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their required retention period; and identifying, grouping and labeling documents which <br /> require retention and transferring these documents to the designated Records Center or <br /> records storage site. Documents will be purged in accordance with the Records Retention <br /> Schedule attached to this Policy. <br /> B. Departing Employees <br /> The business files of employees who are terminating their employment will be reviewed <br /> concurrent with the employee's departure. These files may be destroyed, stored or released <br /> to the employee, as appropriate. <br /> C. Labeling and Marking <br /> Records storage containers must be labeled in sufficient detail that they may be promptly and <br /> accurately identified should retrieval prove necessary. <br /> D. Destruction <br /> In January of each year the Compliance Officer may designate an employee to review <br /> documents, to determine which records have reached their disposal date and to arrange for <br /> destruction of the documents. The destruction policy must take into account the need for <br /> confidentiality, e.g., shredding of confidential documents (see below). <br /> E. Confidentiality <br /> Patients' medical records, employee medical records and other records subject to confidentiality <br /> restrictions must be stored securely and destroyed in a manner that ensures confidentiality, such <br /> as shredding, mutilation or incineration. <br /> F. Documentation <br /> Each manager will develop a log system or control form to document the following steps in the <br /> records management process: <br /> 1. identification, control and maintenance of records in storage; <br /> 2. destruction of records when necessary and deletion from the records inventory. <br /> H. Vital Records <br /> NSMT will designate vital records those records which: are essential to the continuity of <br /> NSMT or to NSMT's legal and financial status; are necessary for fulfillment of obligations to <br /> employees, customers, patients. Vital records must be stored as necessary in a location for <br /> reconstructive use in the event of catastrophic document loss. <br /> J. Electronic Storage <br /> Records generated and maintained in NSMT's information systems or equipment may be <br /> archived electronically in lieu of maintaining paper records only with the use of technology, <br /> 15 <br />