SFU Records Retention Schedule and Disposal Authority (RRSDA)
Student Athlete Medical Records

RRSDA number

2021-004

Record series

Student Athlete Medical Records

Office of Primary Responsibility (OPR)

Athletics and Recreation

Retention periods

Records	Active retention (in office)	Semi-active (records centre)	Total retention	Final disposition
Student athlete files	CY last entry recorded + 4 years	12 years	CY last entry recorded + 16 years	Destruction
Student athlete files of Minors	CY last entry on file recorded + # of years to age of majority + 4 years	12 years	CY last entry on file recorded + # of years to age of majority + 16 yrs	Destruction

CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; S/O = Superseded or obsolete; OPR = Office of Primary Responsibility; Non-OPR = All other departments.

Description, purpose and use of records

The series consists of medical records for students enrolled in SFU Athletics programs. Records may include, but are not limited to, correspondence, intake forms, registration forms, copies of notes written for patients, various consent forms, confidentiality agreements, medical histories, health histories, progress notes, test and lab results, ImPACT baseline and post-injury concussion tests, x-rays, referral requests, and insurance claims.

Personal Information Bank (PIB)

This series is a Personal Information Bank; click here for PIB description.

Authorities

These records are created, used, retained and managed in accordance with the following authorities:

• Freedom of Information and Protection of Privacy Act (RSBC 1996, c. 165)
• Medical Records, Data Stewardship and Confidentiality of Personal Information, Practice Standard, College of Physicians and Surgeons of British Columbia (October 14, 2020)
• College of Physicians and Surgeons Bylaws (made under the Health Professions Act RSBC 1996, c.183 revised January 2021)
• NCAA Bylaw 17.1.5 Mandatory Medical Examination
• College of Physical Therapists of British Columbia - Standards of Practice
• Canadian Athletic Therapists Association - Code of Ethics and Professional Conduct

Retention rationale

Effective June 3, 2013 British Columbia's revised Limitations Act came into force, with a requirement to keep medical records for 15 years. As such, section 3-6(2) of the Bylaws under the Health Professions Act was amended to reflect the change to the Limitations Act. Registrants are now expected to retain medical records for a "minimum period of 16 years from either the date of the last entry or from the age of majority, which ever is later."

Retention and filing guidelines

As of 2021, all medical records are stored in one of the following three digital databases; ImPACT (for baseline and post-injury concussion information), Presagia (for electronic medical records), or PRIVITY (for pre-participation medical records). As of 2021, any paper documents received by the department are scanned and uploaded into the appropriate database and the originals are destroyed.

Older paper records have all been transferred to the URC for storage until the expiry of the retention period.

Status

RRSDA is in force.

Approved by the University Archivist: 17 Dec 2021

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