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.
General Hospital
http://www.sfdph.org/dph/comupg/oservices/medSvs/SFGH/
Ratified on:11/27/2018 12:41:23 PM
Department Contact:
922 Activation Reports
Category:
Administrative Records
Remarks:
Administrative decision
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Acls Provider
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
5 Years
Administrative Manuals: Clinical Services and Infection Control
Category:
Administrative Records
Remarks:
Administrative Decision.
Division:
Retention Type:
2 - Current
Retained On-Site:
Current
Administrative/Departmental Policy and Procedures Manual
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Admission Log
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
7 years
Affiliation Agreement With UCSF
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Air Filter Maintenance Records
Category:
Administrative Records
Remarks:
22 Cal. Code§70839
Division:
Retention Type:
2 - Current
Retained On-Site:
Life of the air filter
Allied Health Profession Files - Past
Category:
Administrative Records
Remarks:
Legal Counsel CAHHSDo Not Destroy
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Allied Health Professional Files - Current
Category:
Administrative Records
Remarks:
Legal Counsel CAHHS Do Not Destroy
Division:
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Indefinitely
Ambulance Drivers License
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
5 Years
Ambulance Runlogs
Category:
Administrative Records
Division:
Retention Type:
1 - Permanent
Retained On-Site:
10 years
Retained Off-Site:
Indefinitely
Annual Reports or Responses to State
Category:
Administrative Records
Remarks:
Administrative Decision.
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
As-Needed Physician Spreadsheets
Category:
Administrative Records
Remarks:
Administrative Decision.
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
As-Needed Physician Timesheets
Category:
Administrative Records
Remarks:
Administrative Decision.Secure permission from San Francisco Employees' Retirement System prior to destruction for items related to payroll checks, time cards & related documents.
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Assignment Despite Objection
Category:
Administrative Records
Remarks:
Administrative decision
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Attendance Records/Database A. Mandatory (E.G. Annual Update)
Category:
Administrative Records
Remarks:
For State & SCAHO Survey
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Attendance Records/Database B. Required (E.G. Cpr)
Category:
Administrative Records
Remarks:
American Heart Association
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Attendance Records/Database C. Continuing Education (E.G. Chemotherapy)
Category:
Administrative Records
Remarks:
Board of Registered Nursing (California)
Division:
Retention Type:
2 - Current
Retained On-Site:
4 years
Attendance Records/Database D. Inservices (E.G. Vendor)
Category:
Administrative Records
Remarks:
For SCAHO survey
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Attorney's Request
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
7 years
Audit Reports
Category:
Administrative Records
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Background Investigation Reports and Results of Polygraph Exams (Including Confidential Statements By Previous Employers)
Category:
Administrative Records
Remarks:
San Francisco Civil Service Commission.Confidential.
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years after employee left City's service, if there is no litigation or review by regulatory agency pending.
Base Hospital Telemetry Record (SFGH Form #R-Affp-121-1095*)
Category:
Administrative Records
Remarks:
Base Hospital Policy & Procedure Manual - Storage & Access of Base Records
Division:
Retention Type:
2 - Current
Retained On-Site:
2 yrs
Retained Off-Site:
7 years
Bed Control Assignment Log
Category:
Administrative Records
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
1 year
Retained Off-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
Biomedical Engineering Monthly Reports
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Blueprint of Buildings
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Blueprints of Buildings
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Budget Records (Final Approved Copy)
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years-- Nursing office- Dept. Budget Records- Director's office- Divisional Budget Records- Head Nurses' office- Unit Budget Records
Business Tax Form
Category:
Administrative Records
Remarks:
Administrative Decision.
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Original sent to City Hall, Copy for our records
Calendars, Personal
Category:
Administrative Records
Remarks:
TCM, Fiscal documentation.
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Calibration Records
Category:
Administrative Records
Remarks:
22 Cal. Code §70837
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Cashier Receipts
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
7 years
Ccsf Employee Medical Record
Category:
Clinical Records
Remarks:
29 CFR 1910,20, 1910,30 & Cal Code of Regulations 3204
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Duration of employment
Retained Off-Site:
30 years
Check-In Reports
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Client/Patient Records Including X-Ray or Film Includes: Phn, Tb, Std, Dental, and Home Health Program
Category:
Clinical Records
Remarks:
Title 22 §75055. Administrative Decision
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
3 years
Retained Off-Site:
7 years
Clipping
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Committee Meeting Minutes
Category:
Administrative Records
Remarks:
Administrative decision
Division:
Retention Type:
2 - Current
Retained On-Site:
6 years
Committee Minutes
Category:
Administrative Records
Remarks:
Administrative Decision.
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Competency Based Assignment Sheet
Category:
Administrative Records
Remarks:
Title 22
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
1 year
Retained Off-Site:
6 years
Complete Backups of Ris (Radiology Inf. System.)
Category:
Administrative Records
Remarks:
Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
Next week's backup
Conflict of Interest Statements
Category:
Administrative Records
Remarks:
San Francisco Civil Service Commission.Confidential.
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years after employee left City's service, if there is no litigation or review by regulatory agency pending.
Continuing Education Record - Medical Staff - Current
Category:
Administrative Records
Remarks:
Legal Counsel CAHHSDo Not Destroy
Division:
Retention Type:
1 - Permanent
Retained On-Site:
6 years
Retained Off-Site:
Indefinitely
Continuing Education Record -Medical Staff - Past
Category:
Administrative Records
Remarks:
Legal Counsel CAHHSDo Not Destroy
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Continuing Education Records For Nurses
Category:
Administrative Records
Remarks:
Board of Registered Nursing Regulations.
Division:
Retention Type:
2 - Current
Retained On-Site:
4 years
Contract Files
Category:
Administrative Records
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
4 + yrs
Contracts
Category:
Administrative Records
Remarks:
Title 22, 18 and 19 of the Social Security Act
Division:
Retention Type:
2 - Current
Retained On-Site:
Life of the contract plus 5 yr
Contracts
Category:
Administrative Records
Remarks:
Administrative Decision.
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Contracts: Contruction Professional Service
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
Life of the 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 Files
Category:
Administrative Records
Remarks:
Administrative Decision.
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Cqi - Reports
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
6 yrs
Crash Cart Inventory
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
6 months
Criminal Records
Category:
Administrative Records
Remarks:
San Francisco Civil Service Commission.Confidential.
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years after employee left City's service, if there is no litigation or review by regulatory agency pending.
Critical Care Diversion Reports
Category:
Administrative Records
Remarks:
Administrative decision
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Daily Charges Reports
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
3 yrs
Decentralized Rn Testing Records, Rejected Applications
Category:
Administrative Records
Remarks:
Testing Unit, Civil Services Administrative Decision.
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Department Managers Meeting
Category:
Administrative Records
Remarks:
JCAHO-Do Not Destroy
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Departmental Meetings Minutes
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
3 yrs
Dept. Education and Training- Orientation- Class Attendance
Category:
Administrative Records
Remarks:
22 Cal. Code Regs. 71847
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely - Head Nurse Employee File4 years-DET office
Dept. Policy and Procedures
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
6 years
Dept. Policy and Procedures Manual
Category:
Administrative Records
Remarks:
22 Cal. Code §70733
Division:
Retention Type:
2 - Current
Retained On-Site:
Life of the manual, plus 7 yrs
Developmental Plans
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Dietetic Service
Category:
Administrative Records
Remarks:
Title 22
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Direct Payments
Category:
Administrative Records
Remarks:
Administrative Decision.Secure permission from San Francisco Employees' Retirement System prior to destruction for items related to payroll checks, time cards & related documents.
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Discontinued & Returned Drug Records
Category:
Administrative Records
Remarks:
Title 22, 72371
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Discrimination Complaints, Investigations, and Resolutions
Category:
Administrative Records
Remarks:
San Francisco Civil Service Commission.Confidential.
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years after employee left City's service, if there is no litigation or review by regulatory agency pending.
Documents Related to Hazardous Material Abatement
Category:
Administrative Records
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Ed Assertive Personnel Meeting Minutes
Category:
Administrative Records
Remarks:
Tittle 22
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
1 year
Retained Off-Site:
6 years
Ed Cci Meeting Minutes
Category:
Administrative Records
Remarks:
Tittle 22
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
1 year
Retained Off-Site:
6 years
Ed Charge Nurse Meeting Minutes
Category:
Administrative Records
Remarks:
Tittle 22
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
1 year
Retained Off-Site:
6 years
Ed Log (Copy)
Category:
Administrative Records
Remarks:
Title 22
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Ed Nursing Scholarship Fund Reports
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Ed Operations Meeting Minutes
Category:
Administrative Records
Remarks:
Tittle 22
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
1 year
Retained Off-Site:
6 years
Ed Policies and Procedures (Manual)
Category:
Administrative Records
Remarks:
Title 22
Division:
Retention Type:
2 - Current
Retained On-Site:
7 years
Ed Staff Meeting Minutes
Category:
Administrative Records
Remarks:
Tittle 22
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
1 year
Retained Off-Site:
6 years
Emergency Box Check List
Category:
Administrative Records
Remarks:
Administrative Decision.
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Emergency Generator Records: Inspection, Performance, Exercising Period, and Repairs
Category:
Administrative Records
Remarks:
22 Cal. Code §70841
Division:
Retention Type:
2 - Current
Retained On-Site:
Life of the generator
Emergency Room Log
Category:
Clinical Records
Remarks:
Title 22
Division:
Retention Type:
1 - Permanent
Retained On-Site:
3 Years
Retained Off-Site:
Permanent - transferring to electronic
Emergency. Equipment Checklist
Category:
Administrative Records
Remarks:
Admin. policy
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Employee Health Record Not Subject to OSHA
Category:
Clinical Records
Remarks:
Title 22, Regulation 70723
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
On-site duration of employment if active. Move to off-site if no activity in 5 years
Retained Off-Site:
6 years
Employee Health Records
Category:
Administrative Records
Remarks:
Title 22 Cal Code Regs. .70723
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Employee Licenses
Category:
Administrative Records
Remarks:
Title 22/MGSA/Hosp/Dept. Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
Keep until expiration of license or employee termination
Employee Personnel
Category:
Administrative Records
Remarks:
JCAHO-Do Not Destroy
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Employee Records, Including: Performance Appraisals, Skills Update, Continuing Education, Communicable Disease Screening, and Potential Annual History & Physical Exam
Category:
Administrative Records
Remarks:
Title 22, Primary Care or Community Health Clinic Regulations. §75051 for Community Disease Screening §75052 Employee Records. Administrative Decision.Secure permission from San Francisco Employees' Retirement System prior to destruction for items related to payroll checks, time cards & related documents.
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
Employee Records 3 years post terminationCommunicable Disease Screening 3 years post termination
Retained Off-Site:
3 years post termination
Employee Resignation Form
Category:
Administrative Records
Remarks:
Administrative decision
Division:
Retention Type:
2 - Current
Retained On-Site:
7 years
Employee Timesheets
Category:
Administrative Records
Remarks:
Administrative DecisionSecure permission from San Francisco Employees' Retirement System prior to destruction for items related to payroll checks, time cards & related documents.
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Employee Working Files
Category:
Administrative Records
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Employer Records
Category:
Administrative Records
Remarks:
Secure permission from San Francisco Employees' Retirement System prior to destruction for items related to payroll checks, time cards & related documents.
Division:
Retention Type:
2 - Current
Retained On-Site:
2 yrs.
End of Month Report
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Environmental Survey
Category:
Administrative Records
Remarks:
Title 8 CCR 3203
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Equipment Operating Instructions
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
Life of equipment
Equipment Records On Inspection and Maintenance
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Exposure Monitorials Records
Category:
Administrative Records
Remarks:
CFR 1910.20
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Extermination Records
Category:
Administrative Records
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
4 + yrs
Facility Licenses
Category:
Administrative Records
Remarks:
Administrative decision
Division:
Retention Type:
2 - Current
Retained On-Site:
Life of License plus 6 years
Famis Monthly Detail
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
7 years
Famis-Year End Totals
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
7 years
Financial Reports
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
4 yrs
Fire Drill Reports
Category:
Administrative Records
Remarks:
Administrative Decision.
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
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:
2 year
Grievances
Category:
Administrative Records
Remarks:
San Francisco Civil Service Commission.Confidential.
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years after employee left City's service, if there is no litigation or review by regulatory agency pending.
Health Device Alert
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Health Devices Directives
Category:
Administrative Records
Remarks:
Administrative Decision.
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Health Inspections
Category:
Administrative Records
Remarks:
Title 22 - J CAHO
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Hospitals Policies & Procedures
Category:
Administrative Records
Remarks:
JCAHO-Do Not Destroy
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
HRC3 Form
Category:
Administrative Records
Remarks:
Administrative Decision.
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Original sent to City Hall, Copy for our records
In-House Unusual Occurrences
Category:
Administrative Records
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Incident Dispatch Time Record
Category:
Administrative Records
Remarks:
Do not destroy.
Division:
Retention Type:
1 - Permanent
Retained On-Site:
7 Years
Retained Off-Site:
Indefinitely
Incident Reports
Category:
Administrative Records
Remarks:
Title 22 §75053 Administrative Decision.
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Individual Records of Attendanceat Mandatory Classes
Category:
Administrative Records
Remarks:
SCAHO/Title 22
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely - Personnel Files
Infection Control
Category:
Administrative Records
Remarks:
Title 22 Cal Code Regs. 70703
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Injury & Illness/Accident Records/OSHA Log
Category:
Administrative Records
Remarks:
Title 8 CCR 3203, CFR 1904.6
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:
3 years
Inspection of Grounds and Buildings
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
1 years
Inspection Records
Category:
Administrative Records
Remarks:
Title 8 CCR 3203
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Inspection Reports By Local, State or Federal Agents
Category:
Administrative Records
Remarks:
22 Cal. Code Regs. 70733
Division:
Retention Type:
2 - Current
Retained On-Site:
6 years
Insurance Billings
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
7 years
Internal Records, Logs, Registers, and Data Collection Systems
Category:
Clinical Records
Remarks:
Title 22, §70751
Division:
Retention Type:
2 - Current
Retained On-Site:
Electronically mirrored and stored
Leans and Stop Notices
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year after construction or longer if there is a claim
Leases
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
Life of the lease, plus 6 yrs.
Licenses
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Life Safety System Reports
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Lockbox
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
7 years
Maintenance Log
Category:
Administrative Records
Remarks:
Title 22 Cal. Code §70837
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Maintenance Records
Category:
Administrative Records
Remarks:
Title 22, JCAHO
Division:
Retention Type:
2 - Current
Retained On-Site:
Period of use plus 7 years- Electronic
Master Patient Index
Category:
Clinical Records
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Retained Off-Site:
VendorIndefinitely
Meal Counts
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Medi-Cal Billing
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
7 years
Medi-Cal R/A Denials
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
7 years
Medi-Cal Remittance Advice
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
7 years
Medical Records - Minors
Category:
Clinical Records
Remarks:
Administrative SFGHPolicy 13.8Rev.4.01
Division:
Retention Type:
2 - Current
Retained On-Site:
6 months
Retained Off-Site:
Vendor 'til destruction
Medical Records - Newborn
Category:
Clinical Records
Remarks:
Administrative SFGHPolicy 13.8Rev. 4/01
Division:
Retention Type:
2 - Current
Retained On-Site:
6 months
Retained Off-Site:
Vendor 'tildestruction
Medical Records:Pre-Employmentfitness For Duty Medical Recordscatastrophic Illness Documentsresults of Psychological Testing.
Category:
Administrative Records
Remarks:
San Francisco Civil Service Commission.Confidential.
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years after employee left City's service, if there is no litigation or review by regulatory agency pending.
Medical Shadow Chart
Category:
Clinical Records
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Medical Staff Committee Records, Including Bylaws Minutes, Reports
Category:
Administrative Records
Remarks:
Legal Counsel CAHHSDo Not Destroy
Division:
Retention Type:
1 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Indefinitely
Medical Staff Credential Files
Category:
Administrative Records
Remarks:
Legal Counsel CAHHSDo Not Destroy
Division:
Retention Type:
1 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Indefinitely
Medicare Billing
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
7 years
Medicare R/A Denials
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
7 years
Medicare Remittance Advice
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
7 years
Meeting Minutes
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year- Nursing office and/or Units
Memo & Records
Category:
Administrative Records
Remarks:
MGSA
Division:
Retention Type:
2 - Current
Retained On-Site:
Keep until following inspection
Menus
Category:
Administrative Records
Remarks:
Title 22
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Microfiche
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
7 years
Mileage Forms
Category:
Administrative Records
Remarks:
Administrative Decision.Secure permission from San Francisco Employees' Retirement System prior to destruction for items related to payroll checks, time cards & related documents.
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Minutes of Department Meetings
Category:
Administrative Records
Remarks:
Administrative Decision
Retention Type:
2 - Current
Retained On-Site:
3 years
Minutes:Executive Staff Committe Mtgsmanagement Forum
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Nursing Assistant File
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
6 months - Nursing Office Computer
Nursing Research Proposals
Category:
Administrative Records
Remarks:
None
Division:
Retention Type:
2 - Current
Retained On-Site:
3-5 years
Office Depot Orders
Category:
Administrative Records
Remarks:
Administrative Decision.
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Overtime Records
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year - nursing office
P103 Spreadsheets
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
P103 Timesheets
Category:
Administrative Records
Remarks:
Administrative Decision.Secure permission from San Francisco Employees' Retirement System prior to destruction for items related to payroll checks, time cards & related documents.
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Paramedic Certification/License
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
5 Years
Patient Assignment Sheets
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
6 months
Patient Medical Records
Category:
Clinical Records
Remarks:
Administrative SFGH Policy 13.8 Rev. 4-2001
Division:
Retention Type:
2 - Current
Retained On-Site:
6 months
Retained Off-Site:
Vendor 'tildestruction
Payment Posting Clerk Receipts
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
7 years
Payroll Records
Category:
Administrative Records
Remarks:
Secure permission from San Francisco Employees' Retirement System prior to destruction for items related to payroll checks, time cards & related documents.
Division:
Retention Type:
1 - Permanent
Retained Off-Site:
Indefinitely
Payroll Registry
Category:
Administrative Records
Remarks:
Secure permission from San Francisco Employees' Retirement System prior to destruction for items related to payroll checks
Division:
Retention Type:
2 - Current
Retained On-Site:
10 Years
Payroll Reports
Category:
Administrative Records
Remarks:
Secure permission from San Francisco Employees' Retirement System prior to destruction for items related to payroll checks, time cards & related documents.
Division:
Retention Type:
2 - Current
Retained On-Site:
2 yrs
Retained Off-Site:
4 yrs
Payroll Time Log
Category:
Administrative Records
Remarks:
Secure permission from San Francisco Employees' Retirement System prior to destruction for items related to payroll checks
Division:
Retention Type:
2 - Current
Retained On-Site:
1 Year
Payroll Worksheet
Category:
Administrative Records
Remarks:
Secure permission from San Francisco Employees' Retirement System prior to destruction for items related to payroll checks
Division:
Retention Type:
2 - Current
Retained On-Site:
1 Year
Per Diem Nursing Evaluations
Category:
Administrative Records
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely - Employee File
Permits/Approval: Oshpd City of San Francisco State Licensing
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
6 years
Personnel Memos
Category:
Administrative Records
Remarks:
Administrative Decision.
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Personnel Records
Category:
Administrative Records
Remarks:
Secure permission from San Francisco Employees' Retirement System prior to destruction for items related to payroll checks, time cards & related documents.
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely - Employee File
Pharmacy Logs
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Pharmacy Prescriptions
Category:
Clinical Records
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Photographs-Institutional
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Physic Budget Reports
Category:
Administrative Records
Remarks:
Administrative decision
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
PO/ DBPO
Category:
Administrative Records
Remarks:
Administrative Decision.Secure permission from San Francisco Employees' Retirement System prior to destruction for items related to payroll checks, time cards & related documents.
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Policy & Procedures
Category:
Administrative Records
Remarks:
Title 22 - Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
Ongoing
Policy and Procedure Manual
Category:
Administrative Records
Remarks:
Title 22, Cal. Code Regs. 70733
Retention Type:
2 - Current
Retained On-Site:
Period of use plus 6 years
Pos, Receiving Reports, Accounting
Category:
Administrative Records
Division:
Retention Type:
3 - Storage
Retained Off-Site:
7 Years
Position Control
Category:
Administrative Records
Remarks:
Administrative Decision.
Division:
Retention Type:
2 - Current
Retained On-Site:
Current Year
Position Control Reports
Category:
Administrative Records
Remarks:
Administrative decision
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Pre-Hospital Care Records
Category:
Administrative Records
Division:
Retention Type:
1 - Permanent
Retained On-Site:
10 years or age of 18
Retained Off-Site:
Indefinitely
Pre-Hospital Unusual Occurrences
Category:
Administrative Records
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Prescriptions
Category:
Administrative Records
Remarks:
CFR 1304.04(f)
Division:
Retention Type:
2 - Current
Retained On-Site:
electronic 3 years
Press Releases
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Project Manuals
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Public Health Nurse Dailies
Category:
Administrative Records
Remarks:
TCM, Fiscal Documentation.
Division:
Retention Type:
3 - Storage
Retained Off-Site:
3 years
Publications: - SFGH General Beat - Community Health Network of San Francisco - Networknews:
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Purchase Orders
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Purchase Requisitions
Category:
Administrative Records
Remarks:
Administrative Decision.
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Qm Dept. Time Sheets
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Qm Dept. Time Sheets
Category:
Administrative Records
Remarks:
Administrative decision
Division:
Retention Type:
2 - Current
Retained On-Site:
1 years
Quality Control Report
Category:
Administrative Records
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
1 year
Retained Off-Site:
1 year
Quality Improvement Reports
Category:
Administrative Records
Remarks:
Administrative decision
Division:
Retention Type:
2 - Current
Retained On-Site:
6 years
Radiation Dosimetry
Category:
Administrative Records
Remarks:
Title 17, CCR 20
Division:
Retention Type:
1 - Permanent
Retained On-Site:
30 years
Retained Off-Site:
Indefinitely
Radiation Exposure Records
Category:
Administrative Records
Remarks:
Title 17
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Read and Sign Rosters For Policy/Procedure Review
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year- Head nurses' office- Unit Rosters- Chair of policy/procedure committee = Rosters for nursing administration and supervisors
Recall Records
Category:
Administrative Records
Remarks:
Internal Policy
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Recruitment Files, Including Applications and Resumes of Applicants.
Category:
Administrative Records
Remarks:
San Francisco Civil Service Commission.Confidential.
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years after employee left City's service, if there is no litigation or review by regulatory agency pending.
Registry Nurse Evaluations
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year - nursing office
Rehab Policy and Procedures
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
4 Yrs. of permit plus 6 years
Request to Change Cost Center - Form 3
Category:
Administrative Records
Remarks:
Administrative decision
Division:
Retention Type:
2 - Current
Retained On-Site:
7 years
Request to Fill Vacancy - Form 3
Category:
Administrative Records
Remarks:
Administrative decision
Division:
Retention Type:
2 - Current
Retained On-Site:
7 years
Requisition For Supplies
Category:
Administrative Records
Remarks:
Administrative decision
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Requisition Justification Form
Category:
Administrative Records
Remarks:
Administrative decision
Division:
Retention Type:
2 - Current
Retained On-Site:
7 years
Requisitions
Category:
Administrative Records
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
Discretionary
Retained Off-Site:
Discretionary
Research - Human
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
6 yrs
Research - Other
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
6 yrs
RFPo's
Category:
Administrative Records
Remarks:
Administrative Decision.Secure permission from San Francisco Employees' Retirement System prior to destruction for items related to payroll checks, time cards & related documents.
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Risk Management Reports
Category:
Administrative Records
Remarks:
Legal
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
1 year
Retained Off-Site:
6 year
Rn, Np Licenses
Category:
Administrative Records
Remarks:
Testing Unit, Civil Services, Administrative Decision.
Division:
Retention Type:
2 - Current
Retained On-Site:
Until Expired
Rule 29 Records
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
6 months
Scholarship Fund Inf.
Category:
Administrative Records
Remarks:
None - for audit purposes
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent - for audit purposes
Sealed Documents (E.G., Records Sealed By MOU)
Category:
Administrative Records
Remarks:
San Francisco Civil Service Commission.Confidential.
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years after employee left City's service, if there is no litigation or review by regulatory agency pending.
SFGH Administrative Policy and Procedure Manuals
Category:
Administrative Records
Remarks:
22 Cal. Code Regs. 70733
Division:
Retention Type:
2 - Current
Retained On-Site:
Life of Manual plus 6 years
SFGH Dept. of Nursing Admin. Policies and Clinical Procedures Manual
Category:
Administrative Records
Remarks:
22 Cal. Code Regs. 70733
Division:
Retention Type:
2 - Current
Retained On-Site:
Life of Manual, plus 6 years
SFGH Infection Control Manual
Category:
Administrative Records
Remarks:
Title 22 Cal. Code Regs. 70733
Division:
Retention Type:
2 - Current
Retained On-Site:
Life of Manual, plus 6 years
SFGH Payroll Register
Category:
Administrative Records
Remarks:
Administrative decision.Secure permission from San Francisco Employees' Retirement System prior to destruction for items related to payroll checks, time cards & related documents.
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
SFGH Trauma Registry
Category:
Administrative Records
Remarks:
Title 22
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Shift Count of Narcotic/Controlled Drugs
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
6 months-Pharmacy
Shift Waiver Records
Category:
Administrative Records
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely-Employee File
Spore Test Including Sterilize Temperatures Graphs
Category:
Administrative Records
Remarks:
Administrative Decision.Title 22 75064.
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Staffing Patterns and Scheduling
Category:
Administrative Records
Remarks:
Title 22 Cal. Code Regs. 70213
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely - Nursing Office
Staffing Schedules Census
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
6 months
Statistics and Reports
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
6 yrs
Sterilization Records
Category:
Administrative Records
Remarks:
Title 22
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Student Placement Inf.
Category:
Administrative Records
Remarks:
Line Staffing inf.
Division:
Retention Type:
2 - Current
Retained On-Site:
2 Years
Studies
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years --Head Nurses' office-Unit-based studies-Nursing QA office-Department Studies
Surveys
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
3 yrs
Surveys:Jcahodhscma
Category:
Administrative Records
Remarks:
Administrative decision
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Targeted Case Management (Tcm) Time Surveys
Category:
Administrative Records
Remarks:
TCM, Fiscal Documentation.
Division:
Retention Type:
3 - Storage
Retained Off-Site:
3 years
Temperature - Refer
Category:
Administrative Records
Remarks:
Title 22
Division:
Retention Type:
2 - Current
Retained On-Site:
6 months
Temperature - Storeroom
Category:
Administrative Records
Remarks:
Title 22
Division:
Retention Type:
2 - Current
Retained On-Site:
6 months
Temperature - Trayline
Category:
Administrative Records
Remarks:
Title 22
Division:
Retention Type:
2 - Current
Retained On-Site:
6 months
Thermometer Charts: Sanipak
Category:
Administrative Records
Remarks:
Title 22 Cal. Code §70833
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Time Cards (Or Sheets)
Category:
Administrative Records
Remarks:
Secure permission from San Francisco Employees' Retirement System prior to destruction for items related to payroll checks, time cards & related documents.
Division:
Retention Type:
2 - Current
Retained On-Site:
2 yrs.
Time Off Requests
Category:
Administrative Records
Division:
Retention Type:
2 - Current
Retained On-Site:
1 yr
Total Diversion Reports
Category:
Administrative Records
Remarks:
Administrative decision
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Trauma Quality Assurancemeeting Minutes
Category:
Administrative Records
Remarks:
1157.7 of the CA Evidence Code
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Trauma Room Checklist
Category:
Administrative Records
Remarks:
Title 22
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
1 year
Retained Off-Site:
6 years
Travel Authorizations
Category:
Administrative Records
Remarks:
Administrative Decision.
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Travel Expense Voucher
Category:
Administrative Records
Remarks:
Administrative Decision.
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Unemancipated Minors Under 18 Years
Category:
Clinical Records
Remarks:
Title 22 §75044. Administrative Decision
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
3 Years
Retained Off-Site:
7 years
Unfair Labor Practice Complaints or Contract Disputes
Category:
Administrative Records
Remarks:
San Francisco Civil Service Commission.Confidential.
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years after employee left City's service, if there is no litigation or review by regulatory agency pending.
Unusual Occurrence Reports
Category:
Administrative Records
Remarks:
22 Cal. Code Regs. 70733
Division:
Retention Type:
2 - Current
Retained On-Site:
2 Years, longer if continuing interest
Utility Consumption Logs
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Vacant Position Reports
Category:
Administrative Records
Remarks:
Administrative decision
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Vendor Contracts
Category:
Administrative Records
Remarks:
JCAHO-Do Not Destroy
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Vendor Invoices
Category:
Administrative Records
Remarks:
JCAHO-Do Not Destroy
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Indefinitely
Voluntary Reduction of Scheduled Work Hours
Category:
Administrative Records
Remarks:
Administrative decision
Division:
Retention Type:
2 - Current
Retained On-Site:
7 years
Ward Census Report
Category:
Administrative Records
Remarks:
Admin. policy
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
Work Orders
Category:
Administrative Records
Remarks:
Administrative Decision
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Worker's Compensation Medical Record (City Employees)
Category:
Clinical Records
Remarks:
S.F. Civil Service Commission
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
On-site duration of employment
Retained Off-Site:
15 years
Workers' Compensation Records
Category:
Administrative Records
Remarks:
San Francisco Civil Service Commission.Confidential.
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years after employee left City's service, if there is no litigation or review by regulatory agency pending.
X-Ray Films - Mammograms
Category:
Clinical Records
Remarks:
Title 22/MQSA (FDA)
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
4 years
Retained Off-Site:
3 years or more.
X-Ray Tube Licenses
Category:
Administrative Records
Remarks:
Title 17
Division:
Retention Type:
2 - Current
Retained On-Site:
Expiration
X-Rays - Pediatric
Category:
Clinical Records
Remarks:
Title 22
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
4 years
Retained Off-Site:
3 years
X-Rays Films - Adult
Category:
Clinical Records
Remarks:
Title 22
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
4 years
Retained Off-Site:
3 years
X-Rays Films - Asbestos Studies
Category:
Clinical Records
Remarks:
Dept. Policy
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
4 years
Retained Off-Site:
26 years