| Activity | OP3540 Developmental Disabilities Consulting Services |
| Records Series | 30 - DDCP Patient Files |
| OPR | Department of Psychiatry |
| Description | Records documenting files of patients who use DDCP's services. Also includes data in Electronic Medical Records systems (if applicable). |
| Retention Trigger | Last activity recorded on file, or the day on which the patient reached or would have reached 18 years of age, whichever is later. |
| Total Retention | 15 years |
| Final Action | DP/D |
| Disposition Plan | Patient files involving sexual violence and/or sexual misconduct, which is defined in the "no limitation period" clauses in Ontario's Limitations Act, will be kept for 99 years after the retention trigger, then be destroyed. In some cases, files of patients may be kept till the death of the person at the discretion of the clinical director, then be destroyed. The rest of the files to be destroyed 15 years after the retention trigger. |
| Retention Rationale | College of Occupational Therapists of Ontario Standards for Record Keeping Standard 7.1A record is retained for at least 10 years from the latter of the date of the last entry in the record or the date 10 years after the day on which the client reached or would have become 18 years old. Limitations Act, 2002, S.O. 2002, c. 24, Sched. B s.16 (1)There is no limitation period in respect of a proceeding based on a sexual assault. The College of Physicians and Surgeons of Ontario Medical Records Management PolicyThe College of Physicians and Surgeons of Ontario Medical Records Management Policy states that physicians must ensure medical records are retained for a minimum of the following time periods: The College of Psychologists of Ontario Standard of Professional Conduct (2017) 9.4Unless otherwise required by law: a) The individual client record must be retained for at least: i) ten years following the client's last relevant clinical contact; or ii) if the client was less than eighteen years of age at the time of his/her last relevant clinical contact, ten years following the day the client became or would have become eighteen. |
| PIB | PIB |
| Vital Records |
This schedule applies to official records in all media. Convenience or duplicate copies of official records are considered transitory and should not be kept longer than necessary, and in no event longer than the official copy.
GLOSSARY
- AR = Transfer to Archives
- AY = End of Academic Year
- CO = Continuous OVerwrite
- CY = End of Calendar Year
- D = Destroy / Delete
- DP = Special Disposition Plan
- FY = End of Fiscal Year
- OPR = Office of Primary Responsibility
- PIB = Personal Information Bank
Printed on Wednesday, Jan 29 2025