TARRY HOUSE, INC.

 

Subject: Administrative Records Policy           

 

Procedure Number:  B.P. 10

Site: Tarry House

Effective: 4/25/03

Issued By: Executive Director

Revised: 5/31/06; 8/1/07; 1/27/09

Approved By: The Board of Trustees

Reference Policy:  B.P. 09

Reviewed: 4/25/05; 5/31/06; 8/1/07; 1/27/09

 

Standards Reference:

CARF: Section 1. E & G.

ODMH: 5122-30

 

I.                               Purpose

 

The purpose of the Administrative Records Policy is to provide for the safe and secure use and storage of confidential administrative records.

 

II.                            Policy

 

       It is the policy of Tarry House, Inc. to maintain systematic and uniformly organized administrative records.  All recorded administrative information will be kept in an area locked and/or retained in locked files.  They will be reasonably protected against fire, water damage and other hazards.  Access to this information is limited to Administrative Staff and designated Support Staff.

 

III.                         Procedure

 

All current administrative records will be centrally located in the Administrative office either in locked file cabinets, back-up computer disks locked in the firs safe and computer documents that are pass-work protected.  Access to this office is limited to the Executive Director, Clinical Director, the Staff Secretary, Business Manager and Bookkeeper.  Closed administrative records are kept in locked file cabinets in the facility’s basement with access limited to the Executive Director, Clinical Director, Business Manager and the Bookkeeper.   Administrative records are retained according to state and federal guidelines.  Request to view, review or copy administrative records are approved by the Executive Director.  In his/her absence approval must come from the Board of Trustees’ Personnel Committee or Finance Committee.  In the event of Governmental or law enforcement audits, access to all Tarry House administrative records will be limited to prevent administrative records potential destruction, and limited to the Executive Director and/or designated members of the Tarry House, Inc. Board of Trustees.

 

Electronically stored administrative information will be password protected. Backed up electronic financial information is password protected and stored in a locked fire safe.  Agency laptop computers containing administrative records leaving the facility will also be password protected.

 

All administrative records will be retained according to federal and state guidelines.  All hard copies of

Administrative records that can be legally destroyed will be shredded.  Electronically stored information will be erased.

 

 

 

 

 

 

 

                RESPONSIBILITIES:

 

The Executive Director and the Business Administrator shall be responsible for the secure storage, retention, and legal destruction of all administrative records.

 

 

________________________________________                                                    _____________________

           Executive Director                                                                                                                      Date