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I believe the answer is yes unless their retention is permanent.
According to the Library of Virginia Records Management Manual,
http://www.lva.virginia.gov/agencies/records/manuals/vprmm.pdf
"Destroying Records after Reformatting
After records are reformatted, inspected, and approved according to
established standards, the originals may be
destroyed because they are then considered copies. The reformatted
version is now the official copy of record.
The Library of Virginia does not require a Certificate of Records
Destruction (RM-3 Form) for copies. However, any original records with
permanent retention or records created before 1913 must be offered in
writing to the Library of Virginia before destruction of the originals."
Be sure to download a copy of the guide, which provides a great deal of
valuable guidance and information.
Anne Snyder
Records Analyst/IT Security Coordinator
VDOT
-----Original Message-----
From: Virginia Records Officer's Listserv
[mailto:[log in to unmask]] On Behalf Of VA-ROL automatic digest
system
Sent: Thursday, February 02, 2012 12:00 AM
To: [log in to unmask]
Subject: VA-ROL Digest - 26 Jan 2012 to 1 Feb 2012 (#2012-7)
There are 5 messages totalling 2578 lines in this issue.
Topics of the day:
1. Electronic Health Records (5)
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Date: Wed, 1 Feb 2012 14:55:32 -0500
From: hid <[log in to unmask]>
Subject: Electronic Health Records
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We are currently in the process of copying our medical records into an
Electronic Health Records system. We are scanning current records and
attaching them to the specific client's record in the database,
organized in
folders based on the documentation content/function. (i.e. ISPs,
Quarterlies, Financial, Assessments.etc.).
I am new to records management and have been trying to determine whether
scanning records into the database allows us then to shred the paper
documentation, or whether we are required to continue to maintain, all
or
part of the medical record IAW current records retention schedules.
Can someone steer me in the proper direction to where I might find the
answer? Any information you can provide will be greatly appreciated.
Thank you - hid
H. I. Deslauriers
Administrative Services Manager
Southside Community Services
424 Hamilton Boulevard
South Boston, Virginia 24592
434-572-6916 (x301)
www.sscsb.org
The information transmitted is intended solely for the individual or
entity
to which it is addressed and may contain confidential and/or privileged
material. Any review, retransmission, dissemination or other use of or
taking action in reliance upon the information by persons or entities
other
than the intended recipient is prohibited. If you have received this
email
in error, please contact the sender and delete the material from any
computer.
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<html xmlns:v=3D"urn:schemas-microsoft-com:vml" =
xmlns:o=3D"urn:schemas-microsoft-com:office:office" =
xmlns:w=3D"urn:schemas-microsoft-com:office:word" =
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=
vlink=3Dpurple><div class=3DWordSection1><p class=3DMsoNormal><span =
style=3D'font-size:10.0pt;font-family:"Comic Sans MS"'>We are currently
=
in the process of copying our medical records into an Electronic Health
=
Records system. We are scanning current records and attaching them to =
the specific client’s record in the database, organized in folders
=
based on the documentation content/function. (i.e. ISPs, Quarterlies, =
Financial, Assessments…etc.).<o:p></o:p></span></p><p =
class=3DMsoNormal><span style=3D'font-size:10.0pt;font-family:"Comic =
Sans MS"'><o:p> </o:p></span></p><p class=3DMsoNormal><span =
style=3D'font-size:10.0pt;font-family:"Comic Sans MS"'>I am new to =
records management and have been trying to determine whether scanning =
records into the database allows us then to shred the paper =
documentation, or whether we are required to continue to maintain, all =
or part of the medical record IAW current records retention =
schedules.<o:p></o:p></span></p><p class=3DMsoNormal><span =
style=3D'font-size:10.0pt;font-family:"Comic Sans =
MS"'><o:p> </o:p></span></p><p class=3DMsoNormal><span =
style=3D'font-size:10.0pt;font-family:"Comic Sans MS"'>Can someone steer
=
me in the proper direction to where I might find the answer? Any =
information you can provide will be greatly =
appreciated.<o:p></o:p></span></p><p class=3DMsoNormal><span =
style=3D'font-size:10.0pt;font-family:"Comic Sans =
MS"'><o:p> </o:p></span></p><p class=3DMsoNormal><span =
style=3D'font-size:10.0pt;font-family:"Comic Sans MS"'>Thank you - =
hid<o:p></o:p></span></p><p class=3DMsoNormal><span =
style=3D'font-size:8.0pt;font-family:"Comic Sans MS"'>H. I. =
Deslauriers<o:p></o:p></span></p><p class=3DMsoNormal><span =
style=3D'font-size:8.0pt;font-family:"Comic Sans MS"'>Administrative =
Services Manager<o:p></o:p></span></p><p class=3DMsoNormal><span =
style=3D'font-size:8.0pt;font-family:"Comic Sans MS"'>Southside =
Community Services<o:p></o:p></span></p><p class=3DMsoNormal><span =
style=3D'font-size:8.0pt;font-family:"Comic Sans MS"'>424 Hamilton =
Boulevard<o:p></o:p></span></p><p class=3DMsoNormal><span =
style=3D'font-size:8.0pt;font-family:"Comic Sans MS"'>South Boston, =
Virginia 24592<o:p></o:p></span></p><p class=3DMsoNormal><span =
style=3D'font-size:8.0pt;font-family:"Comic Sans MS"'>434-572-6916 =
(x301)<o:p></o:p></span></p><p class=3DMsoNormal><span =
style=3D'font-size:8.0pt;font-family:"Comic Sans =
MS"'>www.sscsb.org<o:p></o:p></span></p><p class=3DMsoNormal><span =
style=3D'font-size:8.0pt;font-family:"Comic Sans =
MS"'><o:p> </o:p></span></p><p class=3DMsoNormal><span =
style=3D'font-size:8.0pt;font-family:"Comic Sans MS"'>The information =
transmitted is intended solely for the individual or entity to which it
=
is addressed and may contain confidential and/or privileged =
material. Any review, retransmission, dissemination or other use =
of or taking action in reliance upon the information by persons or =
entities other than the intended recipient is prohibited. If you =
have received this email in error, please contact the sender and delete
=
the material from any computer.</span><span =
style=3D'font-size:8.0pt;font-family:"Comic Sans =
MS"'><o:p></o:p></span></p><p =
class=3DMsoNormal><o:p> </o:p></p></div></body></html>
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------------------------------
Date: Wed, 1 Feb 2012 15:29:15 -0500
From: "Kolstee, Robert" <[log in to unmask]>
Subject: Re: Electronic Health Records
--_000_C3FD30D31C01574198592B97BBF9BBFC1526944A58EXCH2CLSTRnor_
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You are receiving this e-mail as a subscriber to the Virginia Records
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The Virginia Public Records Manual, Chapter 7 Reformatting Records
contains=
the following information for guidance.
Legality of Reformatted Records
Copies of originals as evidence
Both Code of Virginia (=A7 8.01-391) and federal laws recognize the
legal s=
tatus of copies made from various
sources, including electronic data stored on optical media. The law of
evid=
ence allows accurate and authenticated
copies produced from originals to be admissible as evidence.
Authenticating records requires having written policies and procedures
form=
alizing the recording, storage, or
reproduction of public records. A list of users and their access
privileges=
should be maintained and audited
regularly. Also, keep audit trails documenting who scanned or edited
images=
and when this occurred.
Destroying Records after Reformatting
After records are reformatted, inspected, and approved according to
establi=
shed standards, the originals may be
destroyed because they are then considered copies. The reformatted
version =
is now the official copy of record.
The Library of Virginia does not require a Certificate of Records
Destructi=
on (RM-3 Form) for copies. However, any
original records with permanent retention or records created before 1913
mu=
st be offered in writing to the Library
of Virginia before destruction of the originals.
Bob Kolstee
Records Administrator
City of Norfolk
757-664-4737
________________________________
From: Virginia Records Officer's Listserv
[mailto:[log in to unmask]]=
On Behalf Of hid
Sent: Wednesday, February 01, 2012 2:56 PM
To: [log in to unmask]
Subject: Electronic Health Records
We are currently in the process of copying our medical records into an
Elec=
tronic Health Records system. We are scanning current records and
attaching=
them to the specific client's record in the database, organized in
folders=
based on the documentation content/function. (i.e. ISPs, Quarterlies,
Fina=
ncial, Assessments...etc.).
I am new to records management and have been trying to determine whether
sc=
anning records into the database allows us then to shred the paper
document=
ation, or whether we are required to continue to maintain, all or part
of t=
he medical record IAW current records retention schedules.
Can someone steer me in the proper direction to where I might find the
answ=
er? Any information you can provide will be greatly appreciated.
Thank you - hid
H. I. Deslauriers
Administrative Services Manager
Southside Community Services
424 Hamilton Boulevard
South Boston, Virginia 24592
434-572-6916 (x301)
www.sscsb.org
The information transmitted is intended solely for the individual or
entity=
to which it is addressed and may contain confidential and/or privileged
ma=
terial. Any review, retransmission, dissemination or other use of or
takin=
g action in reliance upon the information by persons or entities other
than=
the intended recipient is prohibited. If you have received this email
in =
error, please contact the sender and delete the material from any
computer.
To UNSUBSCRIBE, change options, or subscribe, please see the
instructions a=
t http://listlva.lib.va.us/archives/va-rol.html (If using Netscape, must
ha=
ve version 6.1 or higher to view the above page)
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<p class=3DMsoNormal><font size=3D3 color=3Dnavy face=3DArial><span
style=
=3D'font-size:
12.0pt;font-family:Arial;color:navy'>The Virginia Public Records Manual,
Chapter 7 </span></font><font size=3D3 face=3DArial><span
style=3D'font-siz=
e:12.0pt;
font-family:Arial'>Reformatting Records contains the following
information =
for
guidance.<font color=3Dnavy><span
style=3D'color:navy'><o:p></o:p></span></=
font></span></font></p>
<p class=3DMsoNormal><font size=3D3 color=3Dnavy face=3DArial><span
style=
=3D'font-size:
12.0pt;font-family:Arial;color:navy'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal><b><font size=3D3 color=3Dnavy face=3DArial><span
style=3D'font-size:12.0pt;font-family:Arial;color:navy;font-weight:bold'
><o=
:p> </o:p></span></font></b></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><b><font size=3D3
color=
=3Dblack
face=3DTradeGothicLTStd-Bd2><span
style=3D'font-size:12.0pt;font-family:Tra=
deGothicLTStd-Bd2;
color:black;font-weight:bold'>Legality of Reformatted
Records<o:p></o:p></s=
pan></font></b></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><b><font size=3D3
color=
=3Dblack
face=3DTradeGothicLTStd-Bd2><span
style=3D'font-size:12.0pt;font-family:Tra=
deGothicLTStd-Bd2;
color:black;font-weight:bold'><o:p> </o:p></span></font></b></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><i><font size=3D3
color=
=3Dblack
face=3DTradeGothicLTStd-Obl><span
style=3D'font-size:12.0pt;font-family:Tra=
deGothicLTStd-Obl;
color:black;font-style:italic'>Copies of originals as
evidence<o:p></o:p></=
span></font></i></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><font size=3D3
color=3Db=
lack
face=3DTradeGothicLTStd><span
style=3D'font-size:12.0pt;font-family:TradeGo=
thicLTStd;
color:black'>Both </span></font><i><font size=3D3 color=3D"#00a9cc"
face=3DTradeGothicLTStd-Obl><span
style=3D'font-size:12.0pt;font-family:Tra=
deGothicLTStd-Obl;
color:#00A9CC;font-style:italic'>Code of Virginia
</span></font></i><font
size=3D3 color=3Dblack face=3DTradeGothicLTStd><span
style=3D'font-size:12.=
0pt;
font-family:TradeGothicLTStd;color:black'>(=A7 8.01-391) and federal
laws
recognize the legal status of copies made from
various<o:p></o:p></span></f=
ont></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><font size=3D3
color=3Db=
lack
face=3DTradeGothicLTStd><span
style=3D'font-size:12.0pt;font-family:TradeGo=
thicLTStd;
color:black'>sources, including electronic data stored on optical media.
Th=
e
law of evidence allows accurate and
authenticated<o:p></o:p></span></font><=
/p>
<p class=3DMsoNormal style=3D'text-autospace:none'><font size=3D3
color=3Db=
lack
face=3DTradeGothicLTStd><span
style=3D'font-size:12.0pt;font-family:TradeGo=
thicLTStd;
color:black'>copies produced from originals to be admissible as
evidence.<o=
:p></o:p></span></font></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><font size=3D3
color=3Db=
lack
face=3DTradeGothicLTStd><span
style=3D'font-size:12.0pt;font-family:TradeGo=
thicLTStd;
color:black'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><b><font size=3D3
color=
=3Dblack
face=3DTradeGothicLTStd><span
style=3D'font-size:12.0pt;font-family:TradeGo=
thicLTStd;
color:black;font-weight:bold'>Authenticating records requires having
writte=
n
policies and procedures formalizing the recording, storage,
or<o:p></o:p></=
span></font></b></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><b><font size=3D3
color=
=3Dblack
face=3DTradeGothicLTStd><span
style=3D'font-size:12.0pt;font-family:TradeGo=
thicLTStd;
color:black;font-weight:bold'>reproduction of public
records</span></font><=
/b><font
size=3D3 color=3Dblack face=3DTradeGothicLTStd><span
style=3D'font-size:12.=
0pt;
font-family:TradeGothicLTStd;color:black'>. A list of users and their
acces=
s
privileges should be maintained and audited<o:p></o:p></span></font></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><font size=3D3
color=3Db=
lack
face=3DTradeGothicLTStd><span
style=3D'font-size:12.0pt;font-family:TradeGo=
thicLTStd;
color:black'>regularly. Also, keep audit trails documenting who scanned
or
edited images and when this occurred.<o:p></o:p></span></font></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><font size=3D3
color=3Db=
lack
face=3DTradeGothicLTStd><span
style=3D'font-size:12.0pt;font-family:TradeGo=
thicLTStd;
color:black'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><font size=3D3
color=3Db=
lack
face=3DTradeGothicLTStd><span
style=3D'font-size:12.0pt;font-family:TradeGo=
thicLTStd;
color:black'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><font size=3D3
color=3Db=
lack
face=3DTradeGothicLTStd><span
style=3D'font-size:12.0pt;font-family:TradeGo=
thicLTStd;
color:black'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><b><font size=3D3
color=
=3Dblack
face=3DTradeGothicLTStd-Bd2><span
style=3D'font-size:12.0pt;font-family:Tra=
deGothicLTStd-Bd2;
color:black;font-weight:bold'>Destroying Records after
Reformatting<o:p></o=
:p></span></font></b></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><b><font size=3D3
color=
=3Dblack
face=3DTradeGothicLTStd-Bd2><span
style=3D'font-size:12.0pt;font-family:Tra=
deGothicLTStd-Bd2;
color:black;font-weight:bold'><o:p> </o:p></span></font></b></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><b><font size=3D3
color=
=3Dblack
face=3DTradeGothicLTStd><span
style=3D'font-size:12.0pt;font-family:TradeGo=
thicLTStd;
color:black;font-weight:bold'>After records are reformatted, inspected,
and
approved according to established standards, the originals may
be<o:p></o:p=
></span></font></b></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><b><font size=3D3
color=
=3Dblack
face=3DTradeGothicLTStd><span
style=3D'font-size:12.0pt;font-family:TradeGo=
thicLTStd;
color:black;font-weight:bold'>destroyed because they are then considered
co=
pies</span></font></b><font
size=3D3 color=3Dblack face=3DTradeGothicLTStd><span
style=3D'font-size:12.=
0pt;
font-family:TradeGothicLTStd;color:black'>. The reformatted version is
now =
the
official copy of record.<o:p></o:p></span></font></p>
<p class=3DMsoNormal style=3D'text-autospace:none'><font size=3D3
color=3Db=
lack
face=3DTradeGothicLTStd><span
style=3D'font-size:12.0pt;font-family:TradeGo=
thicLTStd;
color:black'>The Library of Virginia does not require a Certificate of
Reco=
rds
Destruction (RM-3 Form) for copies. However,
any<o:p></o:p></span></font></=
p>
<p class=3DMsoNormal style=3D'text-autospace:none'><font size=3D3
color=3Db=
lack
face=3DTradeGothicLTStd><span
style=3D'font-size:12.0pt;font-family:TradeGo=
thicLTStd;
color:black'>original records with permanent retention or records
created
before 1913 must be offered in writing to the
Library<o:p></o:p></span></fo=
nt></p>
<p class=3DMsoNormal><font size=3D3 color=3Dblack
face=3DTradeGothicLTStd><=
span
style=3D'font-size:12.0pt;font-family:TradeGothicLTStd;color:black'>of
<st1=
:State
w:st=3D"on"><st1:place w:st=3D"on">Virginia</st1:place></st1:State>
before
destruction of the originals.</span></font><font size=3D3 color=3Dblack
fac=
e=3DArial><span
style=3D'font-size:12.0pt;font-family:Arial;color:black'><o:p></o:p></sp
an>=
</font></p>
<p class=3DMsoNormal><font size=3D3 color=3Dnavy face=3DArial><span
style=
=3D'font-size:
12.0pt;font-family:Arial;color:navy'><o:p> </o:p></span></font></p>
<div>
<p class=3DMsoNormal><font size=3D6 color=3Dnavy face=3D"Kunstler
Script"><=
span
style=3D'font-size:24.0pt;font-family:"Kunstler Script";color:navy'>Bob
Kol=
stee</span></font><font
color=3Dnavy><span style=3D'color:navy'><o:p></o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 color=3Dnavy face=3D"Bookman Old
Style"=
><span
style=3D'font-size:11.0pt;font-family:"Bookman Old
Style";color:navy'>Recor=
ds
Administrator</span></font><font color=3Dnavy><span
style=3D'color:navy'><o=
:p></o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 color=3Dnavy face=3D"Bookman Old
Style"=
><span
style=3D'font-size:11.0pt;font-family:"Bookman Old
Style";color:navy'>City =
of <st1:City
w:st=3D"on"><st1:place
w:st=3D"on">Norfolk</st1:place></st1:City></span></f=
ont><font
color=3Dnavy><span style=3D'color:navy'><o:p></o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 color=3Dnavy face=3D"Bookman Old
Style"=
><span
style=3D'font-size:11.0pt;font-family:"Bookman Old
Style";color:navy'>757-6=
64-4737</span></font><o:p></o:p></p>
</div>
<div>
<div class=3DMsoNormal align=3Dcenter style=3D'text-align:center'><font
siz=
e=3D3
face=3D"Times New Roman"><span
style=3D'font-size:12.0pt;font-family:"Times=
New Roman"'>
<hr size=3D2 width=3D"100%" align=3Dcenter tabindex=3D-1>
</span></font></div>
<p class=3DMsoNormal><b><font size=3D2 face=3DTahoma><span
style=3D'font-si=
ze:10.0pt;
font-family:Tahoma;font-weight:bold'>From:</span></font></b><font
size=3D2
face=3DTahoma><span style=3D'font-size:10.0pt;font-family:Tahoma'>
<st1:Per=
sonName
w:st=3D"on">Virginia Records Officer's Listserv</st1:PersonName>
[mailto:[log in to unmask]] <b><span style=3D'font-weight:bold'>On
Be=
half
Of </span></b>hid<br>
<b><span style=3D'font-weight:bold'>Sent:</span></b> Wednesday, February
01=
, 2012
2:56 PM<br>
<b><span style=3D'font-weight:bold'>To:</span></b>
[log in to unmask]
<br>
<b><span style=3D'font-weight:bold'>Subject:</span></b> Electronic
Health R=
ecords</span></font><font
size=3D3 face=3D"Times New Roman"><span
style=3D'font-size:12.0pt;font-fami=
ly:"Times New Roman"'><o:p></o:p></span></font></p>
</div>
<p class=3DMsoNormal><font size=3D2 face=3DCalibri><span
style=3D'font-size=
:11.0pt'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3D"Comic Sans MS"><span
style=3D'f=
ont-size:
10.0pt;font-family:"Comic Sans MS"'>We are currently in the process of
copy=
ing
our medical records into an Electronic Health Records system. We are
scanni=
ng
current records and attaching them to the specific client’s record
in=
the
database, organized in folders based on the documentation
content/function.
(i.e. ISPs, Quarterlies, Financial,
Assessments…etc.).<o:p></o:p></sp=
an></font></p>
<p class=3DMsoNormal><font size=3D2 face=3D"Comic Sans MS"><span
style=3D'f=
ont-size:
10.0pt;font-family:"Comic Sans MS"'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3D"Comic Sans MS"><span
style=3D'f=
ont-size:
10.0pt;font-family:"Comic Sans MS"'>I am new to records management and
have
been trying to determine whether scanning records into the database
allows =
us
then to shred the paper documentation, or whether we are required to
contin=
ue
to maintain, all or part of the medical record IAW current records
retentio=
n
schedules.<o:p></o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3D"Comic Sans MS"><span
style=3D'f=
ont-size:
10.0pt;font-family:"Comic Sans MS"'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3D"Comic Sans MS"><span
style=3D'f=
ont-size:
10.0pt;font-family:"Comic Sans MS"'>Can someone steer me in the proper
direction to where I might find the answer? Any information you can
provide
will be greatly appreciated.<o:p></o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3D"Comic Sans MS"><span
style=3D'f=
ont-size:
10.0pt;font-family:"Comic Sans MS"'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3D"Comic Sans MS"><span
style=3D'f=
ont-size:
10.0pt;font-family:"Comic Sans MS"'>Thank you -
hid<o:p></o:p></span></font=
></p>
<p class=3DMsoNormal><font size=3D1 face=3D"Comic Sans MS"><span
style=3D'f=
ont-size:
8.0pt;font-family:"Comic Sans MS"'>H. I.
Deslauriers<o:p></o:p></span></fon=
t></p>
<p class=3DMsoNormal><font size=3D1 face=3D"Comic Sans MS"><span
style=3D'f=
ont-size:
8.0pt;font-family:"Comic Sans MS"'>Administrative Services
Manager<o:p></o:=
p></span></font></p>
<p class=3DMsoNormal><font size=3D1 face=3D"Comic Sans MS"><span
style=3D'f=
ont-size:
8.0pt;font-family:"Comic Sans MS"'>Southside Community
Services<o:p></o:p><=
/span></font></p>
<p class=3DMsoNormal><st1:Street w:st=3D"on"><st1:address
w:st=3D"on"><font=
size=3D1
face=3D"Comic Sans MS"><span
style=3D'font-size:8.0pt;font-family:"Comic =
Sans MS"'>424
Hamilton Boulevard</span></font></st1:address></st1:Street><font
size=3D1
face=3D"Comic Sans MS"><span style=3D'font-size:8.0pt;font-family:"Comic
Sa=
ns MS"'><o:p></o:p></span></font></p>
<p class=3DMsoNormal><st1:place w:st=3D"on"><st1:City w:st=3D"on"><font
siz=
e=3D1
face=3D"Comic Sans MS"><span
style=3D'font-size:8.0pt;font-family:"Comic =
Sans MS"'>South
Boston</span></font></st1:City><font size=3D1 face=3D"Comic Sans
MS"><spa=
n
style=3D'font-size:8.0pt;font-family:"Comic Sans MS"'>, <st1:State
w:st=3D=
"on">Virginia</st1:State>
<st1:PostalCode
w:st=3D"on">24592</st1:PostalCode></span></font></st1:plac=
e><font
size=3D1 face=3D"Comic Sans MS"><span
style=3D'font-size:8.0pt;font-family:=
"Comic Sans MS"'><o:p></o:p></span></font></p>
<p class=3DMsoNormal><font size=3D1 face=3D"Comic Sans MS"><span
style=3D'f=
ont-size:
8.0pt;font-family:"Comic Sans MS"'>434-572-6916
(x301)<o:p></o:p></span></f=
ont></p>
<p class=3DMsoNormal><font size=3D1 face=3D"Comic Sans MS"><span
style=3D'f=
ont-size:
8.0pt;font-family:"Comic Sans
MS"'>www.sscsb.org<o:p></o:p></span></font></=
p>
<p class=3DMsoNormal><font size=3D1 face=3D"Comic Sans MS"><span
style=3D'f=
ont-size:
8.0pt;font-family:"Comic Sans MS"'><o:p> </o:p></span></font></p>
<p class=3DMsoNormal><font size=3D1 face=3D"Comic Sans MS"><span
style=3D'f=
ont-size:
8.0pt;font-family:"Comic Sans MS"'>The information transmitted is
intended
solely for the individual or entity to which it is addressed and may
contai=
n
confidential and/or privileged material. Any review,
retransmission,
dissemination or other use of or taking action in reliance upon the
informa=
tion
by persons or entities other than the intended recipient is
prohibited.&nbs=
p;
If you have received this email in error, please contact the sender and
del=
ete
the material from any computer.<o:p></o:p></span></font></p>
<p class=3DMsoNormal><font size=3D2 face=3DCalibri><span
style=3D'font-size=
:11.0pt'><o:p> </o:p></span></font></p>
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--_000_C3FD30D31C01574198592B97BBF9BBFC1526944A58EXCH2CLSTRnor_--
------------------------------
Date: Wed, 1 Feb 2012 20:57:17 +0000
From: "Harrington, Richard" <[log in to unmask]>
Subject: Re: Electronic Health Records
--_000_8065B2B39709B04491C9071B90E5602B03F2EF91ffxexmps04FFXCO_
Content-Type: text/plain; charset="iso-8859-1"
Content-Transfer-Encoding: quoted-printable
You are receiving this e-mail as a subscriber to the Virginia Records
Officer Listserv (VA-ROL).
#
#
Hid:
Per the Virginia Code section D below, you can designate the electronic
cop=
y as the official record and destroy the scanned paper, unless
specifically=
prohibited by law. Since they are mandating across the country that
medic=
al records become EMR's (electronic medical record), I've not seen
anything=
in Virginia law that mandates you need to retain the paper copy once it
ha=
s been reformatted. HIPPA does not address this issue specifically, but
as=
long as the case file is available in its entirety in electronic form
HIPP=
A does not seem to care what form the record is in.
=A7 8.01-391. Copies of originals as evidence.
A. Whenever the original of any official publication or other record has
be=
en filed in an action or introduced as evidence, the court may order the
or=
iginal to be returned to its custodian, retaining in its stead a copy
there=
of. The court may make any order to prevent the improper use of the
origina=
l.
B. If any department, division, institution, agency, board, or
commission o=
f this Commonwealth, of another state or country, or of the United
States, =
or of any political subdivision or agency of the same, acting pursuant
to t=
he law of the respective jurisdiction or other proper authority, has
copied=
any record made in the performance of its official duties, such copy
shall=
be as admissible into evidence as the original, whether the original is
in=
existence or not, provided that such copy is authenticated as a true
copy =
either by the custodian of said record or by the person to whom said
custod=
ian reports, if they are different, and is accompanied by a certificate
tha=
t such person does in fact have the custody.
C. If any court or clerk's office of a court of this Commonwealth, of
anoth=
er state or country, or of the United States, or of any political
subdivisi=
on or agency of the same, has copied any record made in the performance
of =
its official duties, such copy shall be admissible into evidence as the
ori=
ginal, whether the original is in existence or not, provided that such
copy=
is authenticated as a true copy by a clerk or deputy clerk of such
court.
D. If any business or member of a profession or calling in the regular
cour=
se of business or activity has made any record or received or
transmitted a=
ny document, and again in the regular course of business has caused any
or =
all of such record or document to be copied, the copy shall be as
admissibl=
e in evidence as the original, whether the original exists or not,
provided=
that such copy is satisfactorily identified and authenticated as a true
co=
py by a custodian of such record or by the person to whom said custodian
re=
ports, if they be different, and is accompanied by a certificate that
said =
person does in fact have the custody. Copies in the regular course of
busin=
ess shall be deemed to include reproduction at a later time, if done in
goo=
d faith and without intent to defraud. Copies in the regular course of
busi=
ness shall include items such as checks which are regularly copied
before t=
ransmission to another person or bank, or records which are acted upon
with=
out receipt of the original when the original is retained by another
party.
The original of which a copy has been made may be destroyed in the
regular =
course of business unless its preservation is required by law, or its
valid=
ity has been questioned.
E. The introduction in an action of a copy under this section neither
precl=
udes the introduction or admission of the original nor the introduction
of =
a copy or the original in another action.
F. Copy, as used in this section, shall include photographs,
microphotograp=
hs, photostats, microfilm, microcard, printouts or other reproductions
of e=
lectronically stored data, or copies from optical disks, electronically
tra=
nsmitted facsimiles, or any other reproduction of an original from a
proces=
s which forms a durable medium for its recording, storing, and
reproducing.
(Code 1950, =A7=A7 8-266, 8-267, 8-268, 8-278, 8-279, 8-279.1, 8-279.2;
195=
0, pp. 604, 640; 1954, c. 333; 1968, c. 723; 1972, cc. 441, 549, 645,
786; =
1973, c. 177; 1977, cc. 532, 617; 1978, c. 75; 1979, c. 447; 1989, c.
212; =
1990, c. 355; 1991, c. 145; 1992, c. 393; 2000, c.
334<http://lis.virginia.=
gov/cgi-bin/legp604.exe?001+ful+CHAP0334>.)
From: Virginia Records Officer's Listserv
[mailto:[log in to unmask]]=
On Behalf Of hid
Sent: Wednesday, February 01, 2012 2:56 PM
To: [log in to unmask]
Subject: Electronic Health Records
You are receiving this e-mail as a subscriber to the Virginia Records
Offic=
er Listserv (VA-ROL). # #
We are currently in the process of copying our medical records into an
Elec=
tronic Health Records system. We are scanning current records and
attaching=
them to the specific client's record in the database, organized in
folders=
based on the documentation content/function. (i.e. ISPs, Quarterlies,
Fina=
ncial, Assessments...etc.).
I am new to records management and have been trying to determine whether
sc=
anning records into the database allows us then to shred the paper
document=
ation, or whether we are required to continue to maintain, all or part
of t=
he medical record IAW current records retention schedules.
Can someone steer me in the proper direction to where I might find the
answ=
er? Any information you can provide will be greatly appreciated.
Thank you - hid
H. I. Deslauriers
Administrative Services Manager
Southside Community Services
424 Hamilton Boulevard
South Boston, Virginia 24592
434-572-6916 (x301)
www.sscsb.org<http://www.sscsb.org>
The information transmitted is intended solely for the individual or
entity=
to which it is addressed and may contain confidential and/or privileged
ma=
terial. Any review, retransmission, dissemination or other use of or
takin=
g action in reliance upon the information by persons or entities other
than=
the intended recipient is prohibited. If you have received this email
in =
error, please contact the sender and delete the material from any
computer.
To UNSUBSCRIBE, change options, or subscribe, please see the
instructions a=
t http://listlva.lib.va.us/archives/va-rol.html (If using Netscape, must
ha=
ve version 6.1 or higher to view the above page)
To UNSUBSCRIBE, change options, or subscribe, please see the
instructions
at http://listlva.lib.va.us/archives/va-rol.html
(If using Netscape, must have version 6.1 or higher to view the above
page)
--_000_8065B2B39709B04491C9071B90E5602B03F2EF91ffxexmps04FFXCO_
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<div class=3D"WordSection1">
<p>Hid:<o:p></o:p></p>
<p>Per the Virginia Code section D below, you can designate the
electronic =
copy as the official record and destroy the scanned paper, unless
specifica=
lly prohibited by law. Since they are mandating across the country
th=
at medical records become EMR’s (electronic
medical record), I’ve not seen anything in Virginia law that
mandate=
s you need to retain the paper copy once it has been reformatted.
HIP=
PA does not address this issue specifically, but as long as the case
file i=
s available in its entirety in electronic form
HIPPA does not seem to care what form the record is in.<o:p></o:p></p>
<p>=A7 8.01-391. Copies of originals as evidence. <o:p></o:p></p>
<p>A. Whenever the original of any official publication or other record
has=
been filed in an action or introduced as evidence, the court may order
the=
original to be returned to its custodian, retaining in its stead a copy
th=
ereof. The court may make any order
to prevent the improper use of the original. <o:p></o:p></p>
<p>B. If any department, division, institution, agency, board, or
commissio=
n of this Commonwealth, of another state or country, or of the United
State=
s, or of any political subdivision or agency of the same, acting
pursuant t=
o the law of the respective jurisdiction
or other proper authority, has copied any record made in the
performance o=
f its official duties, such copy shall be as admissible into evidence as
th=
e original, whether the original is in existence or not, provided that
such=
copy is authenticated as a true
copy either by the custodian of said record or by the person to whom
said =
custodian reports, if they are different, and is accompanied by a
certifica=
te that such person does in fact have the custody.
<o:p></o:p></p>
<p>C. If any court or clerk's office of a court of this Commonwealth, of
an=
other state or country, or of the United States, or of any political
subdiv=
ision or agency of the same, has copied any record made in the
performance =
of its official duties, such copy
shall be admissible into evidence as the original, whether the original
is=
in existence or not, provided that such copy is authenticated as a true
co=
py by a clerk or deputy clerk of such court.
<o:p></o:p></p>
<p>D. If any business or member of a profession or calling in the
regular c=
ourse of business or activity has made any record or received or
transmitte=
d any document, and again in the regular course of business has caused
any =
or all of such record or document
to be copied, the copy shall be as admissible in evidence as the
original,=
whether the original exists or not, provided that such copy is
satisfactor=
ily identified and authenticated as a true copy by a custodian of such
reco=
rd or by the person to whom said
custodian reports, if they be different, and is accompanied by a
certifica=
te that said person does in fact have the custody. Copies in the regular
co=
urse of business shall be deemed to include reproduction at a later
time, i=
f done in good faith and without
intent to defraud. Copies in the regular course of business shall
include =
items such as checks which are regularly copied before transmission to
anot=
her person or bank, or records which are acted upon without receipt of
the =
original when the original is retained
by another party. <o:p></o:p></p>
<p>The original of which a copy has been made may be destroyed in the
regul=
ar course of business unless its preservation is required by law, or its
va=
lidity has been questioned.
<o:p></o:p></p>
<p>E. The introduction in an action of a copy under this section neither
pr=
ecludes the introduction or admission of the original nor the
introduction =
of a copy or the original in another action.
<o:p></o:p></p>
<p>F. Copy, as used in this section, shall include photographs,
microphotog=
raphs, photostats, microfilm, microcard, printouts or other
reproductions o=
f electronically stored data, or copies from optical disks,
electronically =
transmitted facsimiles, or any other
reproduction of an original from a process which forms a durable medium
fo=
r its recording, storing, and reproducing.
<o:p></o:p></p>
<p>(Code 1950, =A7=A7 8-266, 8-267, 8-268, 8-278, 8-279, 8-279.1,
8-279.2; =
1950, pp. 604, 640; 1954, c. 333; 1968, c. 723; 1972, cc. 441, 549, 645,
78=
6; 1973, c. 177; 1977, cc. 532, 617; 1978, c. 75; 1979, c. 447; 1989, c.
21=
2; 1990, c. 355; 1991, c. 145; 1992,
c. 393; 2000, c. <a
href=3D"http://lis.virginia.gov/cgi-bin/legp604.exe?00=
1+ful+CHAP0334">
334</a>.) <o:p></o:p></p>
<p class=3D"MsoNormal"><span
style=3D"color:#1F497D"><o:p> </o:p></spa=
n></p>
<p class=3D"MsoNormal"><span
style=3D"color:#1F497D"><o:p> </o:p></spa=
n></p>
<p class=3D"MsoNormal"><b><span
style=3D"font-size:10.0pt;font-family:"=
;Tahoma","sans-serif"">From:</span></b><span
style=3D"font-s=
ize:10.0pt;font-family:"Tahoma","sans-serif"">
Virginia=
Records Officer's Listserv [mailto:[log in to unmask]]
<b>On Behalf Of </b>hid<br>
<b>Sent:</b> Wednesday, February 01, 2012 2:56 PM<br>
<b>To:</b> [log in to unmask]<br>
<b>Subject:</b> Electronic Health Records<o:p></o:p></span></p>
<p class=3D"MsoNormal"><o:p> </o:p></p>
<p class=3D"MsoNormal"><span
style=3D"font-size:12.0pt;font-family:"Ti=
mes New Roman","serif"">You are receiving this e-mail as
a s=
ubscriber to the Virginia Records Officer Listserv (VA-ROL). # #
</span><span style=3D"font-size:12.0pt;font-family:"Times New
Roman&qu=
ot;,"serif""><o:p></o:p></span></p>
<p class=3D"MsoNormal"><span
style=3D"font-size:10.0pt;font-family:"Co=
mic Sans MS"">We are currently in the process of copying our
medical r=
ecords into an Electronic Health Records system. We are scanning current
re=
cords and attaching them to the specific client’s
record in the database, organized in folders based on the documentation
co=
ntent/function. (i.e. ISPs, Quarterlies, Financial,
Assessments…etc.)=
.<o:p></o:p></span></p>
<p class=3D"MsoNormal"><span
style=3D"font-size:10.0pt;font-family:"Co=
mic Sans MS""><o:p> </o:p></span></p>
<p class=3D"MsoNormal"><span
style=3D"font-size:10.0pt;font-family:"Co=
mic Sans MS"">I am new to records management and have been trying
to d=
etermine whether scanning records into the database allows us then to
shred=
the paper documentation, or whether we are required
to continue to maintain, all or part of the medical record IAW current
rec=
ords retention schedules.<o:p></o:p></span></p>
<p class=3D"MsoNormal"><span
style=3D"font-size:10.0pt;font-family:"Co=
mic Sans MS""><o:p> </o:p></span></p>
<p class=3D"MsoNormal"><span
style=3D"font-size:10.0pt;font-family:"Co=
mic Sans MS"">Can someone steer me in the proper direction to where
I =
might find the answer? Any information you can provide will be greatly
appr=
eciated.<o:p></o:p></span></p>
<p class=3D"MsoNormal"><span
style=3D"font-size:10.0pt;font-family:"Co=
mic Sans MS""><o:p> </o:p></span></p>
<p class=3D"MsoNormal"><span
style=3D"font-size:10.0pt;font-family:"Co=
mic Sans MS"">Thank you - hid<o:p></o:p></span></p>
<p class=3D"MsoNormal"><span
style=3D"font-size:8.0pt;font-family:"Com=
ic Sans MS"">H. I. Deslauriers<o:p></o:p></span></p>
<p class=3D"MsoNormal"><span
style=3D"font-size:8.0pt;font-family:"Com=
ic Sans MS"">Administrative Services Manager<o:p></o:p></span></p>
<p class=3D"MsoNormal"><span
style=3D"font-size:8.0pt;font-family:"Com=
ic Sans MS"">Southside Community Services<o:p></o:p></span></p>
<p class=3D"MsoNormal"><span
style=3D"font-size:8.0pt;font-family:"Com=
ic Sans MS"">424 Hamilton Boulevard<o:p></o:p></span></p>
<p class=3D"MsoNormal"><span
style=3D"font-size:8.0pt;font-family:"Com=
ic Sans MS"">South Boston, Virginia 24592<o:p></o:p></span></p>
<p class=3D"MsoNormal"><span
style=3D"font-size:8.0pt;font-family:"Com=
ic Sans MS"">434-572-6916 (x301)<o:p></o:p></span></p>
<p class=3D"MsoNormal"><span
style=3D"font-size:8.0pt;font-family:"Com=
ic Sans MS""><a
href=3D"http://www.sscsb.org">www.sscsb.org</a><o:p></=
o:p></span></p>
<p class=3D"MsoNormal"><span
style=3D"font-size:8.0pt;font-family:"Com=
ic Sans MS""><o:p> </o:p></span></p>
<p class=3D"MsoNormal"><span
style=3D"font-size:8.0pt;font-family:"Com=
ic Sans MS"">The information transmitted is intended solely for the
in=
dividual or entity to which it is addressed and may contain confidential
an=
d/or privileged material. Any review, retransmission,
dissemination or other use of or taking action in reliance upon the
inform=
ation by persons or entities other than the intended recipient is
prohibite=
d. If you have received this email in error, please contact the
sende=
r and delete the material from any computer.<o:p></o:p></span></p>
<p class=3D"MsoNormal"><o:p> </o:p></p>
<p class=3D"MsoNormal"><span
style=3D"font-size:12.0pt;font-family:"Ti=
mes New Roman","serif"">To UNSUBSCRIBE, change options,
or s=
ubscribe, please see the instructions at
<a
href=3D"http://listlva.lib.va.us/archives/va-rol.html">http://listlva.li
=
b.va.us/archives/va-rol.html</a> (If using Netscape, must have version
6.1 =
or higher to view the above page)<o:p></o:p></span></p>
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--_000_8065B2B39709B04491C9071B90E5602B03F2EF91ffxexmps04FFXCO_--
------------------------------
Date: Wed, 1 Feb 2012 16:20:19 -0500
From: "Smith, Glenn (LVA)" <[log in to unmask]>
Subject: Re: Electronic Health Records
This is a multi-part message in MIME format.
------_=_NextPart_001_01CCE127.4D8D7F04
Content-Type: text/plain;
charset="iso-8859-1"
Content-Transfer-Encoding: quoted-printable
You are receiving this e-mail as a subscriber to the Virginia Records
Officer Listserv (VA-ROL).
#
#
=20
Good answer, Bob. =20
=20
And, to strengthen the language in =A7 8.01-391, HB 1284 was introduced
=
in this year's General Assembly. While this bill applies predominantly
=
to circuit court clerks' offices, and the proposed amendment to =A7 =
8.01-391 doesn't appear to be significant at first glance, creating a =
new paragraph E. for the one sentence that pertains to the destruction =
of the original after copying will solidify that this provision applies
=
to all sub-sections above it (courts, government, and businesses) and =
not just businesses in sub-section D. =
http://lis.virginia.gov/cgi-bin/legp604.exe?121+ful+HB1284+hil
Regards all,
- Glenn
-------------------------------------------------------------------
Glenn T. Smith [log in to unmask]
Records Analyst www.lva.virginia.gov
Library of Virginia 804-692-3604
-------------------------------------------------------------------=20
________________________________
From: Virginia Records Officer's Listserv =
[mailto:[log in to unmask]] On Behalf Of Kolstee, Robert
Sent: Wednesday, February 01, 2012 3:29 PM
To: [log in to unmask]
Subject: Re: Electronic Health Records
You are receiving this e-mail as a subscriber to the Virginia Records =
Officer Listserv (VA-ROL). =20
The Virginia Public Records Manual, Chapter 7 Reformatting Records =
contains the following information for guidance.
=20
=20
Legality of Reformatted Records
=20
Copies of originals as evidence
Both Code of Virginia (=A7 8.01-391) and federal laws recognize the =
legal status of copies made from various
sources, including electronic data stored on optical media. The law of =
evidence allows accurate and authenticated
copies produced from originals to be admissible as evidence.
=20
Authenticating records requires having written policies and procedures =
formalizing the recording, storage, or
reproduction of public records. A list of users and their access =
privileges should be maintained and audited
regularly. Also, keep audit trails documenting who scanned or edited =
images and when this occurred.
=20
=20
=20
Destroying Records after Reformatting
=20
After records are reformatted, inspected, and approved according to =
established standards, the originals may be
destroyed because they are then considered copies. The reformatted =
version is now the official copy of record.
The Library of Virginia does not require a Certificate of Records =
Destruction (RM-3 Form) for copies. However, any
original records with permanent retention or records created before 1913
=
must be offered in writing to the Library
of Virginia before destruction of the originals.
=20
Bob Kolstee
Records Administrator
City of Norfolk
757-664-4737
________________________________
From: Virginia Records Officer's Listserv =
[mailto:[log in to unmask]] On Behalf Of hid
Sent: Wednesday, February 01, 2012 2:56 PM
To: [log in to unmask]
Subject: Electronic Health Records
=20
We are currently in the process of copying our medical records into an =
Electronic Health Records system. We are scanning current records and =
attaching them to the specific client's record in the database, =
organized in folders based on the documentation content/function. (i.e.
=
ISPs, Quarterlies, Financial, Assessments...etc.).
=20
I am new to records management and have been trying to determine whether
=
scanning records into the database allows us then to shred the paper =
documentation, or whether we are required to continue to maintain, all =
or part of the medical record IAW current records retention schedules.
=20
Can someone steer me in the proper direction to where I might find the =
answer? Any information you can provide will be greatly appreciated.
=20
Thank you - hid
H. I. Deslauriers
Administrative Services Manager
Southside Community Services
424 Hamilton Boulevard
South Boston, Virginia 24592
434-572-6916 (x301)
www.sscsb.org
=20
The information transmitted is intended solely for the individual or =
entity to which it is addressed and may contain confidential and/or =
privileged material. Any review, retransmission, dissemination or other
=
use of or taking action in reliance upon the information by persons or =
entities other than the intended recipient is prohibited. If you have =
received this email in error, please contact the sender and delete the =
material from any computer.
=20
To UNSUBSCRIBE, change options, or subscribe, please see the
instructions
at http://listlva.lib.va.us/archives/va-rol.html
(If using Netscape, must have version 6.1 or higher to view the above
page)
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#
#
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<DIV dir=3Dltr align=3Dleft><SPAN class=3D070413120-01022012><FONT =
color=3D#0000ff=20
size=3D2 face=3DArial>Good answer, Bob. </FONT></SPAN></DIV>
<DIV dir=3Dltr align=3Dleft><SPAN class=3D070413120-01022012><FONT =
color=3D#0000ff=20
size=3D2 face=3DArial></FONT></SPAN> </DIV>
<DIV dir=3Dltr align=3Dleft><SPAN class=3D070413120-01022012><FONT =
color=3D#0000ff=20
size=3D2 face=3DArial>And, to strengthen the language in =A7 8.01-391, =
HB=20
1284 was introduced in this year's General Assembly. =
While this=20
bill applies predominantly to circuit court clerks' offices, and=20
t</FONT></SPAN><SPAN class=3D070413120-01022012><FONT color=3D#0000ff =
size=3D2=20
face=3DArial>he proposed amendment to =A7 8.01-391 doesn't appear to be
=
significant=20
at first glance, creating a new paragraph E. for the one sentence =
that=20
pertains to the destruction of the original after copying will solidify
=
that=20
this provision applies to all sub-sections above it (courts, government,
=
and=20
businesses) and not just businesses in sub-section =
D. </FONT></SPAN><SPAN=20
class=3D070413120-01022012><FONT color=3D#810081 size=3D2 =
face=3DArial><A=20
href=3D"http://lis.virginia.gov/cgi-bin/legp604.exe?121+ful+HB1284+hil">
h=
ttp://lis.virginia.gov/cgi-bin/legp604.exe?121+ful+HB1284+hil</A></FONT>
<=
/SPAN></DIV><FONT=20
color=3D#0000ff size=3D2 face=3DArial></FONT><FONT color=3D#0000ff =
size=3D2=20
face=3DArial></FONT>
<DIV><BR><SPAN class=3D070413120-01022012><FONT color=3D#0000ff size=3D2
=
face=3DArial>Regards all,<!-- Converted from text/plain format =
--><BR><BR>
<P><FONT size=3D2>-=20
Glenn<BR><BR>-----------------------------------------------------------
-=
-------<BR>Glenn=20
T. Smith [log in to unmask]<BR>Records
=
Analyst  
;=
=20
www.lva.virginia.gov<BR>Library of=20
Virginia &nbs
p=
; =20
804-692-3604<BR>--------------------------------------------------------
-=
----------</FONT> </FONT></SPAN></P></DIV>
<DIV>
<HR tabIndex=3D-1>
</DIV>
<DIV><FONT size=3D2 face=3DTahoma><B>From:</B> Virginia Records =
Officer's Listserv=20
[mailto:[log in to unmask]] <B>On Behalf Of </B>Kolstee,=20
Robert<BR><B>Sent:</B> Wednesday, February 01, 2012 3:29 =
PM<BR><B>To:</B>=20
[log in to unmask]<BR><B>Subject:</B> Re: Electronic Health=20
Records<BR></FONT><BR></DIV>
<DIV></DIV>
<DIV>You are receiving this e-mail as a subscriber to the Virginia =
Records=20
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<P class=3DMsoNormal><FONT color=3Dnavy size=3D3 face=3DArial><SPAN=20
style=3D"FONT-FAMILY: Arial; COLOR: navy; FONT-SIZE: 12pt">The Virginia
=
Public=20
Records Manual, Chapter 7 </SPAN></FONT><FONT size=3D3 =
face=3DArial><SPAN=20
style=3D"FONT-FAMILY: Arial; FONT-SIZE: 12pt">Reformatting Records =
contains the=20
following information for guidance.<FONT color=3Dnavy><SPAN=20
style=3D"COLOR: navy"><o:p></o:p></SPAN></FONT></SPAN></FONT></P>
<P class=3DMsoNormal><FONT color=3Dnavy size=3D3 face=3DArial><SPAN=20
style=3D"FONT-FAMILY: Arial; COLOR: navy; FONT-SIZE: =
12pt"><o:p> </o:p></SPAN></FONT></P>
<P class=3DMsoNormal><B><FONT color=3Dnavy size=3D3
face=3DArial><SPAN=20
style=3D"FONT-FAMILY: Arial; COLOR: navy; FONT-SIZE: 12pt; FONT-WEIGHT:
=
bold"><o:p> </o:p></SPAN></FONT></B></P>
<P class=3DMsoNormal><B><FONT color=3Dblack size=3D3 =
face=3DTradeGothicLTStd-Bd2><SPAN=20
style=3D"FONT-FAMILY: TradeGothicLTStd-Bd2; COLOR: black; FONT-SIZE: =
12pt; FONT-WEIGHT: bold">Legality=20
of Reformatted Records<o:p></o:p></SPAN></FONT></B></P>
<P class=3DMsoNormal><B><FONT color=3Dblack size=3D3 =
face=3DTradeGothicLTStd-Bd2><SPAN=20
style=3D"FONT-FAMILY: TradeGothicLTStd-Bd2; COLOR: black; FONT-SIZE: =
12pt; FONT-WEIGHT: bold"><o:p> </o:p></SPAN></FONT></B></P>
<P class=3DMsoNormal><I><FONT color=3Dblack size=3D3 =
face=3DTradeGothicLTStd-Obl><SPAN=20
style=3D"FONT-STYLE: italic; FONT-FAMILY: TradeGothicLTStd-Obl; COLOR: =
black; FONT-SIZE: 12pt">Copies=20
of originals as evidence<o:p></o:p></SPAN></FONT></I></P>
<P class=3DMsoNormal><FONT color=3Dblack size=3D3 =
face=3DTradeGothicLTStd><SPAN=20
style=3D"FONT-FAMILY: TradeGothicLTStd; COLOR: black; FONT-SIZE: =
12pt">Both=20
</SPAN></FONT><I><FONT color=3D#00a9cc size=3D3 =
face=3DTradeGothicLTStd-Obl><SPAN=20
style=3D"FONT-STYLE: italic; FONT-FAMILY: TradeGothicLTStd-Obl; COLOR: =
#00a9cc; FONT-SIZE: 12pt">Code=20
of Virginia </SPAN></FONT></I><FONT color=3Dblack size=3D3=20
face=3DTradeGothicLTStd><SPAN=20
style=3D"FONT-FAMILY: TradeGothicLTStd; COLOR: black; FONT-SIZE: =
12pt">(=A7=20
8.01-391) and federal laws recognize the legal status of copies made =
from=20
various<o:p></o:p></SPAN></FONT></P>
<P class=3DMsoNormal><FONT color=3Dblack size=3D3 =
face=3DTradeGothicLTStd><SPAN=20
style=3D"FONT-FAMILY: TradeGothicLTStd; COLOR: black; FONT-SIZE: =
12pt">sources,=20
including electronic data stored on optical media. The law of evidence =
allows=20
accurate and authenticated<o:p></o:p></SPAN></FONT></P>
<P class=3DMsoNormal><FONT color=3Dblack size=3D3 =
face=3DTradeGothicLTStd><SPAN=20
style=3D"FONT-FAMILY: TradeGothicLTStd; COLOR: black; FONT-SIZE: =
12pt">copies=20
produced from originals to be admissible as=20
evidence.<o:p></o:p></SPAN></FONT></P>
<P class=3DMsoNormal><FONT color=3Dblack size=3D3 =
face=3DTradeGothicLTStd><SPAN=20
style=3D"FONT-FAMILY: TradeGothicLTStd; COLOR: black; FONT-SIZE: =
12pt"><o:p> </o:p></SPAN></FONT></P>
<P class=3DMsoNormal><B><FONT color=3Dblack size=3D3 =
face=3DTradeGothicLTStd><SPAN=20
style=3D"FONT-FAMILY: TradeGothicLTStd; COLOR: black; FONT-SIZE: 12pt; =
FONT-WEIGHT: bold">Authenticating=20
records requires having written policies and procedures formalizing
the=20
recording, storage, or<o:p></o:p></SPAN></FONT></B></P>
<P class=3DMsoNormal><B><FONT color=3Dblack size=3D3 =
face=3DTradeGothicLTStd><SPAN=20
style=3D"FONT-FAMILY: TradeGothicLTStd; COLOR: black; FONT-SIZE: 12pt; =
FONT-WEIGHT: bold">reproduction=20
of public records</SPAN></FONT></B><FONT color=3Dblack size=3D3=20
face=3DTradeGothicLTStd><SPAN=20
style=3D"FONT-FAMILY: TradeGothicLTStd; COLOR: black; FONT-SIZE: 12pt">.
=
A list of=20
users and their access privileges should be maintained and=20
audited<o:p></o:p></SPAN></FONT></P>
<P class=3DMsoNormal><FONT color=3Dblack size=3D3 =
face=3DTradeGothicLTStd><SPAN=20
style=3D"FONT-FAMILY: TradeGothicLTStd; COLOR: black; FONT-SIZE: =
12pt">regularly.=20
Also, keep audit trails documenting who scanned or edited images and =
when this=20
occurred.<o:p></o:p></SPAN></FONT></P>
<P class=3DMsoNormal><FONT color=3Dblack size=3D3 =
face=3DTradeGothicLTStd><SPAN=20
style=3D"FONT-FAMILY: TradeGothicLTStd; COLOR: black; FONT-SIZE: =
12pt"><o:p> </o:p></SPAN></FONT></P>
<P class=3DMsoNormal><FONT color=3Dblack size=3D3 =
face=3DTradeGothicLTStd><SPAN=20
style=3D"FONT-FAMILY: TradeGothicLTStd; COLOR: black; FONT-SIZE: =
12pt"><o:p> </o:p></SPAN></FONT></P>
<P class=3DMsoNormal><FONT color=3Dblack size=3D3 =
face=3DTradeGothicLTStd><SPAN=20
style=3D"FONT-FAMILY: TradeGothicLTStd; COLOR: black; FONT-SIZE: =
12pt"><o:p> </o:p></SPAN></FONT></P>
<P class=3DMsoNormal><B><FONT color=3Dblack size=3D3 =
face=3DTradeGothicLTStd-Bd2><SPAN=20
style=3D"FONT-FAMILY: TradeGothicLTStd-Bd2; COLOR: black; FONT-SIZE: =
12pt; FONT-WEIGHT: bold">Destroying=20
Records after Reformatting<o:p></o:p></SPAN></FONT></B></P>
<P class=3DMsoNormal><B><FONT color=3Dblack size=3D3 =
face=3DTradeGothicLTStd-Bd2><SPAN=20
style=3D"FONT-FAMILY: TradeGothicLTStd-Bd2; COLOR: black; FONT-SIZE: =
12pt; FONT-WEIGHT: bold"><o:p> </o:p></SPAN></FONT></B></P>
<P class=3DMsoNormal><B><FONT color=3Dblack size=3D3 =
face=3DTradeGothicLTStd><SPAN=20
style=3D"FONT-FAMILY: TradeGothicLTStd; COLOR: black; FONT-SIZE: 12pt; =
FONT-WEIGHT: bold">After=20
records are reformatted, inspected, and approved according to =
established=20
standards, the originals may be<o:p></o:p></SPAN></FONT></B></P>
<P class=3DMsoNormal><B><FONT color=3Dblack size=3D3 =
face=3DTradeGothicLTStd><SPAN=20
style=3D"FONT-FAMILY: TradeGothicLTStd; COLOR: black; FONT-SIZE: 12pt; =
FONT-WEIGHT: bold">destroyed=20
because they are then considered copies</SPAN></FONT></B><FONT =
color=3Dblack=20
size=3D3 face=3DTradeGothicLTStd><SPAN=20
style=3D"FONT-FAMILY: TradeGothicLTStd; COLOR: black; FONT-SIZE: 12pt">.
=
The=20
reformatted version is now the official copy of=20
record.<o:p></o:p></SPAN></FONT></P>
<P class=3DMsoNormal><FONT color=3Dblack size=3D3 =
face=3DTradeGothicLTStd><SPAN=20
style=3D"FONT-FAMILY: TradeGothicLTStd; COLOR: black; FONT-SIZE: =
12pt">The Library=20
of Virginia does not require a Certificate of Records Destruction (RM-3
=
Form)=20
for copies. However, any<o:p></o:p></SPAN></FONT></P>
<P class=3DMsoNormal><FONT color=3Dblack size=3D3 =
face=3DTradeGothicLTStd><SPAN=20
style=3D"FONT-FAMILY: TradeGothicLTStd; COLOR: black; FONT-SIZE: =
12pt">original=20
records with permanent retention or records created before 1913 must be
=
offered=20
in writing to the Library<o:p></o:p></SPAN></FONT></P>
<P class=3DMsoNormal><FONT color=3Dblack size=3D3 =
face=3DTradeGothicLTStd><SPAN=20
style=3D"FONT-FAMILY: TradeGothicLTStd; COLOR: black; FONT-SIZE: =
12pt">of=20
<st1:State w:st=3D"on"><st1:place =
w:st=3D"on">Virginia</st1:place></st1:State>=20
before destruction of the originals.</SPAN></FONT><FONT color=3Dblack =
size=3D3=20
face=3DArial><SPAN=20
style=3D"FONT-FAMILY: Arial; COLOR: black; FONT-SIZE: =
12pt"><o:p></o:p></SPAN></FONT></P>
<P class=3DMsoNormal><FONT color=3Dnavy size=3D3 face=3DArial><SPAN=20
style=3D"FONT-FAMILY: Arial; COLOR: navy; FONT-SIZE: =
12pt"><o:p> </o:p></SPAN></FONT></P>
<DIV>
<P class=3DMsoNormal><FONT color=3Dnavy size=3D6 face=3D"Kunstler =
Script"><SPAN=20
style=3D"FONT-FAMILY: 'Kunstler Script'; COLOR: navy; FONT-SIZE: =
24pt">Bob=20
Kolstee</SPAN></FONT><FONT color=3Dnavy><SPAN=20
style=3D"COLOR: navy"><o:p></o:p></SPAN></FONT></P>
<P class=3DMsoNormal><FONT color=3Dnavy size=3D2 face=3D"Bookman Old =
Style"><SPAN=20
style=3D"FONT-FAMILY: 'Bookman Old Style'; COLOR: navy; FONT-SIZE: =
11pt">Records=20
Administrator</SPAN></FONT><FONT color=3Dnavy><SPAN=20
style=3D"COLOR: navy"><o:p></o:p></SPAN></FONT></P>
<P class=3DMsoNormal><FONT color=3Dnavy size=3D2 face=3D"Bookman Old =
Style"><SPAN=20
style=3D"FONT-FAMILY: 'Bookman Old Style'; COLOR: navy; FONT-SIZE: =
11pt">City of=20
<st1:City w:st=3D"on"><st1:place=20
w:st=3D"on">Norfolk</st1:place></st1:City></SPAN></FONT><FONT =
color=3Dnavy><SPAN=20
style=3D"COLOR: navy"><o:p></o:p></SPAN></FONT></P>
<P class=3DMsoNormal><FONT color=3Dnavy size=3D2 face=3D"Bookman Old =
Style"><SPAN=20
style=3D"FONT-FAMILY: 'Bookman Old Style'; COLOR: navy; FONT-SIZE: =
11pt">757-664-4737</SPAN></FONT><o:p></o:p></P></DIV>
<DIV>
<DIV style=3D"TEXT-ALIGN: center" class=3DMsoNormal align=3Dcenter><FONT
=
size=3D3=20
face=3D"Times New Roman"><SPAN=20
style=3D"FONT-FAMILY: 'Times New Roman'; FONT-SIZE: 12pt">
<HR tabIndex=3D-1 align=3Dcenter SIZE=3D2 width=3D"100%">
</SPAN></FONT></DIV>
<P class=3DMsoNormal><B><FONT size=3D2 face=3DTahoma><SPAN=20
style=3D"FONT-FAMILY: Tahoma; FONT-SIZE: 10pt; FONT-WEIGHT: =
bold">From:</SPAN></FONT></B><FONT=20
size=3D2 face=3DTahoma><SPAN style=3D"FONT-FAMILY: Tahoma; FONT-SIZE: =
10pt">=20
<st1:PersonName w:st=3D"on">Virginia Records Officer's =
Listserv</st1:PersonName>=20
[mailto:[log in to unmask]] <B><SPAN style=3D"FONT-WEIGHT: =
bold">On Behalf=20
Of </SPAN></B>hid<BR><B><SPAN style=3D"FONT-WEIGHT: =
bold">Sent:</SPAN></B>=20
Wednesday, February 01, 2012 2:56 PM<BR><B><SPAN=20
style=3D"FONT-WEIGHT: bold">To:</SPAN></B> =
[log in to unmask]<BR><B><SPAN=20
style=3D"FONT-WEIGHT: bold">Subject:</SPAN></B> Electronic Health=20
Records</SPAN></FONT><FONT size=3D3 face=3D"Times New Roman"><SPAN=20
style=3D"FONT-FAMILY: 'Times New Roman'; FONT-SIZE: =
12pt"><o:p></o:p></SPAN></FONT></P></DIV>
<P class=3DMsoNormal><FONT size=3D2 face=3DCalibri><SPAN=20
style=3D"FONT-SIZE: 11pt"><o:p> </o:p></SPAN></FONT></P>
<P class=3DMsoNormal><FONT size=3D2 face=3D"Comic Sans MS"><SPAN=20
style=3D"FONT-FAMILY: 'Comic Sans MS'; FONT-SIZE: 10pt">We are currently
=
in the=20
process of copying our medical records into an Electronic Health Records
=
system.=20
We are scanning current records and attaching them to the specific =
client=92s=20
record in the database, organized in folders based on the
documentation=20
content/function. (i.e. ISPs, Quarterlies, Financial,=20
Assessments=85etc.).<o:p></o:p></SPAN></FONT></P>
<P class=3DMsoNormal><FONT size=3D2 face=3D"Comic Sans MS"><SPAN=20
style=3D"FONT-FAMILY: 'Comic Sans MS'; FONT-SIZE: =
10pt"><o:p> </o:p></SPAN></FONT></P>
<P class=3DMsoNormal><FONT size=3D2 face=3D"Comic Sans MS"><SPAN=20
style=3D"FONT-FAMILY: 'Comic Sans MS'; FONT-SIZE: 10pt">I am new to =
records=20
management and have been trying to determine whether scanning records =
into the=20
database allows us then to shred the paper documentation, or whether we
=
are=20
required to continue to maintain, all or part of the medical record IAW
=
current=20
records retention schedules.<o:p></o:p></SPAN></FONT></P>
<P class=3DMsoNormal><FONT size=3D2 face=3D"Comic Sans MS"><SPAN=20
style=3D"FONT-FAMILY: 'Comic Sans MS'; FONT-SIZE: =
10pt"><o:p> </o:p></SPAN></FONT></P>
<P class=3DMsoNormal><FONT size=3D2 face=3D"Comic Sans MS"><SPAN=20
style=3D"FONT-FAMILY: 'Comic Sans MS'; FONT-SIZE: 10pt">Can someone =
steer me in=20
the proper direction to where I might find the answer? Any information =
you can=20
provide will be greatly appreciated.<o:p></o:p></SPAN></FONT></P>
<P class=3DMsoNormal><FONT size=3D2 face=3D"Comic Sans MS"><SPAN=20
style=3D"FONT-FAMILY: 'Comic Sans MS'; FONT-SIZE: =
10pt"><o:p> </o:p></SPAN></FONT></P>
<P class=3DMsoNormal><FONT size=3D2 face=3D"Comic Sans MS"><SPAN=20
style=3D"FONT-FAMILY: 'Comic Sans MS'; FONT-SIZE: 10pt">Thank you -=20
hid<o:p></o:p></SPAN></FONT></P>
<P class=3DMsoNormal><FONT size=3D1 face=3D"Comic Sans MS"><SPAN=20
style=3D"FONT-FAMILY: 'Comic Sans MS'; FONT-SIZE: 8pt">H. I.=20
Deslauriers<o:p></o:p></SPAN></FONT></P>
<P class=3DMsoNormal><FONT size=3D1 face=3D"Comic Sans MS"><SPAN=20
style=3D"FONT-FAMILY: 'Comic Sans MS'; FONT-SIZE: 8pt">Administrative =
Services=20
Manager<o:p></o:p></SPAN></FONT></P>
<P class=3DMsoNormal><FONT size=3D1 face=3D"Comic Sans MS"><SPAN=20
style=3D"FONT-FAMILY: 'Comic Sans MS'; FONT-SIZE: 8pt">Southside =
Community=20
Services<o:p></o:p></SPAN></FONT></P>
<P class=3DMsoNormal><st1:Street w:st=3D"on"><st1:address =
w:st=3D"on"><FONT size=3D1=20
face=3D"Comic Sans MS"><SPAN=20
style=3D"FONT-FAMILY: 'Comic Sans MS'; FONT-SIZE: 8pt">424 Hamilton=20
Boulevard</SPAN></FONT></st1:address></st1:Street><FONT size=3D1=20
face=3D"Comic Sans MS"><SPAN=20
style=3D"FONT-FAMILY: 'Comic Sans MS'; FONT-SIZE: =
8pt"><o:p></o:p></SPAN></FONT></P>
<P class=3DMsoNormal><st1:place w:st=3D"on"><st1:City w:st=3D"on"><FONT
=
size=3D1=20
face=3D"Comic Sans MS"><SPAN=20
style=3D"FONT-FAMILY: 'Comic Sans MS'; FONT-SIZE: 8pt">South=20
Boston</SPAN></FONT></st1:City><FONT size=3D1 face=3D"Comic Sans =
MS"><SPAN=20
style=3D"FONT-FAMILY: 'Comic Sans MS'; FONT-SIZE: 8pt">, <st1:State=20
w:st=3D"on">Virginia</st1:State> <st1:PostalCode=20
w:st=3D"on">24592</st1:PostalCode></SPAN></FONT></st1:place><FONT =
size=3D1=20
face=3D"Comic Sans MS"><SPAN=20
style=3D"FONT-FAMILY: 'Comic Sans MS'; FONT-SIZE: =
8pt"><o:p></o:p></SPAN></FONT></P>
<P class=3DMsoNormal><FONT size=3D1 face=3D"Comic Sans MS"><SPAN=20
style=3D"FONT-FAMILY: 'Comic Sans MS'; FONT-SIZE: 8pt">434-572-6916=20
(x301)<o:p></o:p></SPAN></FONT></P>
<P class=3DMsoNormal><FONT size=3D1 face=3D"Comic Sans MS"><SPAN=20
style=3D"FONT-FAMILY: 'Comic Sans MS'; FONT-SIZE: =
8pt">www.sscsb.org<o:p></o:p></SPAN></FONT></P>
<P class=3DMsoNormal><FONT size=3D1 face=3D"Comic Sans MS"><SPAN=20
style=3D"FONT-FAMILY: 'Comic Sans MS'; FONT-SIZE: =
8pt"><o:p> </o:p></SPAN></FONT></P>
<P class=3DMsoNormal><FONT size=3D1 face=3D"Comic Sans MS"><SPAN=20
style=3D"FONT-FAMILY: 'Comic Sans MS'; FONT-SIZE: 8pt">The information =
transmitted=20
is intended solely for the individual or entity to which it is addressed
=
and may=20
contain confidential and/or privileged material. Any review,=20
retransmission, dissemination or other use of or taking action in =
reliance upon=20
the information by persons or entities other than the intended recipient
=
is=20
prohibited. If you have received this email in error, please =
contact the=20
sender and delete the material from any =
computer.<o:p></o:p></SPAN></FONT></P>
<P class=3DMsoNormal><FONT size=3D2 face=3DCalibri><SPAN=20
style=3D"FONT-SIZE: =
11pt"><o:p> </o:p></SPAN></FONT></P></DIV></BODY></HTML>
To UNSUBSCRIBE, change options, or subscribe, please see the
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------_=_NextPart_001_01CCE127.4D8D7F04--
------------------------------
Date: Wed, 1 Feb 2012 16:47:04 -0500
From: "Hoover, Donna (WWRC)" <[log in to unmask]>
Subject: Re: Electronic Health Records
This is a multi-part message in MIME format.
------_=_NextPart_001_01CCE12B.09F29E5D
Content-Type: text/plain;
charset="iso-8859-1"
Content-Transfer-Encoding: quoted-printable
You are receiving this e-mail as a subscriber to the Virginia Records
Officer Listserv (VA-ROL).
#
#
Since the original question was pertaining to medical records, COV =
section 32.1 - 127.1:01 addresses medical record storage in alternative
=
formats (microfilm, electronic, etc).
=A7 32.1-127.1:01 =
<http://lis.virginia.gov/cgi-bin/legp604.exe?000+cod+32.1-127.1C01> . =
Record storage.=20
A. Medical records, as defined in =A7 42.1-77 =
<http://lis.virginia.gov/cgi-bin/legp604.exe?000+cod+42.1-77> , may be =
stored by computerized or other electronic process or microfilm, or =
other photographic, mechanical, or chemical process; however, the stored
=
record shall identify the location of any documents or information that
=
could not be so technologically stored. If the technological storage =
process creates an unalterable record, the nursing facility, hospital or
=
other licensed health care provider shall not be required to maintain =
paper copies of medical records that have been stored by computerized or
=
other electronic process, microfilm, or other photographic, mechanical,
=
or chemical process. Upon completing such technological storage, paper =
copies of medical records may be destroyed in a manner that preserves =
the patient's confidentiality. However, any documents or information =
that could not be so technologically stored shall be preserved.=20
B. Notwithstanding the authority of this section to copy patient records
=
in the form of microfilm, prescription dispensing records maintained in
=
or on behalf of any pharmacy registered or permitted in Virginia shall =
only be stored in compliance with =A7=A7 54.1-3410 =
<http://lis.virginia.gov/cgi-bin/legp604.exe?000+cod+54.1-3410> , =
54.1-3411 =
<http://lis.virginia.gov/cgi-bin/legp604.exe?000+cod+54.1-3411> and =
54.1-3412 =
<http://lis.virginia.gov/cgi-bin/legp604.exe?000+cod+54.1-3412> .=20
(1994, c. 390 =
<http://lis.virginia.gov/cgi-bin/legp604.exe?941+ful+CHAP0390> ; 1998, =
c. 470 <http://lis.virginia.gov/cgi-bin/legp604.exe?981+ful+CHAP0470> .)
=
However, a best practice (as gleaned from AHIMA) is to maintain a =
chronological file containing each day's work for 90 days then destroy =
after completing the QC process. When starting out, it's good to =
perform 100% review on what has been imaged. Once team members meet a =
pre-determined accuracy threshold (ours is 96%), then a 10% review of =
documents on each individual performing the imaging function is adequate
=
(unless the threshold isn't being met at which time some targeted =
re-training may be necessary). We report our results at the quarterly =
compliance meeting.=20
Hope this is helpful!
=20
Donna
=20
Donna S. Hoover, MBA, RHIA=20
Records Management Services=20
Woodrow Wilson Rehabilitation Center=20
HIPAA Privacy/FOIA Officer=20
PO BOX 1500, W-484=20
Fishersville, VA 22939-1500=20
Ph: 540.332.7904 Fx: 540.332.7923=20
=20
=20
From: Virginia Records Officer's Listserv =
[mailto:[log in to unmask]] On Behalf Of Smith, Glenn (LVA)
Sent: Wednesday, February 01, 2012 4:20 PM
To: [log in to unmask]
Subject: Re: Electronic Health Records
=20
You are receiving this e-mail as a subscriber to the Virginia Records =
Officer Listserv (VA-ROL). # #=20
=20
Good answer, Bob. =20
=20
And, to strengthen the language in =A7 8.01-391, HB 1284 was introduced
=
in this year's General Assembly. While this bill applies predominantly
=
to circuit court clerks' offices, and the proposed amendment to =A7 =
8.01-391 doesn't appear to be significant at first glance, creating a =
new paragraph E. for the one sentence that pertains to the destruction =
of the original after copying will solidify that this provision applies
=
to all sub-sections above it (courts, government, and businesses) and =
not just businesses in sub-section D. =
http://lis.virginia.gov/cgi-bin/legp604.exe?121+ful+HB1284+hil
Regards all,
- Glenn
-------------------------------------------------------------------
Glenn T. Smith [log in to unmask]
Records Analyst www.lva.virginia.gov
Library of Virginia 804-692-3604
-------------------------------------------------------------------=20
________________________________
From: Virginia Records Officer's Listserv =
[mailto:[log in to unmask]] On Behalf Of Kolstee, Robert
Sent: Wednesday, February 01, 2012 3:29 PM
To: [log in to unmask]
Subject: Re: Electronic Health Records
You are receiving this e-mail as a subscriber to the Virginia Records =
Officer Listserv (VA-ROL). =20
The Virginia Public Records Manual, Chapter 7 Reformatting Records =
contains the following information for guidance.
=20
=20
Legality of Reformatted Records
=20
Copies of originals as evidence
Both Code of Virginia (=A7 8.01-391) and federal laws recognize the =
legal status of copies made from various
sources, including electronic data stored on optical media. The law of =
evidence allows accurate and authenticated
copies produced from originals to be admissible as evidence.
=20
Authenticating records requires having written policies and procedures =
formalizing the recording, storage, or
reproduction of public records. A list of users and their access =
privileges should be maintained and audited
regularly. Also, keep audit trails documenting who scanned or edited =
images and when this occurred.
=20
=20
=20
Destroying Records after Reformatting
=20
After records are reformatted, inspected, and approved according to =
established standards, the originals may be
destroyed because they are then considered copies. The reformatted =
version is now the official copy of record.
The Library of Virginia does not require a Certificate of Records =
Destruction (RM-3 Form) for copies. However, any
original records with permanent retention or records created before 1913
=
must be offered in writing to the Library
of Virginia before destruction of the originals.
=20
Bob Kolstee
Records Administrator
City of Norfolk
757-664-4737
________________________________
From: Virginia Records Officer's Listserv =
[mailto:[log in to unmask]] On Behalf Of hid
Sent: Wednesday, February 01, 2012 2:56 PM
To: [log in to unmask]
Subject: Electronic Health Records
=20
We are currently in the process of copying our medical records into an =
Electronic Health Records system. We are scanning current records and =
attaching them to the specific client's record in the database, =
organized in folders based on the documentation content/function. (i.e.
=
ISPs, Quarterlies, Financial, Assessments...etc.).
=20
I am new to records management and have been trying to determine whether
=
scanning records into the database allows us then to shred the paper =
documentation, or whether we are required to continue to maintain, all =
or part of the medical record IAW current records retention schedules.
=20
Can someone steer me in the proper direction to where I might find the =
answer? Any information you can provide will be greatly appreciated.
=20
Thank you - hid
H. I. Deslauriers
Administrative Services Manager
Southside Community Services
424 Hamilton Boulevard
South Boston, Virginia 24592
434-572-6916 (x301)
www.sscsb.org
=20
The information transmitted is intended solely for the individual or =
entity to which it is addressed and may contain confidential and/or =
privileged material. Any review, retransmission, dissemination or other
=
use of or taking action in reliance upon the information by persons or =
entities other than the intended recipient is prohibited. If you have =
received this email in error, please contact the sender and delete the =
material from any computer.
=20
To UNSUBSCRIBE, change options, or subscribe, please see the =
instructions at http://listlva.lib.va.us/archives/va-rol.html (If using
=
Netscape, must have version 6.1 or higher to view the above page)=20
To UNSUBSCRIBE, change options, or subscribe, please see the
instructions
at http://listlva.lib.va.us/archives/va-rol.html
(If using Netscape, must have version 6.1 or higher to view the above
page)
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=
vlink=3Dpurple><div class=3DWordSection1><p class=3DMsoNormal =
style=3D'mso-margin-top-alt:auto;mso-margin-bottom-alt:auto'><span =
style=3D'font-size:12.0pt;color:#17365D'>Since the original question was
=
pertaining to medical records, COV section 32.1 – 127.1:01 =
addresses medical record storage in alternative formats (microfilm, =
electronic, etc).<o:p></o:p></span></p><p class=3DMsoNormal =
style=3D'mso-margin-top-alt:auto;mso-margin-bottom-alt:auto'><span =
style=3D'font-size:12.0pt;font-family:"Times New Roman","serif"'>=A7 <a
=
href=3D"http://lis.virginia.gov/cgi-bin/legp604.exe?000+cod+32.1-127.1C0
1=
">32.1-127.1:01</a>. Record storage. <o:p></o:p></span></p><p =
class=3DMsoNormal =
style=3D'mso-margin-top-alt:auto;mso-margin-bottom-alt:auto'><span =
style=3D'font-size:12.0pt;font-family:"Times New Roman","serif"'>A. =
Medical records, as defined in =A7 <a =
href=3D"http://lis.virginia.gov/cgi-bin/legp604.exe?000+cod+42.1-77">42.
1=
-77</a>, may be stored by computerized or other electronic process or =
microfilm, or other photographic, mechanical, or chemical process; =
however, the stored record shall identify the location of any documents
=
or information that could not be so technologically stored. If the =
technological storage process creates an unalterable record, the nursing
=
facility, hospital or other licensed health care provider shall not be =
required to maintain paper copies of medical records that have been =
stored by computerized or other electronic process, microfilm, or other
=
photographic, mechanical, or chemical process. <span =
style=3D'background:yellow;mso-highlight:yellow'>Upon completing such =
technological storage, paper copies of medical records may be destroyed
=
in a manner that preserves the patient's confidentiality.</span> =
However, any documents or information that could not be so =
technologically stored shall be preserved. <o:p></o:p></span></p><p =
class=3DMsoNormal =
style=3D'mso-margin-top-alt:auto;mso-margin-bottom-alt:auto'><span =
style=3D'font-size:12.0pt;font-family:"Times New Roman","serif"'>B. =
Notwithstanding the authority of this section to copy patient records in
=
the form of microfilm, prescription dispensing records maintained in or
=
on behalf of any pharmacy registered or permitted in Virginia shall only
=
be stored in compliance with =A7=A7 <a =
href=3D"http://lis.virginia.gov/cgi-bin/legp604.exe?000+cod+54.1-3410">5
4=
.1-3410</a>, <a =
href=3D"http://lis.virginia.gov/cgi-bin/legp604.exe?000+cod+54.1-3411">5
4=
.1-3411</a> and <a =
href=3D"http://lis.virginia.gov/cgi-bin/legp604.exe?000+cod+54.1-3412">5
4=
.1-3412</a>. <o:p></o:p></span></p><p class=3DMsoNormal =
style=3D'mso-margin-top-alt:auto;mso-margin-bottom-alt:auto'><span =
style=3D'font-size:12.0pt;font-family:"Times New Roman","serif"'>(1994,
=
c. <a =
href=3D"http://lis.virginia.gov/cgi-bin/legp604.exe?941+ful+CHAP0390">39
0=
</a>; 1998, c. <a =
href=3D"http://lis.virginia.gov/cgi-bin/legp604.exe?981+ful+CHAP0470">47
0=
</a>.) <o:p></o:p></span></p><p class=3DMsoNormal =
style=3D'mso-margin-top-alt:auto;mso-margin-bottom-alt:auto'><span =
style=3D'font-size:12.0pt;color:#17365D'>However, a best practice (as =
gleaned from AHIMA) is to maintain a chronological file containing each
=
day’s work for 90 days then destroy after completing the QC =
process.=A0 When starting out, it’s good to perform 100% review on
=
what has been imaged.=A0 Once team members meet a pre-determined =
accuracy threshold (ours is 96%), then a 10% review of documents on each
=
individual performing the imaging function is adequate (unless the =
threshold isn’t being met at which time some targeted re-training
=
may be necessary).=A0 We report our results at the quarterly compliance
=
meeting. <o:p></o:p></span></p><p class=3DMsoNormal><span =
style=3D'color:#1F497D'>Hope this is helpful!<o:p></o:p></span></p><p =
class=3DMsoNormal><span =
style=3D'color:#1F497D'><o:p> </o:p></span></p><p =
class=3DMsoNormal><span =
style=3D'color:#1F497D'>Donna<o:p></o:p></span></p><p =
class=3DMsoNormal><span =
style=3D'color:#1F497D'><o:p> </o:p></span></p><p class=3DMsoNormal
=
style=3D'mso-margin-top-alt:auto;mso-margin-bottom-alt:auto'><span =
style=3D'font-size:10.0pt;font-family:"Arial =
Narrow","sans-serif";color:#943634'>Donna S. Hoover, MBA, =
RHIA</span><span style=3D'font-size:12.0pt;font-family:"Times New =
Roman","serif";color:#943634'> <br></span><span =
style=3D'font-size:10.0pt;font-family:"Arial =
Narrow","sans-serif";color:#943634'>Records Management =
Services</span><span style=3D'font-size:12.0pt;font-family:"Times New =
Roman","serif";color:#943634'> <br></span><span =
style=3D'font-size:10.0pt;font-family:"Arial =
Narrow","sans-serif";color:#943634'>Woodrow Wilson Rehabilitation =
Center</span><span style=3D'font-size:12.0pt;font-family:"Times New =
Roman","serif";color:#943634'> <br></span><span =
style=3D'font-size:10.0pt;font-family:"Arial =
Narrow","sans-serif";color:#943634'>HIPAA Privacy/FOIA =
Officer</span><span style=3D'font-size:12.0pt;font-family:"Times New =
Roman","serif";color:#943634'> <br></span><span =
style=3D'font-size:10.0pt;font-family:"Arial =
Narrow","sans-serif";color:#943634'>PO BOX 1500, W-484</span><span =
style=3D'font-size:12.0pt;font-family:"Times New =
Roman","serif";color:#943634'> <br></span><span =
style=3D'font-size:10.0pt;font-family:"Arial =
Narrow","sans-serif";color:#943634'>Fishersville, VA =
22939-1500</span><span style=3D'font-size:12.0pt;font-family:"Times New
=
Roman","serif";color:#943634'> <o:p></o:p></span></p><p =
class=3DMsoNormal><span style=3D'font-size:10.0pt;font-family:"Arial =
Narrow","sans-serif";color:#943634'>Ph: =
540.332.7904 Fx: 540.332.7923</span><span
=
style=3D'font-size:12.0pt;font-family:"Times New =
Roman","serif";color:#943634'> </span><span =
style=3D'color:#943634'><o:p></o:p></span></p><p class=3DMsoNormal><span
=
style=3D'color:#1F497D'><o:p> </o:p></span></p><p =
class=3DMsoNormal><span =
style=3D'color:#1F497D'><o:p> </o:p></span></p><div =
style=3D'border:none;border-top:solid #B5C4DF 1.0pt;padding:3.0pt 0in =
0in 0in'><p class=3DMsoNormal><b><span =
style=3D'font-size:10.0pt;font-family:"Tahoma","sans-serif"'>From:</span
>=
</b><span style=3D'font-size:10.0pt;font-family:"Tahoma","sans-serif"'>
=
Virginia Records Officer's Listserv [mailto:[log in to unmask]] =
<b>On Behalf Of </b>Smith, Glenn (LVA)<br><b>Sent:</b> Wednesday, =
February 01, 2012 4:20 PM<br><b>To:</b> =
[log in to unmask]<br><b>Subject:</b> Re: Electronic Health =
Records<o:p></o:p></span></p></div><p =
class=3DMsoNormal><o:p> </o:p></p><p class=3DMsoNormal><span =
style=3D'font-size:12.0pt;font-family:"Times New Roman","serif"'>You are
=
receiving this e-mail as a subscriber to the Virginia Records Officer =
Listserv (VA-ROL). # # </span><o:p></o:p></p><p =
class=3DMsoNormal> <o:p></o:p></p><p class=3DMsoNormal><span =
style=3D'font-size:10.0pt;font-family:"Arial","sans-serif";color:blue'>G
o=
od answer, Bob. </span><o:p></o:p></p><p =
class=3DMsoNormal> <o:p></o:p></p><p class=3DMsoNormal><span =
style=3D'font-size:10.0pt;font-family:"Arial","sans-serif";color:blue'>A
n=
d, to strengthen the language in =A7 8.01-391, HB 1284 was =
introduced in this year's General Assembly. While this bill =
applies predominantly to circuit court clerks' offices, and the proposed
=
amendment to =A7 8.01-391 doesn't appear to be significant at first =
glance, creating a new paragraph E. for the one sentence that =
pertains to the destruction of the original after copying will solidify
=
that this provision applies to all sub-sections above it (courts, =
government, and businesses) and not just businesses in sub-section =
D. </span><span =
style=3D'font-size:10.0pt;font-family:"Arial","sans-serif";color:#810081
'=
><a =
href=3D"http://lis.virginia.gov/cgi-bin/legp604.exe?121+ful+HB1284+hil">
h=
ttp://lis.virginia.gov/cgi-bin/legp604.exe?121+ful+HB1284+hil</a></span>
<=
o:p></o:p></p><div><p class=3DMsoNormal =
style=3D'margin-bottom:12.0pt'><br><span =
style=3D'font-size:10.0pt;font-family:"Arial","sans-serif";color:blue'>R
e=
gards all,<o:p></o:p></span></p><p><span =
style=3D'font-size:10.0pt;font-family:"Arial","sans-serif";color:blue'>-
=
Glenn<br><br>-----------------------------------------------------------
-=
-------<br>Glenn T. Smith =
[log in to unmask]<br>Records =
Analyst  
;=
www.lva.virginia.gov<br>Library of =
Virginia &nbs
p=
; =
804-692-3604<br>--------------------------------------------------------
-=
---------- </span><o:p></o:p></p></div><div><div class=3DMsoNormal
=
align=3Dcenter style=3D'text-align:center'><hr size=3D2 width=3D"100%" =
align=3Dcenter></div></div><div><p class=3DMsoNormal =
style=3D'margin-bottom:12.0pt'><b><span =
style=3D'font-size:10.0pt;font-family:"Tahoma","sans-serif"'>From:</span
>=
</b><span style=3D'font-size:10.0pt;font-family:"Tahoma","sans-serif"'>
=
Virginia Records Officer's Listserv [mailto:[log in to unmask]] =
<b>On Behalf Of </b>Kolstee, Robert<br><b>Sent:</b> Wednesday, February
=
01, 2012 3:29 PM<br><b>To:</b> =
[log in to unmask]<br><b>Subject:</b> Re: Electronic Health =
Records</span><o:p></o:p></p></div><div><p class=3DMsoNormal>You are =
receiving this e-mail as a subscriber to the Virginia Records Officer =
Listserv (VA-ROL). <span =
style=3D'font-size:10.0pt;font-family:"Arial","sans-serif";color:blue'>&
n=
bsp;</span><o:p></o:p></p></div><p class=3DMsoNormal><span =
style=3D'font-size:12.0pt;font-family:"Arial","sans-serif";color:navy'>T
h=
e Virginia Public Records Manual, Chapter 7 </span><span =
style=3D'font-size:12.0pt;font-family:"Arial","sans-serif"'>Reformatting
=
Records contains the following information for guidance.<span =
style=3D'color:navy'><o:p></o:p></span></span></p><p =
class=3DMsoNormal><span =
style=3D'font-size:12.0pt;font-family:"Arial","sans-serif";color:navy'><
o=
:p> </o:p></span></p><p class=3DMsoNormal><b><span =
style=3D'font-size:12.0pt;font-family:"Arial","sans-serif";color:navy'><
o=
:p> </o:p></span></b></p><p class=3DMsoNormal><b><span =
style=3D'font-size:12.0pt;font-family:TradeGothicLTStd-Bd2;color:black'>
L=
egality of Reformatted Records<o:p></o:p></span></b></p><p =
class=3DMsoNormal><b><span =
style=3D'font-size:12.0pt;font-family:TradeGothicLTStd-Bd2;color:black'>
<=
o:p> </o:p></span></b></p><p class=3DMsoNormal><i><span =
style=3D'font-size:12.0pt;font-family:TradeGothicLTStd-Obl;color:black'>
C=
opies of originals as evidence<o:p></o:p></span></i></p><p =
class=3DMsoNormal><span =
style=3D'font-size:12.0pt;font-family:TradeGothicLTStd;color:black'>Both
=
</span><i><span =
style=3D'font-size:12.0pt;font-family:TradeGothicLTStd-Obl;color:#00A9CC
'=
>Code of Virginia </span></i><span =
style=3D'font-size:12.0pt;font-family:TradeGothicLTStd;color:black'>(=A7
=
8.01-391) and federal laws recognize the legal status of copies made =
from various<o:p></o:p></span></p><p class=3DMsoNormal><span =
style=3D'font-size:12.0pt;font-family:TradeGothicLTStd;color:black'>sour
c=
es, including electronic data stored on optical media. The law of =
evidence allows accurate and authenticated<o:p></o:p></span></p><p =
class=3DMsoNormal><span =
style=3D'font-size:12.0pt;font-family:TradeGothicLTStd;color:black'>copi
e=
s produced from originals to be admissible as =
evidence.<o:p></o:p></span></p><p class=3DMsoNormal><span =
style=3D'font-size:12.0pt;font-family:TradeGothicLTStd;color:black'><o:p
>=
</o:p></span></p><p class=3DMsoNormal><b><span =
style=3D'font-size:12.0pt;font-family:TradeGothicLTStd;color:black'>Auth
e=
nticating records requires having written policies and procedures =
formalizing the recording, storage, or<o:p></o:p></span></b></p><p =
class=3DMsoNormal><b><span =
style=3D'font-size:12.0pt;font-family:TradeGothicLTStd;color:black'>repr
o=
duction of public records</span></b><span =
style=3D'font-size:12.0pt;font-family:TradeGothicLTStd;color:black'>. A
=
list of users and their access privileges should be maintained and =
audited<o:p></o:p></span></p><p class=3DMsoNormal><span =
style=3D'font-size:12.0pt;font-family:TradeGothicLTStd;color:black'>regu
l=
arly. Also, keep audit trails documenting who scanned or edited images =
and when this occurred.<o:p></o:p></span></p><p class=3DMsoNormal><span
=
style=3D'font-size:12.0pt;font-family:TradeGothicLTStd;color:black'><o:p
>=
</o:p></span></p><p class=3DMsoNormal><span =
style=3D'font-size:12.0pt;font-family:TradeGothicLTStd;color:black'><o:p
>=
</o:p></span></p><p class=3DMsoNormal><span =
style=3D'font-size:12.0pt;font-family:TradeGothicLTStd;color:black'><o:p
>=
</o:p></span></p><p class=3DMsoNormal><b><span =
style=3D'font-size:12.0pt;font-family:TradeGothicLTStd-Bd2;color:black'>
D=
estroying Records after Reformatting<o:p></o:p></span></b></p><p =
class=3DMsoNormal><b><span =
style=3D'font-size:12.0pt;font-family:TradeGothicLTStd-Bd2;color:black'>
<=
o:p> </o:p></span></b></p><p class=3DMsoNormal><b><span =
style=3D'font-size:12.0pt;font-family:TradeGothicLTStd;color:black'>Afte
r=
records are reformatted, inspected, and approved according to =
established standards, the originals may be<o:p></o:p></span></b></p><p
=
class=3DMsoNormal><b><span =
style=3D'font-size:12.0pt;font-family:TradeGothicLTStd;color:black'>dest
r=
oyed because they are then considered copies</span></b><span =
style=3D'font-size:12.0pt;font-family:TradeGothicLTStd;color:black'>. =
The reformatted version is now the official copy of =
record.<o:p></o:p></span></p><p class=3DMsoNormal><span =
style=3D'font-size:12.0pt;font-family:TradeGothicLTStd;color:black'>The
=
Library of Virginia does not require a Certificate of Records =
Destruction (RM-3 Form) for copies. However, any<o:p></o:p></span></p><p
=
class=3DMsoNormal><span =
style=3D'font-size:12.0pt;font-family:TradeGothicLTStd;color:black'>orig
i=
nal records with permanent retention or records created before 1913 must
=
be offered in writing to the Library<o:p></o:p></span></p><p =
class=3DMsoNormal><span =
style=3D'font-size:12.0pt;font-family:TradeGothicLTStd;color:black'>of =
Virginia before destruction of the originals.</span><span =
style=3D'font-size:12.0pt;font-family:"Arial","sans-serif";color:black'>
<=
o:p></o:p></span></p><p class=3DMsoNormal><span =
style=3D'font-size:12.0pt;font-family:"Arial","sans-serif";color:navy'><
o=
:p> </o:p></span></p><div><p class=3DMsoNormal><span =
style=3D'font-size:24.0pt;font-family:"Kunstler Script";color:navy'>Bob
=
Kolstee</span><span style=3D'color:navy'><o:p></o:p></span></p><p =
class=3DMsoNormal><span style=3D'font-family:"Bookman Old =
Style","serif";color:navy'>Records Administrator</span><span =
style=3D'color:navy'><o:p></o:p></span></p><p class=3DMsoNormal><span =
style=3D'font-family:"Bookman Old Style","serif";color:navy'>City of =
Norfolk</span><span style=3D'color:navy'><o:p></o:p></span></p><p =
class=3DMsoNormal><span style=3D'font-family:"Bookman Old =
Style","serif";color:navy'>757-664-4737</span><o:p></o:p></p></div><div>
<=
div class=3DMsoNormal align=3Dcenter style=3D'text-align:center'><span =
style=3D'font-size:12.0pt;font-family:"Times New Roman","serif"'><hr =
size=3D2 width=3D"100%" align=3Dcenter></span></div><p =
class=3DMsoNormal><b><span =
style=3D'font-size:10.0pt;font-family:"Tahoma","sans-serif"'>From:</span
>=
</b><span style=3D'font-size:10.0pt;font-family:"Tahoma","sans-serif"'>
=
Virginia Records Officer's Listserv [mailto:[log in to unmask]] =
<b>On Behalf Of </b>hid<br><b>Sent:</b> Wednesday, February 01, 2012 =
2:56 PM<br><b>To:</b> [log in to unmask]<br><b>Subject:</b> =
Electronic Health Records</span><span =
style=3D'font-size:12.0pt;font-family:"Times New =
Roman","serif"'><o:p></o:p></span></p></div><p =
class=3DMsoNormal><o:p> </o:p></p><p class=3DMsoNormal><span =
style=3D'font-size:10.0pt;font-family:"Comic Sans MS"'>We are currently
=
in the process of copying our medical records into an Electronic Health
=
Records system. We are scanning current records and attaching them to =
the specific client’s record in the database, organized in folders
=
based on the documentation content/function. (i.e. ISPs, Quarterlies, =
Financial, Assessments…etc.).<o:p></o:p></span></p><p =
class=3DMsoNormal><span style=3D'font-size:10.0pt;font-family:"Comic =
Sans MS"'><o:p> </o:p></span></p><p class=3DMsoNormal><span =
style=3D'font-size:10.0pt;font-family:"Comic Sans MS"'>I am new to =
records management and have been trying to determine whether scanning =
records into the database allows us then to shred the paper =
documentation, or whether we are required to continue to maintain, all =
or part of the medical record IAW current records retention =
schedules.<o:p></o:p></span></p><p class=3DMsoNormal><span =
style=3D'font-size:10.0pt;font-family:"Comic Sans =
MS"'><o:p> </o:p></span></p><p class=3DMsoNormal><span =
style=3D'font-size:10.0pt;font-family:"Comic Sans MS"'>Can someone steer
=
me in the proper direction to where I might find the answer? Any =
information you can provide will be greatly =
appreciated.<o:p></o:p></span></p><p class=3DMsoNormal><span =
style=3D'font-size:10.0pt;font-family:"Comic Sans =
MS"'><o:p> </o:p></span></p><p class=3DMsoNormal><span =
style=3D'font-size:10.0pt;font-family:"Comic Sans MS"'>Thank you - =
hid<o:p></o:p></span></p><p class=3DMsoNormal><span =
style=3D'font-size:8.0pt;font-family:"Comic Sans MS"'>H. I. =
Deslauriers<o:p></o:p></span></p><p class=3DMsoNormal><span =
style=3D'font-size:8.0pt;font-family:"Comic Sans MS"'>Administrative =
Services Manager<o:p></o:p></span></p><p class=3DMsoNormal><span =
style=3D'font-size:8.0pt;font-family:"Comic Sans MS"'>Southside =
Community Services<o:p></o:p></span></p><p class=3DMsoNormal><span =
style=3D'font-size:8.0pt;font-family:"Comic Sans MS"'>424 Hamilton =
Boulevard<o:p></o:p></span></p><p class=3DMsoNormal><span =
style=3D'font-size:8.0pt;font-family:"Comic Sans MS"'>South Boston, =
Virginia 24592<o:p></o:p></span></p><p class=3DMsoNormal><span =
style=3D'font-size:8.0pt;font-family:"Comic Sans MS"'>434-572-6916 =
(x301)<o:p></o:p></span></p><p class=3DMsoNormal><span =
style=3D'font-size:8.0pt;font-family:"Comic Sans =
MS"'>www.sscsb.org<o:p></o:p></span></p><p class=3DMsoNormal><span =
style=3D'font-size:8.0pt;font-family:"Comic Sans =
MS"'><o:p> </o:p></span></p><p class=3DMsoNormal><span =
style=3D'font-size:8.0pt;font-family:"Comic Sans MS"'>The information =
transmitted is intended solely for the individual or entity to which it
=
is addressed and may contain confidential and/or privileged =
material. Any review, retransmission, dissemination or other use =
of or taking action in reliance upon the information by persons or =
entities other than the intended recipient is prohibited. If you =
have received this email in error, please contact the sender and delete
=
the material from any computer.<o:p></o:p></span></p><p =
class=3DMsoNormal><o:p> </o:p></p><p class=3DMsoNormal><span =
style=3D'font-size:12.0pt;font-family:"Times New Roman","serif"'>To =
UNSUBSCRIBE, change options, or subscribe, please see the instructions =
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