The University of Tennessee Policies on Safety and Health

SUBJECT: T. MAINTENANCE OF EMPLOYEE HEALTH RECORDS REQUIRED BY LAW

EFFECTIVE: 4/1/92

There exists certain required records mandated by state, federal and University rules that must be retained for various periods of time by the University. These records must be readily available and secure. Since these records can contain both sensitive and personal information, including, but not limited to, accident information and personal medical and health information, it is essential that these records be maintained and handled in a highly confidential manner and available only to authorized University personnel and governmental agencies.

Campus Responsibility

Each campus will establish a procedure (plan) to ensure the appropriate method of maintaining these records. Since these records involve information that may be developed by the Campus SO, risk management liaison, and possibly campus personnel and security functions, involvement and input into the development of the campus specific policy should come from those areas. The campus plan should include the person/department specifically responsible for the maintenance of these records. Development and implementation of the campus policy on this subject must have the approval of the appropriate chancellor or vice president.

University-Wide Risk Management/Safety Responsibility

  1. Shall determine the adequacy of proposed or amended campus plan prior to implementation.
  2. Shall provide, when applicable, those records that are needed and not available at the campus level.
  3. University-Wide Risk Management/Safety will attempt to identify those records that require campus maintenance.
  4. Will audit annually each campus' compliance with its established plan for records maintenance.

Records to be Maintained

The records to be stored and retrievable are:

  1. "OSHA (TOSHA) 200" and applicable investigative information. Period of storage: 5 years from date of year in which accident occurred.
  2. Employee exposure to toxic and other hazardous chemicals. Period of storage: 30 years from last day of employment.
  3. Employee exposure to bloodborne pathogens. Period of storage: 30 years from last day of employment.

What Documents Must be Maintained

  1. "OSHA 200 Log" for year involved, plus records of accident reports and investigation. No hospital or physicians records are to be attached or included.
  2. Maintenance of records of toxic and hazardous chemical exposures to employees. Records are to be kept only of those persons having been treated for symptoms arising out of a known exposure that has been documented. Included is medical information and any investigative or accident reports made at that time.
  3. Maintenance of records of exposures to bloodborne pathogens. Records are to be kept only of those persons having been treated for symptoms arising from the known exposure or where a questionable exposure has occurred. Included is medical information and any investigative or accident report made at that time.
  4. Under (2) and (3), exposures involving non-employees shall be maintained for a period of 5 years from date of occurrences.
  5. All records must be marked confidential.
  6. This policy shall operate as an exception to the recordkeeping requirements found in the University of Tennessee Fiscal Policies.

Any questions or potential exception to this policy must be brought to the attention of the UWA. All records are to be maintained in a secure and confidential manner.