GS #7: Local Health Departments retention schedule.

These records document an individual or a government agency’s progress with their duties and activities. They are prepared periodically (weekly, monthly, annually, etc.) They may include, but may not be limited to, reports (narrative and/or statistical), and supporting documentation.

DTMB General Schedule #7 (Health Departments), item 7.001; approved 10/5/2004

These records document various topics, issues, projects or activities that an agency/employee is involved in. Subject files are generally organized alphabetically by topic. Subject files may include, but may not be limited to, topical reference files about issues, strategic planning files for the agency or specific initiatives, and special project files. Document types may include, but may not be limited to, topical correspondence, memoranda, reports, research, articles, meeting notes, and related background materials. Subject files do NOT include case files, human resource files, accounting records and other specific function-based records.

DTMB General Schedule #7 (Health Departments), item 7.016; approved 10/5/2004

These records document the changes that are made to forms over time. They may include, but may not be limited to, each version of a form, and supporting documentation.

DTMB General Schedule #7 (Health Departments), item 7.017; approved 10/5/2004

These records document requests for information and public records maintained by state agencies. They may include, but may not be limited to, requests for information, correspondence, a copy of the information released, and billing documentation.

DTMB General Schedule #7 (Health Departments), item 7.018; approved 10/5/2004

These records document general inquiries for information and assistance. They do not pertain to a specific issue or case. They are often organized chronologically or by correspondent’s name. General correspondence may include referral correspondence. If the correspondence does pertain to a specific issue it should be filed with other relevant records. General correspondence may exist in a variety of formats, including memos, letters, notes and electronic mail messages. These records also include automated or manual tools that index and/or track when correspondence was received, the topic of the correspondence, who is responsible for responding to the correspondence, and when the correspondence is considered closed for further action.

DTMB General Schedule #7 (Health Departments), item 7.019; approved 10/5/2004

These records document involvement in the legislative process both at the state and federal levels. They may include, but may not be limited to, bills, bill analyses, program bulletins, and correspondence.

DTMB General Schedule #7 (Health Departments), item 7.020; approved 10/5/2004

These records document litigation to which an agency is a party. They may include, but may not be limited to, depositions, transcripts, decisions, correspondence, data, exhibits, research materials, reports, press releases, and media clippings.

DTMB General Schedule #7 (Health Departments), item 7.021; approved 4/24/2018

These records document agency expectations for employee conduct and customer interaction, public conduct when receiving services, roles and responsibilities, standards for operation, procedures and activities of an office, etc. They may include, but may not be limited to, policies, procedures, orders, regulations, circulars, policy memos, information sheets, standards, instructions, user manuals, process maps and analyses, and supporting documentation.

DTMB General Schedule #7 (Health Departments), item 7.022; approved 4/24/2018

These records document the development and promulgation of official policies and procedures. They may include, but may not be limited to, memos, copies of legal decisions, statutes, bulletins, newspaper clippings, drafts, revisions, copies of policies and procedures, and supporting documentation.

DTMB General Schedule #7 (Health Departments), item 7.023; approved 10/5/2004

These records document agency activities, but have temporary value, and do not need to be retained once their intended purpose has been fulfilled. These records are not an integral part of administrative or operational activities, are not required to sustain administrative or operational functions, are not regularly filed in a standard recordkeeping system, are not required to meet statutory obligations, and are recorded only for the time required for the completion of actions. Examples of transitory records include routine requests for information that require no administrative actions or policy decisions, special compilation or research; requests to order supplies; reminders for an upcoming meeting, etc.

DTMB General Schedule #7 (Health Departments), item 7.024; approved 4/24/2018

These records document the official activities of the Board of Health. They may include, but may not be limited to, original approved (sometimes signed) meeting minutes, agendas, audio/visual recordings, and supporting documentation. If audio/visual recordings are transcribed, the original recordings can be destroyed, and the transcriptions will be preserved instead. If audio/visual recordings are not transcribed, the original recordings shall be retained. These records do not include meeting notices, bulletins, or documentation of expenditures.

DTMB General Schedule #7 (Health Departments), item 7.032; approved 10/5/2004

These records document internal departmental, division, and other staff meetings. They may include, but may not be limited to, meeting minutes, agendas, and distribution materials.

DTMB General Schedule #7 (Health Departments), item 7.033; approved 4/24/2018

These records document approved transcripts of open meetings.

DTMB General Schedule #7 (Health Departments), item 7.034; approved 10/5/2004

These records document closed meeting sessions only. They may include, but may not be limited to, original approved (sometimes signed) meeting minutes, agendas, audio/visual recordings, and supporting documentation.

DTMB General Schedule #7 (Health Departments), item 7.035; approved 4/24/2018; MCL 15.263 sec (3)(5)

These records document information that is distributed internally to employees.

DTMB General Schedule #7 (Health Departments), item 7.059; approved 10/5/2004

These records document information that is published by the agency for the public. They may include, but may not be limited to, brochures, newsletters, promotional videos, promotional social media postings, and annual reports.

DTMB General Schedule #7 (Health Departments), item 7.060; approved 10/5/2004

These records document news media articles about the LHD.

DTMB General Schedule #7 (Health Departments), item 7.061; approved 10/5/2004

These records document events and activities of the government agency. They may include, but may not be limited to, photographs, videos, news clippings, certificates, and awards.

DTMB General Schedule #7 (Health Departments), item 7.062; approved 4/24/2018

These records document official statements that are released by the LHD to inform the public.

DTMB General Schedule #7 (Health Departments), item 7.063; approved 10/5/2004

These records document the development of publications. They may include, but may not be limited to, drafts, and supporting documentation.

DTMB General Schedule #7 (Health Departments), item 7.064; approved 4/24/2018

These records document incidents involving employees and the public, such as evacuations, quarantines, exposures, etc.

DTMB General Schedule #7 (Health Departments), item 7.192; approved 4/24/2018

These records document hazardous material on the premises. They may include, but may not be limited to, product manufacturer, composition, physical and chemical properties, identification of hazards, fire hazard, accidental release measures, handling and storage, first aid measures, toxicology, ecological information, disposal and transport considerations, and regulatory information. (OSHA 29 CFR1910.1200.g)

DTMB General Schedule #7 (Health Departments), item 7.193; approved 10/5/2004; OSHA 29 CFR1910.1200.g

These records document plans for responding to public health emergencies within a jurisdiction. They may include, but may not be limited to, plans, appendices, contact lists, supporting documentation, resources, and vaccination and medication dispensing information (medical counter measures).

DTMB General Schedule #7 (Health Departments), item 7.204; approved 4/24/2018

These records document agreements between the State of Michigan and local health departments to administer funds from the public health emergency preparedness cooperative (PHEP) agreement. They may include, but may not be limited to, agreements, work plans, progress reports, correspondence, and meeting minutes.

DTMB General Schedule #7 (Health Departments), item 7.205; approved 4/24/2018

These records document drills and exercises conducted by the LHD to prepare for, respond to, and recover from emergencies, as well as actual responses to emergencies. They may include, but may not be limited to, situation manuals, player handbooks, after action reports and improvement plans, evaluation materials, multi-year training and exercise plans, training and exercise planning workshop documentation, incident action plans, and situation reports.

DTMB General Schedule #7 (Health Departments), item 7.206; approved 4/24/2018

These records document accreditation review of the LHD. They may include, but may not be limited to, reports, reviews, findings, correspondence, and supporting documentation.

DTMB General Schedule #7 (Health Departments), item 7.225; approved 5/24/2022

These records document any time a client has an adverse reaction to a vaccine. They may include, but may not be limited to, VAERS-1 Forms, and supporting documentation.

DTMB General Schedule #7 (Health Departments), item 7.075; approved 10/5/2004

These records document the storage, handling and administration of biologics vaccines. They may include, but may not be limited to, storage and handling reports, accident cost reports, doses administered reporting forms, vaccine inventory reports, provider enrollment forms, and provider profiles.

DTMB General Schedule #7 (Health Departments), item 7.076; approved 4/24/2018

These records document immunizations that are provided. They may include, but may not be limited to, signature record cards (DCH-0606), and vaccine administration records (IP-95).

DTMB General Schedule #7 (Health Departments), item 7.126; approved 4/24/2018

These records document immunizations that are provided to school children. They may include, but may not be limited to, school entrants immunization report forms (DCH-0662), child care center immunization report forms (DCH0663), and summary report forms (DCH-0695).

DTMB General Schedule #7 (Health Departments), item 7.128; approved 4/24/2018

These records document licenses that are issued by the Michigan Department of Licensing and Regulatory Affairs (LARA) to LHDs to conduct substance abuse disorder programs. They may include, but may not be limited to, licenses, contracts, statistical data, and correspondence.

DTMB General Schedule #7 (Health Departments), item 7.186; approved 4/24/2018

These records document the certification of diabetes self-management education programs. They may include, but may not be limited to, applications for certification and re-certification, supporting documentation, annual reports, statistical reports, and change reports.

DTMB General Schedule #7 (Health Departments), item 7.187; approved 10/5/2004

These records document the administration of a particular program or service. They may include, but may not be limited to, reference materials, reports, in-service materials, evaluations, meeting notes, and statistical reports.

DTMB General Schedule #7 (Health Departments), item 7.200; approved 4/24/2018

These records document clinical services provided to a client. They may include, but may not be limited to, the following programs: adolescent health, vaccinations, breast and cervical cancer control, childhood lead poisoning prevention and treatment, children's special health care services, disease investigation and surveillance, family planning, hearing and vision services, immunizations, maternal and infant health, pre-natal care, nursing, teen parent, WIC (women, infants and children), early periodic screening, diagnosis and treatment, HIV, STDs, Partner Services (for non-HIV cases), and substance abuse disorder programs.

DTMB General Schedule #7 (Health Departments), item 7.201; approved 4/24/2018

These records document how the medical examiner determines the cause of death. They may include, but may not be limited to, autopsy reports, medical examiner investigator (MEI) reports, medical examination notes, photos, death certificates, cremation permits, EMS reports, police reports, medical records and doctor reports, lab results, toxicology reports, sudden and unexplained child death scene investigation forms, contact information, and record requests.

DTMB General Schedule #7 (Health Departments), item 7.202; approved 4/24/2018

These records document requests from parents, case workers, guardians, etc. They may include, but may not be limited to, requests, responses, a copy of a driver's license, and supporting documentation.

DTMB General Schedule #7 (Health Departments), item 7.203; approved 4/24/2018

These records document how the LHD delivers partner services for a person living with HIV or their at-risk partner. They may include, but may not be limited to, referral to another jurisdiction within or outside of Michigan, investigation documents, referral into a designated care/case management agency, and early intervention services.

DTMB General Schedule #7 (Health Departments), item 7.211; approved 8/18/2020

These records document incidents and complaints related to environmental health that are unfounded, minor in nature, referred to other agencies for response, or otherwise resolved, that were received from individuals, businesses, and community organizations. They may include, but may not be limited to, incident or complaint data and documentation, responses, investigation documents, and correspondence.

DTMB General Schedule #7 (Health Departments), item 7.158A; approved 5/24/2022

These records document incidents and complaints related to environmental health that have potential for long-term impact to the environment that were received from individuals, businesses, and community organizations. They may include, but may not be limited to, long-term drinking water monitoring results, incident or complaint data and documentation, responses, investigation documents, inspection documents, and correspondence.

DTMB General Schedule #7 (Health Departments), item 7.158B; approved 5/24/2022

These records document licenses that are issued to food service establishments that will only be operating on a temporary basis. They may include, but may not be limited to, applications, supporting documenation and licenses.

DTMB General Schedule #7 (Health Departments), item 7.169; approved 9/25/2018

These records document legal and enforcement actions. They may include, but may not be limited to, correspondence, notices, and legal documents.

DTMB General Schedule #7 (Health Departments), item 7.170; approved 5/24/2022

These records document investigations into foodborne illness outbreaks. They may include, but may not be limited to, lab results, notes, correspondence, and supporting documentation.

DTMB General Schedule #7 (Health Departments), item 7.172; approved 4/24/2018

These records document the review of construction plans and specifications conducted by environmental health programs when the LHD is responsible for construction approval. They may include, but may not be limited to, plans, permit applications, specifications, issued permits, and supporting documentation.

DTMB General Schedule #7 (Health Departments), item 7.181; approved 5/24/2022

These records document the licensing, inspection and monitoring of public swimming pools, campgrounds, child day care facilities, adult foster care facilities, health care facilities, food service establishments, body art facilities, and any other locations within the LHD's jurisdiction. They may include, but may not be limited to, license applications, annual inspection reports, 30-day operational reports submitted by owners/operators, and water sample data.

DTMB General Schedule #7 (Health Departments), item 7.194; approved 5/24/2022

These records document permits that are issued public water supplies regulated by the LHD. They may include, but may not be limited to, construction plans, specifications, studies, permit documents, decisions, determinations, and supporting documentation.

DTMB General Schedule #7 (Health Departments), item 7.212A; approved 5/24/2022

These records document permits that are issued for public water supplies regulated by the LHD, but are not constructed. They may include, but may not be limited to, construction plans, specifications, studies, permit documents, decisions, determinations, and supporting documentation.

DTMB General Schedule #7 (Health Departments), item 7.212B; approved 5/24/2022

These records document a public water supply's compliance with Act 399. They may include, but may not be limited to, monitoring schedules, sanitary surveys, assessments, reports, monthly operation reports (MORs), nonmicrobial monitoring documents, consumer and public notices, certificates, decisions, determinations, source water assessments, variances, and exemptions.

DTMB General Schedule #7 (Health Departments), item 7.213; approved 5/24/2022

These records document microbial monitoring activities of public water supplies in compliance with Act 399. They may include, but may not be limited to, analyses of microbiological, turbidity, and disinfection sampling documents.

DTMB General Schedule #7 (Health Departments), item 7.214; approved 5/24/2022

These records document reporting by local health departments on a quarterly basis of well construction activity. They may include, but may not be limited to, number of well permits, number of final inspections, and number of wells plugged in the private and type 3 program components.

DTMB General Schedule #7 (Health Departments), item 7.215; approved 5/24/2022

These records document the operational performance of Type 2 noncommunity public water supplies, private, and Type 3 public water supplies. They may include, but may not be limited to, the results of the minimum program requirement (MPR) evaluations, lists of MPRs that were not met, specific areas needing improvement, compliance plans, and approval dates.

DTMB General Schedule #7 (Health Departments), item 7.216; approved 5/24/2022

These records document whether housing subdivisions, using privately-owned water and sewerage facilities and subsurface sewage disposal systems up to 10,000 gallons per day (GPD), meet certain specifications. They may include, but may not be limited to, notices of intent to construct, plat maps, correspondence, site reports, well logs, hydrological reports, engineering reports, deeds, violations, copies of restrictions, and legal documents.

DTMB General Schedule #7 (Health Departments), item 7.217; approved 5/24/2022

These records document permits issued for private water and sewage disposal systems. They may include, but may not be limited to, correspondence, field reports, legal documents, engineering plans, water well logs, technical assistance received by LHDs from EGLE, final inspections, and final disposition.

DTMB General Schedule #7 (Health Departments), item 7.218; approved 5/24/2022

These records document the licensing of domestic septage haulers and vehicles. The licenses are issued on a five-year cycle. They may include, but may not be limited to, correspondence, inspection reports, license applications, licenses, credentials, checklists, insurance documents, and vehicle registrations.

DTMB General Schedule #7 (Health Departments), item 7.219; approved 5/24/2022

These records document the operation of septage waste land sites. They may include, but may not be limited to, licenses, inspections, and supporting documentation.

DTMB General Schedule #7 (Health Departments), item 7.220; approved 5/24/2022

These records document the review and approval of temporary campground facilities. They may include, but may not be limited to, correspondence, applications, inspections, site plans or other facility information, agreements or contracts, payment information, and supporting documentation.

DTMB General Schedule #7 (Health Departments), item 7.221; approved 5/24/2022

These records document the denial of manufactured housing licenses. They may include, but may not be limited to, denial letters received from the Department of Licensing and Regulatory Affairs (LARA), and supporting documentation. LHD should provide a “certification or recommendation letter” to the owner for Type 2 water systems. Unless denied because of deficiencies that are a public health concern or are long overdue.

DTMB General Schedule #7 (Health Departments), item 7.222; approved 5/24/2022