20 CAR § 413-317 – Retention and preservation of records

(a) Resident records will be retained in the facility for a minimum of five (5) years following the discharge or death of the client.
(b) Resident records for minors will be kept for at least one (1) year after they reach eighteen (18) years of age or five (5) years of age, whichever is the longer period of time.
(c)
1. (1) The facility administration must provide each residential living unit with appropriate aspects of each client's records as required by state and federal rules and regulations.
2. (2) Other client records shall be kept in the facility or in a central administrative office at all times and will be removed only by subpoena.
(d) In the case of change of ownership, the client shall remain with the facility.
(e) In case of closure, the records will be stored with the state for the retention period.
(f) After the retention period is met, the records may be destroyed either by burning or shredding.
(g) Records will be protected against:
1. (1) Loss;
2. (2) Deconstruction; or
3. (3) Unauthorized use.