N01-01 • Community as Client
Records of this class code are not subject to Archival Selection.Records of this class code do not contain Personably Identifiable Information.Records of this class code are not required to conduct business operations (BCP).

Class Code01
SubjectCommunity as Client
Scope NotesThis record series contains information on clients who have had interaction with the Huron County Health Unit's programs and services where the community or a specific group is the client such as: schools, workplaces, daycares or community organizations.
Responsible DeptHealth Unit (HU)
Keep DeptE + 10
Keep Offsite 
Total RetentionE + 10
1) Retention periods for client records are dictated by whomever is the client. 2) If there is no date of birth (DOB) indicated for a record and an age needs to be determined, consider the type of service that is being delivered to the client and base client's age on past practices associated with that service (e.g. in the case of school vaccination records for which there is no date of birth for an individual, date of birth would be based on a school grade level).
Citations7001, 7002, 7003
Extended Scope Notes 
Suggest Extended Scope Notes

There are 3 citation(s) associated with this class code.
Citation NumberFileLaw Entry CodeFederal Citations and FileLaw Title WordsRetention Requirement or Limitation Period
7001College of Nurses of Ontario Practice Standard
Documentation Pub. No. 41001

Copyright College of Nurses of Ontario, 2005
Retention of Health Records

Legislation requires that most practice settings retain health records for a minimum of 10 years after the client was last assessed or treated. The health records of clients under age 18 at the time of last assessment/treatment must be retained for a minimum of 10 years from the day the client turns 18.
7002College of Dietitians of Ontario Records Keeping Guidelines for Registered Dietitians
2004 Copyright 2004
A client record should be kept for at least 10 years since the latter of:

The client's last visit; or
The date at which the client turned 18.

A record should be maintained of when each client chart was destroyed noting the name of the client, any file number, the date of last treatment and the date the file was destroyed.
7003The College of Physicians and Surgeons of OntarioRegulation requires that physicians keep medical records for a certain period of time. For adult patients, the rule is that records must be retained for 10 years from the date of the last entry in the record. For patients who are children, the regulation requires that the physician keep the record until 10 years after the day on which the patient reached or would have reached the age of 18 years. However, it is prudent to maintain records for a minimum of 15 years because, in accordance with the Limitations Act, some legal proceedings against physicians can be brought 15 years after the act or omission on which the claim is based took place.

Date last modified: 2013-07-24 14:45:10