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.
Limitations Act, Chapter L-15.1,s.1(f); s.3(1) and Chapter L-12, s.5.1(2).