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Staff Wellness Client files

Retention Rule Number: 
Specific Retention Rule 2013.06
Function/Activity: 
To document the provision of services related to workplace or occupational health issues as accessed through or reported to Staff Wellness. This involves all assessments, examiniations, consultations, referrals and required follow up for occupational health, ability management, and health promotion services.
Description/Type of Records: 
Employee's demographic information; testing records and test results; interpretations, recommendations, referrals and follow up correspondence; assessments and reports; consent forms; refusal of services forms; equipment calibration records; fitness for work forms; medical notes and case notes; long term disability and Workers' Compensation Board correspondence and forms; independent medical evaluations; accommodation records.

Retention Rules

Office of Primary Responsibility (OPR)
Retention
Disposition
Office of Primary Responsibility (OPR): 

Staff Wellness

Office of Primary Responsibility (OPR): 

Ability Management:

Retention: 

Closure of file + 30 years

Disposition: 

Confidential shred or delete

Office of Primary Responsibility (OPR): 

Ergonomics records:

Retention: 

Last assessment/date of service + 10 years.

Disposition: 

Confidential shred or delete

Office of Primary Responsibility (OPR): 

Health surveillance records for employees:

Retention: 

Last assessment/date of service + 70 years. 

Disposition: 

Confidential shred or delete

Office of Primary Responsibility (OPR): 

Health surveillance records (pre-employment fitness records for individuals NOT hired):

Retention: 

Last assessment/date of service + 10 years.

Disposition: 

Confidential shred or delete

Office of Primary Responsibility (OPR): 

Fitness to wear respirators, vision screening and other diagnostic test reports NOT related to health surveillance:

Retention: 

Last assessment/date of service + 10 years.

Disposition: 

Confidential shred or delete

Office of Primary Responsibility (OPR): 

Health promotion records:

Retention: 

Last assessment/date of service + 10 years.

Disposition: 

Confidential shred or delete

Office of Primary Responsibility (OPR): 

Equipment calibration records:

Retention: 

Life of machine.

Disposition: 

Recycle.