You may submit a request for any of the following records in accordance with applicable public records laws. The departments have included a direct link to some of the records; if there is no link for the record you are seeking, and/or you would like to request additional information regarding that record, please contact the department or division directly using the contact information provided for that specific record.
Department Contact:
Accident (Or Incident) Reports (Subject to Civil Action)
Category:
Administrative Records
Remarks:
CAHHS Guide to Hospital Records Retention (& SFGH Policy)
Retention Type:
2 - Current
Retained On-Site:
6 years
Admission & Discharge Reports
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
3 - Storage
Retained Off-Site:
6 years
AOD Admin Manual
Category:
Administrative Records
Remarks:
CAHHS Guide, Title 22, 70733, retain period unspecified.
Division:
Retention Type:
2 - Current
Retained On-Site:
6+ years
Applied Pest Control
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
6 years
Attendance Reports
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Attendance/Sign-In Sheets
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Biennial Controlled Substance. Inventory
Category:
Administrative Records
Remarks:
CFR 1304.04(a)
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Billing Material
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained Off-Site:
6 years
Budget Prep. Working Documents
Category:
Administrative Records
Remarks:
Division policy
Division:
Retention Type:
2 - Current
Retained On-Site:
12 mos
Bylaws
Category:
Administrative Records
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
C.A. Claims Responses/Risk
Category:
Administrative Records
Remarks:
CAHHS Guide
Division:
Retention Type:
2 - Current
Retained On-Site:
6 years
Cash Receipts
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained Off-Site:
6 years
Charge to Patients
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained Off-Site:
6 years
City Memos Received
Category:
Administrative Records
Remarks:
Hospital Practice
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Claims and Charges
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained Off-Site:
6 years
Cleaning Records, Policies, and Procedure
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Clinics and Charges to Participants
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
6 years
Combined Char. Comp. (Working Documents)
Category:
Administrative Records
Remarks:
Hospital Practice
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Communicable Disease Reports to State and Local Health Departments
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Community Advisory Board Minutes
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Continuing Education Record
Category:
Administrative Records
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Contracts
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
Life of contract plus 6 years
Controlled Substances Sign Out
Category:
Administrative Records
Remarks:
CFR 1304.04, 1304.24
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Correspondence
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained Off-Site:
6 years
Correspondence
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
6 years
Correspondence - In-House
Category:
Administrative Records
Remarks:
Div. Practice
Division:
Retention Type:
2 - Current
Retained On-Site:
12 months
Correspondence - Out of Hospital
Category:
Administrative Records
Remarks:
CAHHS Guide
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Correspondence- General
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Death Certificates
Category:
Clinical Records
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Diet Manual
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
On going
Dietetic Service
Category:
Administrative Records
Remarks:
Title 22
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Discontinued & Returned Drug Records
Category:
Administrative Records
Remarks:
Title 22, 72371
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Drapery Cleaning
Category:
Administrative Records
Division:
Retention Type:
3 - Storage
Retained Off-Site:
life of contract, plus 6 years
Emergency Equipment Checklist
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Emergency Preparedness Plan
Category:
Administrative Records
Remarks:
CAHHS Guide
Division:
Retention Type:
2 - Current
Retained On-Site:
6+ years
Employee Health Records
Category:
Administrative Records
Remarks:
Title 22 S70723
Division:
Retention Type:
2 - Current
Retained On-Site:
5 Years
Employee Uniforms
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
life of contract, plus 6 years
Employee's X-Ray Film
Category:
Clinical Records
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Life
End of Month Report
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Food Cost
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Food Invoices
Category:
Administrative Records
Remarks:
Title 22
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Grants - Hill Burton Related
Category:
Administrative Records
Remarks:
CAHHS Guide, 45 CFR, 7420, 7421
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Hazard Communication Records (Pesticides)
Category:
Administrative Records
Division:
Retention Type:
3 - Storage
Retained Off-Site:
5 years
Health Inspections
Category:
Administrative Records
Remarks:
Title 22
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Hospital Guide Policy and Procedures Manual
Category:
Administrative Records
Remarks:
CAHHS Guide, Title 22, 70733
Division:
Retention Type:
2 - Current
Retained On-Site:
6+ years
Infection Control
Category:
Administrative Records
Remarks:
Title 22 S70703
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Inservice Education/Training
Category:
Administrative Records
Remarks:
Title 22 S71847
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Inservice Records
Category:
Administrative Records
Remarks:
Title 22
Division:
Retention Type:
2 - Current
Retained On-Site:
6 years
Inspection Reports By Local, State or Federal Agents
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
6 years
Laundry Chemicals
Category:
Administrative Records
Division:
Retention Type:
3 - Storage
Retained Off-Site:
life of contract, plus 6 years
Linen Supplies
Category:
Administrative Records
Division:
Retention Type:
3 - Storage
Retained Off-Site:
life of contract, plus 6 years
Mammography Quality Control Test Results
Category:
Clinical Records
Remarks:
FDA/MQSE 900.12
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Meal Counts
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Medi-Cal Documents
Category:
Administrative Records
Remarks:
Title Calif. code 51476
Division:
Retention Type:
3 - Storage
Retained Off-Site:
5 years
Medical Device Reports and Records of Mdr Reportable Events
Category:
Administrative Records
Remarks:
Retain only if of continuing interes. Review annually
Division:
Retention Type:
2 - Current
Retained On-Site:
6 years
Medical Records
Category:
Clinical Records
Remarks:
Title 22, 78415
Division:
Retention Type:
2 - Current
Retained On-Site:
10 years
Medical Staff Applications, Rejected
Category:
Administrative Records
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Medical Staff Committee Reports, Including Minutes, Reports and Other Records
Category:
Administrative Records
Remarks:
Must include incident file containing record or oral and written communications relating to reportable events; must be clearly identified; must be kept at least 2 years
Division:
Retention Type:
1 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Indefinitely
Medical Staff Credentialing Files
Category:
Administrative Records
Division:
Retention Type:
1 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Indefinitely
Medical Staff P.O. Manual
Category:
Administrative Records
Remarks:
CAHHS Guide, Title 22, 70733
Division:
Retention Type:
2 - Current
Retained On-Site:
6+ years
Medicare Documents
Category:
Administrative Records
Remarks:
Medicare Hospital Manual
Division:
Retention Type:
3 - Storage
Retained Off-Site:
5 years
Memoranda Received
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
Discretionary
Memoranda Sent
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Memorandum Received
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
Discretionary
Memorandum Sent
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Menus
Category:
Administrative Records
Remarks:
Title 22
Division:
Retention Type:
2 - Current
Retained On-Site:
3 months
Minutes of Meetings
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Moving Services
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
life of contract, plus 6 years
MPI
Category:
Clinical Records
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
NAC Cards
Category:
Administrative Records
Remarks:
Title 22
Division:
Retention Type:
2 - Current
Retained On-Site:
10 years
Paper Products
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
life of contract, plus 6 years
Patient Accounts
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained Off-Site:
6 years
Patient Index Cards
Category:
Clinical Records
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Patient Medical Record-Adult
Category:
Clinical Records
Division:
Retention Type:
2 - Current
Retained Off-Site:
15 years after discharge and, if problem, until resolution.
Patient Medical Record-Minor
Category:
Clinical Records
Division:
Retention Type:
2 - Current
Retained Off-Site:
3 years after 18th birthday and not less than 15 years after dates of discharge and, if problem, until resolution.
Patient X-Ray Film
Category:
Clinical Records
Remarks:
Title 22 S70-751c
Division:
Retention Type:
2 - Current
Retained On-Site:
7 years after discharge or death
Permission to Release Information/Photograph
Category:
Administrative Records
Division:
Retention Type:
3 - Storage
Retained Off-Site:
15 Years
Personnel Records, Departmental
Category:
Administrative Records
Remarks:
Title 22 Cal. code request 70827
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Policies & Procedures
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year after revision
Policy & Procedure Manual
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
Discretionary
Policy & Procedures
Category:
Administrative Records
Remarks:
Title 22
Division:
Retention Type:
2 - Current
Retained On-Site:
Ongoing
Policy and Procedure Manuals
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
Life of manual, plus 6 years
Prescriptions
Category:
Administrative Records
Remarks:
CFR 1304.04(f)
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years electronic
Prop Q Orig. (Audit) Documents
Category:
Administrative Records
Remarks:
Discretionary
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Publications (In-House)
Category:
Administrative Records
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Purchase Orders
Category:
Administrative Records
Division:
Retention Type:
3 - Storage
Retained Off-Site:
6 years
Radiation Reports (Film Badges)
Category:
Clinical Records
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Rate Schedules
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained Off-Site:
6 years
Recall Records
Category:
Administrative Records
Remarks:
Internal Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Reports of Unusual Occurrences
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years, longer if continuing interest
Reports to H.C.
Category:
Administrative Records
Remarks:
Hospital Practice
Division:
Retention Type:
2 - Current
Retained On-Site:
6 years
Requisitions
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
Discretionary
Safety Emergency Prep. Comm. Minutes
Category:
Administrative Records
Remarks:
CAHHS Guide
Division:
Retention Type:
2 - Current
Retained On-Site:
6 years
Smoking Comm. Min.
Category:
Administrative Records
Remarks:
CAHHS Guide
Division:
Retention Type:
2 - Current
Retained On-Site:
6 years
Soap, Cleaners and Disinfectants
Category:
Administrative Records
Division:
Retention Type:
3 - Storage
Retained Off-Site:
life of contract, plus 6 years
Staffing Pattern & Methodology
Category:
Administrative Records
Remarks:
Title 22 S70213
Division:
Retention Type:
2 - Current
Retained On-Site:
6 months
Statistics and Reports Departmental
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
6 years
Statistics-Mssr
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
6 years
Student Occupancy Agreement
Category:
Administrative Records
Remarks:
Division policy
Division:
Retention Type:
2 - Current
Retained On-Site:
12 mos
Surveys
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Temperature - Refer
Category:
Administrative Records
Remarks:
Title 22
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Temperature - Storeroom
Category:
Administrative Records
Remarks:
Title 22
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Temperature - Trayline
Category:
Administrative Records
Remarks:
Title 22
Division:
Retention Type:
2 - Current
Retained On-Site:
2 months
Transportation Logs
Category:
Clinical Records
Division:
Retention Type:
3 - Storage
Retained Off-Site:
3 years
Utilization Review Committee
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Ward Census Report
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Ward/Emergency Drug Inspection
Category:
Administrative Records
Remarks:
Title 22, 70263(f)
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Welfare Agency Record
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
3 - Storage
Retained Off-Site:
7 years
Window Cleaning Service
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
life of contract, plus 6 years
Work Order Agreement (Orig.)
Category:
Administrative Records
Remarks:
CAHHS guide, 42 CFR 420.302(d)
Division:
Retention Type:
2 - Current
Retained On-Site:
6 mos