bb-8016-cdd7951e678e.doc
UHN/MSH Department of Microbiology Policy QDRMI03002.05 Page 2 of 3
Quality Manual
Section: Documents and Records Subject Title: Documents and Records Retention and
Disposal Procedure
Record Type Storage Time Storage Area
Referred-out Logs 2 years minimum Microbiology Store Room
Referred-out report (including PHL) 2 years minimum Microbiology Store Room
Statistics: LCDC reports 2 years minimum Microbiology Store Room
Proficiency testing results (QMPLS, Hard Copies-5 years minimum Electronic copies in the
CAP, etc) Electronic-5 years minimum LIS. Hard copies <2 years
Lab Manual Shelf. Hard
copies >2years in the
Microbiology Store Room
Proficiency testing reports (QMPLS, Hard Copies-10 years minimum Hard copies <2 years Lab
CAP, etc) Manual Shelf. Hard copies
>2years in the
Microbiology Store Room
Instrument QC Printouts 2 years minimum Microbiology Store Room
Instrument Maintenance log Life of instrument while in Lab Manual Shelf.
service
Instrument Service Record Life of instrument while in Lab Manual Shelf.
service
Temperature controlled equipment QC 2 years minimum Microbiology Store Room
Study and Research Documents As defined by study protocol
Method Evaluation Duration of method
Incident Report 2 years minimum Lab Manual Shelf
Assay QC Data Electronic-2 years minimum Electronic copies in the
Hard copies-2 years minimum LIS. Hard copies in the
Microbiology Store Room
Quality Control records Electronic-2 years minimum Electronic copies in the
Hard copies-2 years minimum LIS. Hard copies in the
Microbiology Store Room
Schedule Sheets/Bench Rotation Hard Copies-7 years minimum Hard Copies in Iris Ann’s
Electronic Summaries of Bench Office
rotations and Christmas list-10
years minimum
Payroll Sheets Hard Copies-2 years minimum Hard copies in the
Microbiology Store Room.
Viral Load Requisitions Hard Copies-10 years minimum Hard Copies of the current
2 years in Viral Load Lab.
LABORATORY MANUAL
UNIVERSITY HEALTH NETWORK /MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
NOTE: This is a CONTROLLED document for internal use only. Any documents appearing in paper form are not controlled and should be checked against
the document (titled as above) on the server prior to use.
C:\Docstoc\Working\pdf\59cc48f0-4699-40bb-8016-cdd7951e678e.doc
UHN/MSH Department of Microbiology Policy QDRMI03002.05 Page 3 of 3
Quality Manual
Section: Documents and Records Subject Title: Documents and Records Retention and
Disposal Procedure
Record Type Storage Time Storage Area
Hard Copies >2 years in
the Michener basement.
Viral Load Patient Results Electronic-10 years minimum Electronic Copies
Maintained by the PHL
Viral Load Run Results Hard Copies-10 years minimum Hard Copes-Viral Load
Electronic-10 years minimum Lab
Electronic-On Analyzer
Bench Training Checklists Hard Copies-Duration of Microbiology Iris Ann’s
employment Office
Virology Lab Manual Shelf
Meeting/Committee Minutes Hard Copies-2 years minimum Hard Copies-Lab Manual
(Education, QA, QI, Safety, Virology, Electronic-10 years minimum Shelf
General, Technician, etc) Electronic-On line Manual
SCC Set up Binders and SNUG As Required LIS Manager’s Office and
Binders in the Microbiology Store
Room
Fungal Isolates-Important Isolate Hard Copies-10 years minimum Hard Copies in Mycology
Binders
Related Documents:
Document name Document code
Documents and Records Table of Contents QDRMITOC
Document and Record Maintenance Archival and Retrieval Process QDRMI03000
Record Review Procedure QDRMI03001
Document and Record Retrieval Procedure QDRMI03003
LABORATORY MANUAL
UNIVERSITY HEALTH NETWORK /MOUNT SINAI HOSPITAL, DEPARTMENT OF MICROBIOLOGY
NOTE: This is a CONTROLLED document for internal use only. Any documents appearing in paper form are not controlled and should be checked against
the document (titled as above) on the server prior to use.
C:\Docstoc\Working\pdf\59cc48f0-4699-40bb-8016-cdd7951e678e.doc
