Republic of the Philippines

Department of Health
OFFICE OF THE SECRETARY

May 31, 2021

DEPARTMENT CIRCULAR
No. 2021 - _0,
FOR ALL UNDERSECRETARIES, ASSISTANT SECRETARIES,
BANGSAMORO AUTONOMOUS REGION IN MUSLIM
MINDANAO (BARMM) MINISTER OF HEALTH, CENTER FOR
HEALTH DEVELOPMENT (CHD) DIRECTORS, CHIEFS OF
MEDICAL CENTERS OF DOH HOSPITALS AND SANITARIA,
EXECUTIVE DIRECTORS OF SPECIALTY HOSPITALS, OTHER
GOVERNMENT AND PRIVATE HEALTH FACILITIES; AND ALL
OTHERS CONCERNED

SUBJECT : Dissemination of the Approved Records Disposition Schedule (RDS)

The Department of Health disseminates the attached Records Disposition Schedule of

health facilities as part of the standardization of health records management. The updated RDS
was created through the collaborative effort of the Health Facility Development Bureau
(HFDB), National Archives of the Philippines (NAP), and key stakeholders to bring about an
effective, efficient, and economical records management program.

As thus amended, all other provisions of existing issuances which are not affected by
this amendment shall remain valid and in effect.

Attached is the approved copy of the RDS for your ready reference. You may also
download the document through this link: http://bit.ly/RDSDOH2021.

Dissemination of the information to all concerned is requested.

By Authority of the of Health:

TT
LILIBETH C. DAVID, MD, MPH, MPM, CESO 1

Undersecretary of Health
Health Facilities and Infrastructure Development Team

Building 1, San Lazaro Compound, Rizal Avenue, Sta. Cruz, 1003 Manila e Trunk Line 651-7800 local 1113, 1108, 1135
Direct Line: 711-9502; 711-9503 Fax: 743-1829 ¢ URL: http://www.doh.gov.ph; e-mail: [email protected]
 NATIONAL ARCHIVES OF THE PHILIPPINES
Pambansang Sinupan ng Pilipinas

May 12, 2021 Seal ARCELY TES

OFTHE PHILIFRINES

Lanny i i; 202
|

CTT EEveo BR
genie.
LILIBETH C. DAVID, MD, MPH, MPM, CESO |
|
Undersecretary of Health
Department of Health
ne rend nem

San Lazaro Compound, Rizal Avenue, Sta. Cruz, Manila

Attention: MA. THERESA G. VER, MD,MSc,MHA,CESO Ill

Director IV

TERENCE JOHN ANTONIO, MD, MBA

OIC ~ Division Chief, Health Facility Development Bureau

Madam :

From the National Archives of the Philippines, Mabuhay!

We are returning a copy of your approved Records Disposition Schedule. Please

reproduce and disseminate to all action units for their guidance in the disposition of
records. Kindly acknowledge receipt hereof,

Thank you for your interest in bringing about an effective, efficient. and economical
records management program.

Very truly yours,

Vs InAs
VICTORINO MAPA MANALO C.E.S.E.
)
Executive Director
A

6" /F PPL Building, United Nations Ave., corner San Marcelino St., Paco, Manila 1007
Tel. Nos. 404-8615 / 708-8656 / 5213034 / 524-3231
[email protected]
www. nationalarchives.gov.ph
NAP Form No. 2
2008
||" AGENCY NAME:
NATIONAL ARCHIVES OF THE PHILIPPINES
Pambansang Sinupan ng Pilipinas DEPARTMENT OF HEALTH
RECORDS DISPOSITION SCHEDULE 2. ADDRESS:

San Lazaro Compound, Rizal Avenue, Sta Cruz, Manila

3. SCHEDULE NO. 4. DATE PREPARED:
Amendment January 5, 2021
5. ITEM 7. RETENTION PERIOD
6. RECORD SERIES TITLE AND DESCRIPTION 8. REMARKS
NUMBER
Active Storage Total

CLINICAL LABORATORY

1 ANALYTICAL SYSTEMS AND QUALITY

IMPROVEMENT FILES
Annual Review of Policies, Processes and 2 years 2 years
Procedures Records
Equipment and Instrument Preventive 2 years 2 years After equipment had
Maintenance Records been returned/rendered
unserviceable
Inspection, Audit and Assessment 5 years 5 years
Records
Management Review Records 2 years 2 years
Method Manuals (Work Instructions) and 2 years 2 years After procedure has been
Laboratory Worksheet discontinued
Method / Process Validation Records 2 years 2 years
Qualification, Competency and Training of 3 years 3years After last day of
Laboratory Staff Records employment
Quality Control Records 2 years 2 years
Quality System Assessment and 5 years 5 years
Proficiency Testing Records (NEQAS)
Reagents, Materials and Supplies 2 years 2 years
Records
Registration and Referral Records 2 years 2 years
Specimen Rejection Records 1
year 1
year
Supplier Qualification Records 2 years 2 years
Waste Disposal Records 2 years 2 years

2 CLINICAL LABORATORY FILES

Blood Bank Records
Donor Syears 5years 10 years
Recipient and other Patients S5years 5years 10 years
Permanent Deferral Donor PERMANENT
Clinical Laboratory Employees’ Signature 2 years 3years 5years After updated
Initials
Laboratory Test Filled-Out Requisition 2 years 2 years
Forms (Clinical Laboratory Request)
Record Book After date of last entry
General Laboratory Test Results 5 years 5 years
General Patient Registry (Accession) S5years 5years 10 years

IMPORTANT: Pursuant to Section 18, Article Tl, RA 9470 s. 2007, "No government department, bureau,
agency and
instrumentality shall dispose of, destroy or authorize the disposal or destruction of any public records, which are in the

wf
custody or under its [control except with the prior written authority of the executive director."

Page 1 of 6 Pages
NAP Form No. 2
2008

te Loc
NUMBER
6. RECORDS SERIES TITLE AND DESCRIPTION LER
Active
ean
Storage
Teen
Total
8. REMARKS

3 LABORATORY TEST REPORTS

Clinical Laboratory 2 years 2 years
Cytogenetics 5 years 10 years| 20 years
Cytology 5 years 5 years 10 years
Drug Results
Negative 2 years 2 years
Positive with Medico-legal Concerns PERMANENT
Medico-legal PERMANENT
Surgical Pathology Syears| 5 years 10 years

4 SPECIAL LABORATORY FILES

Flow Cytometry Histograms and Dot Plots 5 years 5 years 10 years
Electrophoresis 1
year 1
year
Cytogenetic Diagnostic Images (Digitized, 10 years| 10 years| 20 years
Prints or Negatives)
Forensic Autopsy Gross Photographs or PERMANENT
Negatives

DENTAL SERVICES

5 DENTAL RECORDS PERMANENT

EMERGENCY DEPARTMENT

6 EMERGENCY ROOM RECORDS

Medico-legal 10 years| 15 years| 25 years From the date of record
and/or 7 years after the
case has been resolved.
Non-medico-legal 3years| 4 years 7 years After date last consultation.

HEALTH INFORMATION MANAGEMENT

DEPARTMENT (HIMD)

7 PATIENT INFORMATION AMENDMENT FORM Syears| 5years 10 years After date last consultation.

8 CERTIFICATES
Birth Retain until child reaches
the age of maturity
(18 years)
Death / Fetal Death Syears| 5years| 10 years

9 CERTIFICATION
Certificate of Confinement 1
year 1
year
Medical Certificate 1
year 1
year
Medico-legal Certificate 5 years 5 years

10 CLEARANCES 2 years 2 years

11 HEALTH RECORD AUDIT RESULTS 5years| 5 years 10 years

a

Page 2 of 6 Pages
NAP Form No. 2
2008

12 IN-PATIENT HEALTH RECORDS 5years| 5years| 10 years After discharged

Basic
Admission Slip
Clinical Cover Sheet
Clinical Laboratory Test and Other
Diagnostics Result
Discharge Summary
Doctor's Order and Progress Notes
Informed Consent for Admission
Intravenous Fluid Sheet
Medical History
Medication Sheet
Monitoring Sheets
Pain Monitoring
Temperature and Pulse Rate
Vital Signs
Nurse's Notes
Physical Examination
Supplemental
Delivery Room Block Retain until child reaches
Essential Intrapartum Newborn Care the age of 18 years, same
Labor Room Record with records of infants
Newborn Record delivered.
Partograph (Friedman's Curve)
Nutrition Care Process Files Dispose after 10 years
Nutrition Assessment
Nutrition Care Plan
Nutrition Screening Tool
Operation Room Block
Informed Consent for Surgery
Anesthesia Record
Informed Consent for Anesthesia
Operative Record
Operative Technique
PACU Monitoring Sheet
Pre-operative Checklist
WHO Surgical Safety Checklist

13 LOGBOOKS
Borrowed Health Records 2 years 2 years After date of last entry
Electrocardiogram (ECG) PERMANENT

||
Family Planning (Sterilization) PERMANENT
Health Records Service (Incoming/Outgoing) 1 year |
1year After date of last entry
Radiology (CT Scan, Ultrasound, X-ray) PERMANENT
Release of Requested Patient's Information 2 years |
2years After date of last entry
Surgical case PERMANENT
14 MASTERLIST OF FACILITY-BASED PERMANENT
DELIVERIES/TRANSMITTAL FORM (COLB)

15 MONITORING SHEETS 2 years 2 years

16 OUTPATIENT HEALTH RECORDS 3 years 4 years 7 years After last consultation

17 PATIENT INFORMATION SHEETS 1

year 1
year

Page 3 of 6 Pages
NAP Form No. 2
2008

18 REGISTERS PERMANENT
Admission and Discharge
Birth
Cancer/Tumor (Special Registry Book)
Death
Delivery Room
Emergency Room
Labor Room
Operation Room
Outpatient Service/Department

19 REQUESTS After acted upon

Access to Health Records 2 years 2 years
Ancillary Services (Others) 1
year 1
year
ECG 1
year 1
year
Release of Health Information 1
year 1
year
X-ray (CT Scan/Special Procedure/Ultrasound) 1
year 1
year
Cancer/Tumor
Cobalt Exposure/Chemotherapy
Radiotherapy

MEDICAL SOCIAL WORKER DEPARTMENT

20 ASSESSMENT TOOL 1
year 1
year

21 CASE STUDIES (Adaptation and Placement of

Abandoned Patient) PERMANENT
22 INDIGENCY CERTIFICATES 1
year 1
year

23 INTAKE SHEETS (Interview) 1

year 1
year

24 LETTER OF INTENT (Congressional Trust Fund) 1

year 1
year

25 PAUPER'S BURIAL PERMIT WITH DEATH PERMANENT

CERTIFICATES

26 RECORD BOOK / LOGBOOK 5 years 5 years After date of last entry

Diagnostic Procedure
In-patient
Patient Action and Complaint
Women Child Protection

NEONATAL INTENSIVE CARE UNIT

2f RECORDS OF INFANTS DELIVERED Retain until child reaches

1
the age maturity (18 years)

NUTRITION AND DIETETICS DEPARTMENT

28 NUTRITION CARE PROCESS BIANNUAL PERMANENT

REPORTS (

SA
Page 4 of 6 Pages
NAP Form No. 2
2008

PHARMACY DEPARTMENT

29 PRESCRIPTION AND DRUG ISSUANCE 2 years 2 years

30 REGISTRY BOOK OF NARCOTIC DRUGS PE RMANENT

PSYCHIATRIC DEPARTMENT

31 PSYCHIATRIC RECORDS 10 years 15 years 25 years May keep health records

beyond 25 years if deemed
necessary

RADIOLOGY DEPARTMENT

32 RECORD LOGBOOK 5 years 5 years After date of last entry

CT Scan
MRI
Ultrasound
X-Ray

33 REQUESTS 1
year 1
year
CT Scan
MRI
Ultrasound
X-Ray

34 RESULTS (File copy) 2 years 2 years

CT Scan
MRI
Ultrasound
X-Ray

35 X-RAY FILMS
Medico-legal 5 years 5 years 10 years
Non medico-legal 5 years 5 years

Page 5 of 6 Pages
9,
. Yoo,

Prepared by: 11. Recommending Approval:

TERENCE
IL ANTONIO, MD, MBA MA. THERESA G. VERA, MD, MSc, MHA, CESO lil
C-Division Chief, Director IV
Health Facility Development Bureau Health Facility Development Bureau

10. Assisted by: 12. Approved:

TERENCE MICHAEL A. TABLIZO

Senior Records Management Analyst

LILIBETH C. DAVID, MD, MPH, MPM, CESO |

Undersecretary of Health

LARRY PARDILLA
O.

Senior Récords Management Analyst

TO BE ACCOMPLISHED BY THE NATIONAL ARCHIVES OF THE PHILIPPINES

This Records Disposition Schedule

[1] is being returned for improvement / correction

i
[] is being recommended for approval

BEWE
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HEA4
Eakin Committee
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RW 5 §

Records M&nagement

Date
APPROVED:

VICTORINO MAPA MANALO, CESE

Executive Director
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