Retention and Destruction of Inter-Jurisdictionally Exchanged Vital Records

1. Retention and Destruction of Inter-Jurisdictionally Exchanged Vital Records

2. What? Why? • Inquiry from concerned jurisdiction • IJE Agreement has no mention of record security or retention • IJE Committee surveyed itself, focused on paper records • Fourteen states and Statistics Canada responded

3. Record Retention Time: Statistical Data Files • Minimum: records are destroyed as soon as annual statistical data file is created • Maximum: records are retained permanently as paper or are scanned or microfilmed

4. Record Retention Time:Death Roster Records • Minimum: as soon as birth certificates have been annotated “deceased” • Maximum: records are retained permanently as paper or are scanned or microfilmed

5. Storage/Security of Records • No policy • Locked or key-coded environment • State archives • Locked filing cabinets (fireproof) behind pass-code protected doors • Vital records vault

6. Destruction of Records • Not specified or no policy • Kept permanently • Shredded on-site or off-site • Shredding is often by contractor

7. Responsible Person • Vague, various, not specified, none • Security chief • Named individuals/roles • Named organizational units • Same as recipient?

8. Who should receive info? • Good: NCHS – Judy Barnes monthly lists. May be more current, but you may pick the wrong recipient. • Better: NAPHSIS website, IJE section – lists contacts for paper vs. electronic records based on IJE Agreements. Contact NAPHSIS if your contacts change!

9. Summary of Current Policies • Security is most often similar for exchanged and local records, sometimes set by law • Record destruction is unique to exchanged records, some jurisdictions have no policy

10. Constraints, Exceptions • Roster information may be needed for proof or location of death • If destruction of roster records is not possible, an alternative storage method is best (e.g. scanned images, microfilm), securely stored • Remember, don’t issue copies of another jurisdiction’s records

11. Suggested Best Practices • Destroy records for statistical file as soon as file is complete and edited • Destroy roster records as soon as crossmatch/annotation is complete • Store and shred paper records using same security as own local records • Exchange electronically (STEVE)

12. Relevant NAPHSIS Projects • Draft of new Model Law stipulates that IJE Agreement include retention and disposition instructions • Security Guide (under development) will provide guidance for our best practices

13. Electronic Records • STEVE exchange process is secure • Storage is more likely to be secure • Electronic records have less “street value” • Destruction can be complete and easy

14. Next Steps • Develop a policy consistent with Model Law and Security Guide • Distribute “Best Practices” • Incorporate requirements into next IJE Agreement • Continue STEVE roll-out for electronic exchange

15. IJE Committee and NAPHSIS Staff Contacts • Me: Jane.McKendry@cdph.ca.gov • Leesa: LShem-Tov@NAPHSIS.org • Bill: WBolton@NAPHSIS.org