Creating Compliant Record Retention Policies

The best Defense Is a Good Offense

A good records retention policy that is drafted with potential litigation and government investigations in mind, and that is understood and effectively implemented and maintained by an executive, IT, claims, operation, and other staff, is the best way to comply with any eventual demand or request by the government. Virtually every provider and healthcare organization will have to answer some type of audit, inquiry, or investigation by the government or a private insurer at some point, and often more than once.

A records retention policy should address ESI and document storage, identify major laws and regulations, including time frames that apply to that provider or organization, and address what a litigation hold or investigation hold and preservation is in clear and understandable terms. It should specifically address the items listed above with respect to the stoppage of any auto-delete or routine data or document destruction. It should also address the use of personal or employee devices in the workplace. Finally, it should advise all employees and staff of who they can contact with any questions or concerns about the policy.