Records Management Overview

Records and information management provides for the efficient and economical creation, use, storage and maintenance, and disposition of Medical Center and University records in any and all formats. Maintaining physical and intellectual control over records and information throughout their entire life cycle has many benefits. It improves efficiency in the management of information, permits the timely destruction of nonpermanent or transitory records, reduces the need for on-site records storage, and identifies permanently valuable records that should one day be preserved in the Medical Center Archives.

Records retention guidelines can be used by administrative offices, departments, centers, or programs to dispose of inactive records and information routinely and consistently. The Compliance Office of the Duke University Health System, Inc. has developed a schedule for the proper disposition of records maintained by DUHS and its Affiliates, DUHS Stat 2004.62 (Please contact the Archives for a copy of this document). Offices outside of DUHS, including the Schools of Medicine and Nursing, may access retention guidelines by visting our Retention Guidelines.

If you have questions about the proper disposition of records or the value of records in your care, you may contact the Medical Center Archives at (919) 383-2653, or view the Recommended Retention & Disposition Guidelines (contact the Archives for a copy of these guidelines). No Medical Center records should be destroyed or otherwise disposed of without first contacting the Medical Center Archivist.