Staff Wellness Client files | Archives and Special Collections

Staff Wellness Client files – Archives and Special Collections

Staff Wellness Client files

UCLASS Primary: HR200 – Employee Health & Wellness

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, examinations, 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
Staff Wellness
     Ability Management: Closure of file + 30 years Confidential shred or delete
     Ergonomics records: Last assessment/date of service + 12 years. Confidential shred or delete
     Health surveillance records for employees: Last assessment/date of service + 70 years. Confidential shred or delete
     Health surveillance records (pre-employment fitness records for individuals NOT hired): Last assessment/date of service + 12 years. Confidential shred or delete
     Fitness to wear respirators, vision screening and other diagnostic test reports                                             NOT related to health surveillance: Last assessment/date of service + 12 years. Confidential shred or delete
     Health promotion records: Last assessment/date of service + 12 years. Confidential shred or delete
     Equipment calibration records: Life of machine. Recycle.

Restrictions:
Access to these records is restricted to Staff Wellness as Staff Wellness is the custodian of this information on behalf of the University.  Any requests for information must be submitted to Staff Wellness.  This ensures that indivdiual employee information is kept confidential and only disclosed when required under appropriate legislation, which includes the Occupational Health and Safety Act, Workers’ Compensation Act, and the Freedom of Information and Protection of Privacy Act.

Records Management Instructions: 
For ease of administering disiposition of these records, files will be maintained according to the series outlined.
Citations:
For Offices of Primary Responsibility (OPR):
Occupational Health & Safety Code, s.40(4), and s.223(2)(b).
Limitations Act, Chapter L-15.1,s.1(f); s.3(1) and Chapter L-12, s.5.1(2).

Approval Information:

  • Jocelyn Seaman, Manager, Staff Wellness
  • Jo-Ann Munn Gafuik, Senior Specialist, Policy & FOIP
  • Bonnie Woelk, University Records Committee (Chair)

07 November 2013