Doc. No.
IMS/PO/MGM
Issue No. 01
POLICY ON RETENTION OF
Rev. No 00
MEDICAL RECORDS
Date April’2019
Page 1 of 4
PURPOSE
A policy to ensure that there are systems in place to check proper retention, maintenance and discard /
dispose of the medical records after they have been maintained for the minimum time specified as per the
law (3 years as per MCI regulations)
SCOPE
To the Individuals in the MRD and IT Manager.
RESPONSIBILITY
The MRD coordinator ensures that the records have been properly maintained and discarded ensuring that
the patient information is secured and not leaked out.
The IT Incharge ensures that the access to the HIS is restricted and no unauthorized access is allowed to
it. The IT Incharge also ensures that the records are deleted from the system once they have been
maintained for the period as laid down by the Hospital policy.
POLICY
Serial Procedure Sequence Responsible
No. Party.
1 Retention of Medical Record for DGHS ( Directorate General of MRD Manager /
Health Service ) must be retained up to 10 years from the most recent Staff
patient visit/admission to the health facility.
2 Retention of Medical Records for expatriate patients must be retained MRD Manager /
either in original or any retrievable form for 5 years. Medical records shall Staff
be kept in the original form, space permitting, for as long as possible.
3 Inactive medical records shall be defined as: Records without patient MRD Manager /
activity for a period of Two years are called as inactive records and will be Staff
housed in an inactive file storage area.
4 All retained medical records are to be kept confidential and secured MRD Manager /
till they are destroyed. Staff
Prepared by
Approved by
Associate Director of medical services Chief
Executive officer
Doc. No. IMS/PO/MGM
Issue No. 01
POLICY ON RETENTION OF
Rev. No 00
MEDICAL RECORDS
Date April’2019
Page 2 of 4
5 Retention of medical records of medical legal cases must be retained up MRD Manager /
to 10 years which may later entered into the image processing system and Staff
destroyed.
6 Retention of deceased patients must be stored for 5 years later which may MRD Manager /
be entered in to image processing system. Staff
7 Retention of dental records must be stored for 10 years for both DGHS MRD Manager /
and expatriate patients after the most recent patient visit. Staff
Serial Procedure Sequence Responsible
No. Party.
8 Terminated medical records: MRD Manager /
Any medical record of patients who terminated employment from their cur- Staff
rent employer. The employer details will be changed and paying status will
be changed as cash patient.
Medical records will be housed in the medical record file room even if
employment has been terminated with the current employer. Records will
be retained in the active and semi-active filing area until there has been no
patient activity for a period of five (5) years.
9 Shredding of Patient files
Any medical records as per the listed clause 1 to 8 will be scanned and the MRD Staffs
original documents will be shredded using a shredding machine.
10 Scanning Process:
1. File Retrieval, Pin Removal and Segregation of Records as per the
category MRD Staffs
2. Indexing & Quality Check is done in the Scanning Software
3. After Indexing Records are uploaded in the HIS.
4. In the Medical Records Scanned Stamp will be applied on the first,
middle (Random) and Last Pages then records are rearranged and
sent for Filing.
5. Once saved in the HIS then Doctor will have access to the physical
records
Prepared by
Approved by
Associate Director of medical services Chief
Executive officer
Doc. No. IMS/PO/MGM
Issue No. 01
POLICY ON RETENTION OF
Rev. No 00
MEDICAL RECORDS
Date April’2019
Page 3 of 4
MGM Healthcare
RETENTION POLICY
[Link] Name & Type of Minimum Storage Area Disposition
Description of Record Retention Period Mechanism
Record
PATIENT RELATED DOCUMENTS
1 Medical Records Files 3 Years Ministry of MRD Shredding/Burning
IP Files Health & F.W
guide line
2 Expired Records File 10 Years MRD Shredding/Burning
3 Birth Register Register Permanent MRD Shredding/Burning
4 Delivery Register Register Permanent On Register Shredding/Burning
Completion
forward to MRD
5 Death Register Register Permanent MRD Shredding/Burning
MEDICO LEGAL DOCUMENTS
6 Accident Register Register Disposal of On Register Shredding/Burning
ongoing cases in Completion
any of the courts forward to MRD
related to these
records
[Link] Name & Type of Minimum Storage Area Disposition
Description of Record Retention Period Mechanism
Record
Wound Certificate Register Disposal of On Register
7 Register ongoing cases in Completion
any of the courts forward to MRD Shredding/Burning
related to these
records
Prepared by
Approved by
Associate Director of medical services Chief
Executive officer
Doc. No. IMS/PO/MGM
Issue No. 01
POLICY ON RETENTION OF
Rev. No 00
MEDICAL RECORDS
Date April’2019
Page 4 of 4
Medical Records File Disposal of On Register
8 MLC Files ongoing cases in Completion Shredding/Burning
any of the courts forward to MRD
related to these
records
Government Communication Documents
9 Communicable / Printed
Notifiable Forms 3 Years MRD Shredding/Burning
Disease reports
10 PCPNDT Act Printed Permanent On Register Shredding/Burning
Forms Forms Completion
forward to MRD
11 MTP Register Register Permanent On Register Shredding/Burning
Completion
forward to MRD
12 Sterilization Register Permanent On Register Shredding/Burning
Register Completion
forward to MRD
13 Family Planning Register Permanent On Register Shredding/Burning
Monthly Report Completion
forward to MRD
Prepared by
Approved by
Associate Director of medical services Chief
Executive officer
