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Links to Record Retention Source Documents
The following is a list of Medical Records contacts for each of the LMEs. Please contact the designated person should you have records questions or need to request records from the LME or a provider in the LME catchment area that may no longer be in business.
LME Medical Records Contacts (7/11)
http://info.dhhs.state.nc.us/olm/manuals/dhs/pol-40/man/
record_retention.pdf
http://www.records.ncdcr.gov/schedules/
GS_2009_updateamendment_20090831B.pdf
http://www.ncdhhs.gov/mhddsas/statspublications/Policy/apsm10-3retentionupdated5-05.pdf
http://www.ncdhhs.gov/mhddsas/statspublications/Policy/10-4apsm-recordretention1986.pdf
Record Storage Log
Record Destruction Log
Provides the requirements and guidelines for Medicaid, DMH/DD/SA rules, policies, and procedures, as well as other applicable regulations to move toward greater uniformity in record-keeping.
http://www.ncdhhs.gov/mhddsas/statspublications/Manuals/rmdmanual-final.pdf
Provides and administers records management services to state government agencies, local government agencies, and state-supported institutions of higher education in North Carolina in accordance with General Statutes 121 and 132 and the mandate provided in these laws for the preservation of the historical record of this state.This site provides guidelines on electronic records, imaging documents and other important records management topics. A course schedule and registration information are provided for the records management workshops conducted by DCR. Online tutorials and PowerPoint presentations for some courses are also posted on this site.
http://www.records.ncdcr.gov/stateagy.htm
The Government Records Branch also issues guidance on managing various aspects of electronic records:
N. C. Guidelines for Managing Public Records Produced by Information Technology (Rev. 10/16/09):
http://www.records.ncdcr.gov/erecords/managerec.htm
Electronic Records Guidelines includes general guidelines and guidelines for e-mail, web sites and digital imaging systems (12/18/09):
http://www.records.ncdcr.gov/erecords/default.htm
Database Inventory Worksheet (7/15/96):
http://www.records.ncdcr.gov/erecords/inv/invfins.htm
FAQs About Public Electronic Records (10/15/09):
http://www.records.ncdcr.gov/erecords/faq.html
Public Database Indexing Guidelines (Sept.1996/Rev.10/19/09):
http://www.records.ncdcr.gov/erecords/pubdata/download.htm
Executive Order 18: E-mail Retention and Archiving Policy: http://www.governor.state.nc.us/NewsItems/
ExecutiveOrderDetail.aspx?newsItemID=509
This site provides information and resources to assist agencies in assessing their risk or vulnerability for losing documents due to hurricanes, floods, fires, humidity, mold, pests, power outages, etc. Guidelines are provided for developing a disaster preparedness plan to mitigate loss or damage to records. A list of vendors that offer products and services to assist in the preservation and recovery of records is also provided.
http://www.history.ncdcr.gov/shrab/
preparing_a_disaster_preparedness_plan.htm
General Statute 121-5: N.C. Archives and History Act-Public Records and Archives:
http://www.ncleg.net/EnactedLegislation/Statutes/
HTML/ByChapter/Chapter_121.html
General Statute 132: Public Records Law:
http://www.ncleg.net/EnactedLegislation/Statutes/
HTML/ByChapter/Chapter_132.html
If there are records management or records retention questions, please contact cynthia.coe@dhhs.nc.gov
