Patient/client records are defined as those created by a University office in its interaction with persons who are receiving medical, psychological, or social counseling and treatment and with persons seeking educational or vocational counseling.

Patient and client records are protected by an individual=s right of privacy, which is protected by federal law, by state laws, and by common law. The Health Insurance Portability and Accountability Act (HIPAA), enacted April 2006, mandates that special care be taken to preserve privacy of health-related records.

It is the responsibility of offices generating patient/client records to create, maintain, provide, or limit access to, and to dispose of patient/client records in accordance with applicable law, University regulations, and the established retention schedule. As a general rule, these records are maintained and disposed of within the office of origin and are never transferred to the Archives.