5.4 Patient/Client Records
Definition
Patient/client records are those records created by university units in the course of their interaction with persons who are receiving medical or psychological counseling and treatment and with persons seeking educational or vocational counseling.
Statement
Legislation and judicial rulings have defined patient/client records as protected by an individual's right of privacy which in Michigan is considered to end at death. Privacy is protected by federal law (including the Privacy Act of 1974), by state laws (specific statutes have been written for specific types of records, i.e. adoption records), by the common law as it has been interpreted in the courts, and by the University of Michigan Regents Bylaws (section 11.155).
Responsibility of the Office Generating the Records
It is the responsibility of the generating unit to create, maintain, provide or limit access to, and dispose of patient/client records in accordance with applicable law and university regulations.
Responsibility of the University Archives and Records Program
Generally the archives does not accept patient/client records. However, the archives does hold selected patient/client records which are closed for one-hundred years from the date of creation at which time the individual's right of privacy is presumed to have ceased due to death.
UARP Records Policy and Procedures
Manual - January 1993, 1st ed.,
September 2002, 2nd ed.