VUMC announces policy and procedures for records and documents retention

At VUMC, legal affairs and regulatory compliance hinge on appropriate retention of records and documents from all corners of the enterprise, whether concerning patients, students or employees, clinical operations, research projects, business dealings or financial transactions.

A new enterprise-wide records retention policy (employee login required), effective Nov. 1, affects all VUMC employees involved storing records and documents.

With record-keeping being so vital, VUMC has engaged a records management company, Iron Mountain Incorporated, headquartered in Boston, to provide employees throughout the institution with ongoing guidance concerning the complex and evolving regulations around records retention.

A new web tool hosted by Iron Mountain, VUMC Policy Center Solution or PCS, provides guidance for VUMC departments and business areas about retention periods for records and documents, whether in electronic or paper format. Training for PCS users will be available soon in the VUMC Learning Exchange.

For additional information please reference the policy, Records Retention — VUMC. And for details on VUMC’s records retention schedule, visit  VUMC Policy Center Solution.

 For assistance with legal questions about the following topics, send an email to record.retention@vumc.org:

• Records related questions
• Code clarification
• Definition changes
• Document and retention questions