Since many of UMDNJ's records serve as a basis for treatment decisions for
its patients, as a compilation of goods and services rendered for billing purposes,
and as a recordation of historical courses of treatment, it is critical to the
successful accomplishment of UMDNJ's professional goals that its records be fully
and accurately completed and maintained consistent with proper business practices.
Consequently, the proper and contemporaneous creation of fully accurate and complete
records is a duty of each UMDNJ employee. UMDNJ is required by law to maintain
certain types of medical and business records, usually for a specified period
of time. Failure to retain such documents for such minimum period could subject
UMDNJ to penalties and fines, cause the loss of rights, obstruct justice, place
UMDNJ in contempt of court or put UMDNJ at a serious disadvantage in litigation.
Accordingly, UMDNJ has established controls to assure retention for required periods
and timely destruction of retrievable records, such as hard copies and records
on computers, electronic systems, microfiche and microfilm. Even if a document
is retained for the minimum period, legal liability could still result if a document
is destroyed before its scheduled destruction date.
You are expected to comply fully with the records retention and destruction
schedule for the department in which you work. If you believe that documents should
be saved beyond the applicable retention period, consult your supervisor, who
in turn should contact the Compliance Officer or the Office of Legal Management.
