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Records Management

EV Environmental Health and Safety

Record Code

Record Series / Activity

Description / Scope Notes

Examples of Record Types

Retention Period 

Final Disposition

Office of Primary Responsibility (OPR)

Privacy Considerations (Y / N)

EV-01

Chemical Inventory

Records related to chemical substances used at the institution that are or may be hazardous or otherwise are subject to special usage requirements

Inventories of Chemical Substances | Material Safety Data Sheets

Substance No Longer Stored or Used + 30 years

Destruction

TBD

N

EV-02

Environmental Health and Safety Programs

Records related to the general administration and management of environmental health and safety programs not covered elsewhere

Environmental Health and Safety Planning Records | Industrial Hygiene Records | Safety Meetings Records | Laboratory Safety Management | Health and Wellness Records | Emergency Preparedness Records 

10 years

Destruction

Environmental Health and Safety Officer

N

EV-03

Hazardous Waste Management

Records related to the management of waste materials classified as hazardous and thus subject to special environmental health and safety requirements

Hazardous Waste Storage, Usage and Disposal Records

Permanent

Permanent retention

Facilities (Manager)

N

EV-04

Accident and Injury

Records related to accidents and injuries sustained by employees, students or other parties (not including individual medical records)

Accident and Incident Reporting Records | First Aid Records

7 years

Destruction

Shared

Y

EV-05

Exposure

Records used to determine whether employees, students or other parties have or may have been exposed  to substances subject to environmental health and safety requirements

Actual or Possible Exposure Records

Employment Termination + 30 years

Destruction

TBD

Y

EV-06

Environmental Testing and Monitoring

Records related to tests and other monitoring performed as required by environmental health and safety regulations or policies and procedures

Air and Water Testing | Air and Water Monitoring

5 years

Destruction

TBD

N

EV-07

Medical Records - STAFF

Records relating to employee medical histories,  including medical records resulting from on-the-job injuries and accidents, but excluding accident and injury reporting and exposure records

Medical Records and Exams | Medical Assessments | Immunization Records

Employment Termination + 30 years

Destruction

Campus Nurse

Y

EV-08

Medical Records - STUDENT

Records relating to student medical histories,  including medical and immunization records, but excluding accident and injury reporting and exposure records

Medical Records and Exams | Medical Assessments | Immunization Records

Last Date of Attendance + 3 years

Destruction

Campus Nurse

Y