TITLE 1 GENERAL GOVERNMENT ADMINISTRATION

CHAPTER 18 EXECUTIVE RECORDS RETENTION AND DISPOSITION SCHEDULES (ERRDS)

PART 665 ERRDS, DEPARTMENT OF HEALTH

1.18.665.1 ISSUING AGENCY: State Commission of Public Records - State Records Center and Archives.

[1.18.665.1 NMAC - Rp, 1.18.665.1 NMAC, 07/15/2010]

1.18.665.2 SCOPE: department of health

[1.18.665.2 NMAC – Rp, 1.18.665.2 NMAC, 07/15/2010]

1.18.665.3 STATUTORY AUTHORITY: Section 14-3-1 NMSA 1978. The administrator shall establish a records management program for the application of efficient and economical management methods for the creation, utilization, maintenance, retention, preservation and disposal of public records.

[1.18.665.3 NMAC - Rp, 1.18.665.3 NMAC, 07/15/2010]

1.18.665.4 DURATION: Permanent

[1.18.665.4 NMAC - Rp, 1.18.665.4 NMAC, 07/15/2010]

1.18.665.5 EFFECTIVE DATE: July 15, 2010 unless a later date is cited at the end of the section.

[1.18.665.5 NMAC - Rp, 1.18.665.5 NMAC, 07/15/2010]

1.18.665.6 OBJECTIVE: To establish a records retention schedule for the orderly management and retirement of records necessary for carrying out the Public Records Act per Section 14-3-6 NMSA 1978.

[1.18.665.6 NMAC - Rp, 1.18.665.6 NMAC, 07/15/2010]

1.18.665.7 DEFINITIONS:

A. "Administrator" means the state records administrator (Section 14-3-2 NMSA 1978).

B. "Agency" means any state agency, department, bureau, board, commission, institution or other organization of the state government, the territorial government and the Spanish and Mexican governments in New Mexico (Section 14-3-2 NMSA 1978).

C. "Archives" means the permanent records of the state of New Mexico, which may include government and private collections of the Spanish, Mexican, territorial and statehood periods, assessed to have significant historical value to warrant their preservation by the state of New Mexico. The term also refers to the organizational unit of the SRCA storing these records.

D. "Audit" means periodic examination of an organization to determine whether appropriate procedures and practices are followed.

E. "Cease and desist order" means a formal, enforceable order of the licensing authority issued to a facility, usually in instances where the facility is operating without a license.

F. "Certification" means the determination made by the licensing authority as to whether a health facility or agency complies with applicable federal regulations and the conditions of participation in the medicare and or medicaid program. Certification of noncompliance may be the basis for denial or termination of provider participation in the medicare and medicaid programs, or the basis for the imposition of other sanctions including license revocation.

G. "Disposition" means final action that puts into effect the results of an appraisal decision for a series of records (i.e., transfer to archives or destruction).

H. "Facility" means any health facility or health agency required to be licensed by the licensing authority pursuant to the authority of the Public Health Act, Sections 24-1-1 to 24-1-21 NMSA 1978, as amended, or required to be certified by the licensing authority in order to be eligible to receive medicaid reimbursement for services provided to eligible recipients. This does not refer to community providers.

I. "Facility survey" means facility inspection.

J. "License" means the document issued by the licensing authority which authorizes the lawful operation of a facility. The term "license" includes an annual license and a temporary license.

K. "Licensee" means the person in whose name a license for a facility has been issued and who is legally responsible for the facility's compliance with applicable laws and regulations.

L. "Microphotography" means the transfer of images onto film and electronic imaging or other information storage techniques that meet the performance guidelines for legal acceptance of public records produced by information system technologies pursuant to regulations adopted by the commission.

M. "Non-record" means extra copies of documents kept solely for convenience of reference, stocks of publications, records not usually included within the scope of the official records of an agency or government entity and library material intended only for reference or exhibition. The following specific types of materials are non-records: materials neither made nor received in pursuance of statutory requirements nor in connection with the functional responsibility of the officer or agency; extra copies of correspondence; preliminary drafts; blank forms, transmittal letters or forms that do not add information; sample letters; and reading file or informational files.

N. "Public record" means all books, papers, maps, photographs or other documentary materials, regardless of physical form or characteristics, made or received by any agency in pursuance of law or in connection with the transaction of public business and preserved, or appropriate for preservation, by the agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations or other activities of the government, or because of the informational and historical value of data contained therein (Section 14-4-2 NMSA 1978).

O. "Putative father" means a father who affirmatively assumes responsibility for children they may have fathered.

P. "Records custodian" means the statutory head of the agency using or maintaining the records or the custodian's designee.

Q. "Records management" means the systematic control of all records from creation or receipt through processing, distribution, maintenance and retrieval, to their ultimate disposition.

R. "Records retention and disposition schedule" means rules adopted by the commission pursuant to Section 14-3-6 NMSA 1978 describing records of an agency, establishing a timetable for their life cycle and providing authorization for their disposition.

S. "Retention" means the period of time during which records must be maintained by an organization because they are needed for operational, legal, fiscal, historical or other purposes.

[1.18.665.7 NMAC - Rp, 1.18.665.7 NMAC, 07/15/2010; A, 12/20/2010]

1.18.665.8 ABBREVIATIONS AND ACRONYMS:

A. "AS" stands for animal specimen.

B. "BAC" stands for blood alcohol content.

C. "CDC" stands for center for disease control.

D. "CFR" stands for code of federal regulations.

E. "CLIA" stands for clinical laboratory improvement amendments.

F. "CMS" stands for children's medical services.

G. "COBRA" stands for computer online breath archive

H. "DOH" stands for department of health.

I. "EPA" stands for environment protection agency.

J. "HCFA" stands for health care financing administration or center for medicare and medicaid services (CMS).

K. "HPLC" stands for high-pressure liquid chromatograph.

L. "HM" stands for heavy metal.

M. "ICD" stands for international classification of diseases.

N. "IDC" stands for initial demonstration of capability.

O. "INPHORM" stands for integrated network for public health official records management.

P. "IFSP" stands for individual family service plan.

Q. "QC" stands for quality control.

R. "QA" stands for quality assurance.

S. "SLD" stands for scientific laboratory division.

T. "SSN" stands for social security number.

U. "TB" stands for tuberculosis.

V. "USC" stands for United States code.

W. "WIC" stands for women infants and children.

[1.18.665.8 NMAC - Rp, 1.18.665.8 NMAC, 07/15/2010]

1.18.665.9 INSTRUCTIONS:

A. Record retention and disposition schedules identify the types of records maintained by state agencies and specify a period of time which records must be retained. A retention period may be stated in terms of months or years and is sometimes expressed as contingent upon the occurrence of an event. There are two types of record retention and disposition schedules created by the state records center and archives. General schedules that list records common to all agencies and executive schedules which are specific to an agency. Each record series will be represented in the format listed below.

(1) Program - describes the function of the records

(2) Maintenance system - describes how an agency files (organizes) records

(3) Description - describes the purpose and content of a record

(4) Retention - defines the length of time records must be kept before they are eligible for destruction or archival preservation.

B. For records of a general administrative nature, refer to the GRRDS, General Administrative Records Retention and Disposition Schedule, 1.15.2 NMAC.

C. For records of a financial nature, refer to the GRRDS, General Financial Records Retention and Disposition Schedule, 1.15.4 NMAC.

D. For records of a personnel nature, refer to the GRRDS, General Personnel Records Retention and Disposition Schedule, 1.15.6 NMAC, and for officers personnel records , refer to the GRRDS, General Personnel Records Retention and Disposition Schedule, 1.15.7 NMAC.

E. For records of a medical nature, refer to the GRRDS, General Medical Records Retention and Disposition Schedule, 1.15.8 NMAC.

F. Retention periods shall be extended until six months after all current or pending litigation; current claims, audit exceptions or court orders involving a record have been resolved or concluded.

G. The descriptions of files are intended to be evocative, not complete. For example, there will always be some documents that are filed in a file that are not listed in the description, and similarly, not every file will contain an example of each document listed in the description.

H. Confidentiality is denoted for each file but all materials in a file may be confidential. Refer to note. Where portions of file may be confidential, refer to legal counsel for agency.

I. Access to confidential documents or confidential files shall be only by authorization of agency or attorney general or by court order, unless otherwise provided by statute. Release of confidential documents to law enforcement and other government agencies, shall only be upon specific statutory authorization or court order.

J. All records, papers or documents may be photographed, microfilmed, digitized, scanned imaging, microfilm or computer output microfilm systems shall be approved by the state records administrator prior to the destruction of source documents (Section 14-1-5, 14-1-6 NMSA 1978) Such photographs, microfilms, photographic film or microphotographs shall be deemed to be an original record for all purposes, including introduction in evidence in all courts or administrative agencies (Section 14-3-17 NMSA 1978)

K. Public records placed on magnetic tapes, disks or other data processing media shall be retained for the length of time specified in records retention and disposition schedules and are subject to the same confidentiality and access restrictions as paper records. See also 1.13.70 NMAC, Performance Guidelines for the Legal Acceptance of Public Records Produced by Information Technology Systems.

L. Email messages that contain information sent or received by an agency in connection with the transaction of official state business or in pursuance of law are public records and are subject to retention requirements established in both general and executive records retention and disposition schedules.

[1.18.665.9 NMAC - Rp, 1.18.665.9 NMAC, 07/15/2010; A, 12/20/2010]

1.18.665.10 - 1.18.665.35 [RESERVED]

1.18.665.36 LEGISLATIVE ANALYSIS DATABASE:

A. Program: office of the secretary

B. Maintenance system: numerical by primary key

C. Description: system used to capture, assign and track proposed bills for analysis that are brought before the legislature concerning issued related to health or the department. Database may contain proposed bills, assignment numbers, name of persons or team’s analysis is assigned to, date of assignment, working analysis data, final analysis, etc.

D. Data retention: one year from the close of calendar year in which created

[1.18.665.36 NMAC - Rp, 1.18.665.101 NMAC, 07/15/2010]

1.18.665.37 ASSIGNMENT DATABASE:

A. Program: office of the secretary

B. Maintenance system: numerical by primary key

C. Description: system used to capture, track and process information provided to constituents in response to letters and queries for information that is received either by mail or by referral from the governor's office. Database may contain tracking database used to track assignments or tasks and the status of assigned tasks. Database may contain task name, date received, name of requester, date completed, etc.

D. Data retention: one year from the close of calendar year in which created

[1.18.665.37 NMAC - Rp, 1.18.665.102 NMAC, 07/15/2010]

[Input into this system is constituent correspondence or electronic queries.]

1.18.665.38 - 1.18.665.49 [RESERVED]

1.18.665.50 LICENSE HEARING CASE FILES:

A. Program: legal services

B. Maintenance system: numerical by case file number

C. Description: record concerning hearings on the revocation or suspension of occupational licenses. File may contain licensee last name, decision, attorney notes, discovery, correspondence, memos, transcripts of hearing tapes, hearing tape cassettes, etc.

D. Retention: five years after case is closed

[1.18.665.50 NMAC - Rp, 1.18.665.126 NMAC, 07/15/2010]

1.18.665.51 REGULATION HEARING CASE FILES:

A. Program: legal services

B. Maintenance system: alphabetical by division and surname

C. Description: public hearings conducted prior to the issuance of DOH regulations.

D. Retention: five years after case is closed

[1.18.665.51 NMAC - Rp, 1.18.665.127 NMAC, 07/15/2010]

1.18.665.52 - 1.18.665.100 [RESERVED]

1.18.665.101 LONG-TERM CARE AND MEDICAL CARE LICENSED ONLY FACILITY FILES:

A. Program: health facility licensing

B. Maintenance system: alphabetical by facility category, then numerical by license number

C. Description:

(1) Application for licensure: records concerning the licensing of long-term and medical care related facilities (i.e., hospitals, boarding homes, infirmaries, diagnostic and treatment centers, maternity homes and shelters, group homes, community residential facilities for the developmentally disabled, assisted living, etc.) in New Mexico. Portions of this record are input to the facility electronic licensing and information exchange system (FELIX), 1.18.665.104 NMAC. File may include licensure application, evaluation, copy of license issued, correspondence, etc.

(2) Facility inspection report: inspection report conducted on entire facility upon the initial application and renewal of licensure application. Portions of this record are input to the facility electronic licensing and information exchange system (FELIX), 1.18.665.104 NMAC. Report may show facility inspected, resident interviews, service provided at facility, surveyor's time spent at facility, deficiencies, correction plan, etc.

(3) Facility drawings and specifications: building structure and code specifications of facilities submitted for approval upon applying for licensure and structural modifications of licensed facility.

(4) Complaint surveys: surveys of licensed health care facilities as a result of a complaint made with the department for alleged misconduct at a facility. Portions of this record are input to the facility (ASPEN) complaint system. Survey may include complaint form; plan of correction (HCFA-2567l); plan of correction approval form; correspondence; memoranda; survey team composition and workload report; etc.

D. Retention:

(1) Application for licensure:

(a) License issued: five years from date of facility closure

(b) Withdrawn or pending licensure: one year from date of withdrawal or from date of last activity

(2) Facility inspection report: 10 calendar years

(3) Facility drawings and specifications: 10 calendar years from date facility drawings and specifications are approved for licensure

(4) Complaint surveys:

(a) Substantiated: 10 years from date surveyed

(b) Unsubstantiated: one year from date surveyed

E. Confidentiality: Portions of this record are confidential pursuant to but not limited to Section 14-6-1 NMSA 1978 (i.e., medical information), Health Insurance Portability and Accountability Act of 1996 Public Law 104-191 104^th Congress (i.e., health information) and Subsection M of Section 24-1-5 NMSA 1978 (i.e. unsubstantiated complaints of health facilities under investigation).

[Approved plans and specifications are maintained at facility until facility closure]

[Substantiated complaint surveys, dependant upon the nature of the complaint, are referred to incident management]

[1.18.665.101 NMAC - Rp, 1.18.665.193, 201 & 2359 NMAC, 07/15/2010]

1.18.665.102 LICENSE LOGS:

A. Program: health facilities licensing

B. Maintenance system: numerical by license number

C. Description: log used to track department issued facility licenses and certifications. Log may include license or certification number, date issued, type of facility, owner or administrator, expiration date, etc.

D. Retention: active (log will be maintained on-site)

[1.18.665.102 NMAC - Rp, 1.18.665.191 NMAC, 07/15/2010

1.18.665.103 LONG-TERM CARE AND MEDICAL CARE CERTIFICATION FILES:

A. Program: health facility licensing

B. Maintenance system: alphabetical by category

C. Description:

(1) Application for certification: records concerning the certification of long-term and medical care facilities in New Mexico that participate in the medicare and medicaid program. Portions of this record are input to the facility electronic licensing and information exchange system (FELIX), 1.18.665.104 NMAC. File may include certification application, consultation reports, reports of special visits, approval of certification letters, certificate of need information, waivers and copy of license issued change of information form, general enrollment form, correspondence, etc.

(2) Certification inspection report: inspection report conducted to determine health facility or agency complies with applicable federal regulations and the conditions of participation in the medicare and medicaid program upon initial certification and recertification. Portions of this record are input to the facility electronic licensing and information exchange system (FELIX), 1.18.665.104 NMAC. Report may show facility inspected, resident interviews, service provided at facility, surveyor's time spent at facility, deficiencies, correction plan, etc.

(3) Facility drawings and specifications: building structure and code specifications of facilities applying for certification.

(4) Complaint surveys: surveys of licensed health care facilities as a result of a complaint made with the department for alleged misconduct at a facility. Portions of file are input to the facility (ASPEN) complaint system. Survey may include medicare, medicaid, CLIA complaint form; plan of correction (HCFA-2567l), plan of correction approval form; correspondence; memoranda; survey team composition and workload report; etc.

D. Retention:

(1) Application for licensure:

(a) Certification issued: 10 years from date license issued or certification application approved

(b) Withdrawn or pending certification: one year from date of withdrawal or from date of last activity

(2) Facility inspection report: 10 calendar years

(3) Facility drawings and specifications: 10 calendar years from date facility drawings and specifications are approved for certification

(4) Complaint surveys:

(a) Substantiated: 10 calendar years from date surveyed

(b) Unsubstantiated: one calendar year from date surveyed

E. Confidentiality: Portions of this record are confidential pursuant to but not limited to Section 14-6-1 NMSA 1978 (i.e., medical information), Health Insurance Portability and Accountability Act of 1996 Public Law 104-191 104^th Congress (i.e., health information) and Subsection M of Section 24-1-5 NMSA 1978 (i.e. unsubstantiated complaints of health facilities under investigation).

[1.18.665.103 NMAC - Rp, 1.18.665.193, 210 & 2359 NMAC, 07/15/2010]

1.18.665.104 FACILITY ELECTRONIC LICENSING AND INFORMATION EXCHANGE SYSTEM (FELIX):

A. Program: health facility licensing

B. Maintenance system: numerical by primary key

C. Description: database contains information on licensed and certified health related facilities in New Mexico. Data may include facility name, location, type of facility, licensure or certification data, survey results, inspection information, etc.

D. Data retention:

(1) Facility licensure data: five years from date of facility closure

(2) Certification data: 10 calendar years from date certification application approved

(3) Withdrawn or pending licensure or certification data: one year from date of withdrawal or from date of last activity

(4) Facility inspection report data: 10 calendar years

E. Input: records used as input to the facility electronic licensing and information exchange system (FELIX) are filed in the long-term care and medical care licensed only facility files, 1.18.665.101 NMAC and the long-term care and medical care certification files, 1.18.665.103 NMAC.

F. Output: Because the facility electronic licensing and information exchange system (FELIX) is a data-based system, ad hoc reports may be generated upon request or demand. These reports include facility expiration lists, statistical reports, etc.

[1.18.665.104 NMAC - Rp, 1.18.665.181 NMAC, 07/15/2010]

1.18.665.105 - 1.18.665.200 [RESERVED]

1.18.665.201 CAREGIVER EMPLOYMENT CLEARANCE FILES:

A. Program: caregivers’ criminal history screening

B. Maintenance system: numeric by sequential control number

C. Description: records concerning applicant background investigations. File may contain authorization for release of information, photocopy of picture identification, request for disposition, record of arrest profile sheet, caregiver notice of disqualification, facility notice of disqualification, caregiver request for reconsideration, reconsideration process documentation, caregiver notice of final determination, facility notice of final determination, invoice of charges to state facilities, record of deposit, etc.

D. Retention:

(1) Cleared applicants: five years from date of application

(2) Disqualified and reconsidered applicants: 100 years after date of birth of applicant

E. Confidentiality: Portions of this record are confidential pursuant, but not limited to Section 29-10-4 NMSA 1978 (i.e. arrest records), per 5 USC, Section 552a (i.e. social security number) and per Health Insurance Portability and Accountability Act of 1996 Public Law 104-191 104th Congress (i.e. health information).

[1.18.665.201 NMAC - Rp, 1.18.665.226 NMAC, 07/15/2010]

1.18.665.202 CAREGIVER EMPLOYMENT CLEARANCE DATABASE:

A. Program: caregiver criminal history screening

B. Maintenance system: numeric by sequential control number

C. Description: records concerning background investigations on individuals seeking employment in a caregiver environment. Database may contain demographic information scanned from applicant fingerprint card, department of public safety record of arrest information, federal bureau of investigation record of arrest information, etc. Data is transmitted to the department of public safety via FTP (file transfer protocol) using an ISP (internet service provider) and via secure and encrypted internet transmission to the federal bureau of investigation.

D. Retention: five years from date of input

E. Confidentiality: Portions of this record are confidential pursuant, but not limited to (29-10 NMSA 1978).

[1.18.665.202 NMAC - Rp, 1.18.665.227 NMAC, 07/15/2010]

1.18.665.203 APPLICANT FINGERPRINT CARDS:

A. Program: caregiver criminal history screening

B. Maintenance system: see 1.18.665.201 NMAC caregiver employment clearance database

C. Description: hard copy input file for 1.18.665.201 NMAC caregiver employment clearance database.

D. Retention: until final determination of clearance or disqualification

E. Confidentiality: Portions of this record are confidential pursuant, but not limited to (29-10 NMSA 1978).

[1.18.665.203 NMAC - Rp, 1.18.665.228 NMAC, 07/15/2010]

1.18.665.204 - 1.18.665.300 [RESERVED]

1.18.665.301 PROGRAM REVIEW FILES:

A. Program: developmental disabilities support

B. Maintenance system: chrono-alphabetical by date and facility name

C. Description: record concerning program operations. File may contain client activity reports, client census, client record documentation forms, site visit reports, proposal review for continuation applicants, client aftercare plan, work plans, etc.

D. Retention: 10 years after close of fiscal year in which created

[1.18.665.301 NMAC - Rp, 1.18.665.241 NMAC, 07/15/2010]

1.18.665.302 COMMUNITY PROGRAM PROVIDER AGREEMENT FILES:

A. Program: developmental disabilities support

B. Maintenance system: chronological by year, then alphabetical by provider name

C. Description: records concerning contract agreements between the department of health and provider facilities that offer health care to clients eligible for services under the developmental disabilities and medically fragile waiver programs. File may include contract agreements, agreement amendments, provider information (i.e., federal employee identification numbers, social security numbers, provider medicaid numbers, provider emergency policies, etc.), subcontractor information (i.e., names, addresses, social security numbers, background checks, business license copies, professional licensure copies, etc.), facility surveys, complaints, investigations, moratoriums, final investigation reports, correspondence, etc.

D. Retention: six years after expiration date of contract agreement

E. Confidentiality: Portions of record may be confidential pursuant, but not limited to 5 USC, Section 552a (i.e., social security number) and Section 14-6-1 NMSA 1978 (i.e., health information).

[1.18.665.302 NMAC - Rp, 1.18.665.885 NMAC, 07/15/2010]

1.18.665.303 - 1.18.665.400 [RESERVED]

1.18.665.401 CONSUMER INCIDENT FILES:

A. Program: incident management

B. Maintenance system: chrono-numerical by fiscal year and case number

C. Description: record of investigations by the department for alleged incidents of misconduct, abuse, neglect and exploitation of clients by community program agencies. Portions of file are input to the incident management system, 1.18.665.402 NMAC. File may contain incident report form, case summary report, report of findings, correspondence, memoranda, etc.

D. Retention: six years from the end of the fiscal year in which investigation closed

E. Confidentiality: Portions of this record are confidential pursuant, but not limited to Section 14-6-1 NMSA 1978 (i.e. all health information that relates to and identifies specific individuals as patients is strictly confidential).

[1.18.665.401 NMAC - Rp, 1.18.665.2358 NMAC, 07/15/2010]

[If substantiated, a copy of the record is transferred to the proper prosecuting authority.]

1.18.665.402 INCIDENT MANAGEMENT SYSTEM:

A. Program: incident management

B. Maintenance system: numerical by primary key

C. Description: system that tracks all incidents and investigations of alleged agency misconduct for all community health programs. Data may include program name, information on incident, consumer name, medical information, information regarding investigation, mortality review information, etc.

D. Data retention: six years after date of resolution

E. Confidentiality: Portions of record may be confidential pursuant, but not limited to 5 USC, Section 552a (i.e., social security number) and Section 14-6-1 NMSA 1978 (i.e., health information).

F. Input: information used as input for the incident management system may include portions from consumer incident files, 1.18.665.401 NMAC.

G. Output: Because the incident management system is a data based system, ad hoc reports may be generated upon request or demand. When produced, these reports are forwarded to the requesting entity.

[1.18.665.402 NMAC - Rp, 1.18.665.2360 NMAC, 07/15/2010]

1.18.665.403 COMPLAINT INTAKE INFORMATION FILES:

A. Program: incident management

B. Maintenance system: alphabetical by facility name, then chronological by date of incident

C. Description: records concerning an incident that occurred at a licensed health care facility. Portions of the file are input to the facility (aspen) complaint system, 1.18.665.404 NMAC. File may include intake sheet (i.e., name of patient, social security number, medical information, type of incident, etc.), incident report, referral information, facility self report, facility self investigation, assignment of department investigator, adult protective services’ summary reports, etc.

D. Retention: five years after date of compliant resolution

E. Confidentiality: Portions of this record are confidential pursuant, but not limited to 5 USC, Section 552a (i.e., social security number) and Section 14-6-1 NMSA 1978 (i.e., health information).

[1.18.665.403 NMAC - Rp, 1.18.665.2362 NMAC, 07/15/2010]

1.18.665.404 FACILITY (ASPEN) COMPLAINT SYSTEM:

A. Program: incident management

B. Maintenance system: numerical by primary key

C. Description: system that tracks all complaint intake information and complaint surveys for licensed healthcare facilities. Data may include incident information, investigator assignments, facility report data, referrals to appropriate agencies, etc.

D. Data retention:

(1) Substantiated: 10 years after date surveyed

(2) Unsubstantiated: one year after date surveyed

(3) Complaint intake: five years after date of complaint resolution

E. Confidentiality: Portions of record may be confidential pursuant, but not limited to 5 USC, Section 552a (i.e., social security number) and Section 14-6-1 NMSA 1978 (i.e., health information).

F. Data input: information used as input for the facility (aspen) complaint system may include portions from the long-term care and medical care licensed only facility files, 1.18.665.101 NMAC and the long-term care and medical care certification files, 1.18.665.103 NMAC and the complaint intake information file, 1.18.665.403 NMAC.

G. Data output: Because the facility (aspen) complaint system is a data based system, reports may be generated upon request or demand. When produced, these reports are forwarded to the requesting entity. Some of these reports include complaint survey reports, intake information report, etc.

[1.18.665.404 NMAC - Rp, 1.18.665.2361 NMAC, 07/15/2010]

1.18.665.405 COMMUNITY MORTALITY REVIEW FILES:

A. Program: incident management

B. Maintenance system: chronological by incident management case number, then by date

C. Description: records concerning investigations of all deaths of developmentally disabled individuals participating in the selected waiver programs. File may include deceased medical records, medication administration records, emergency medical service health assessment, independent service plan health assessment, past physical history report, autopsy report, etc.

D. Retention: six years after date of final decision of review

E. Confidentiality: Portions of this record are confidential pursuant, but not limited to 5 USC, Section 552a (i.e., social security number) and Section 14-6-1 NMSA 1978 (i.e., health information).

[1.18.665.405 NMAC - Rp, 1.18.665.2363 NMAC, 07/15/2010]

1.18.665.406 - 1.18.665.500 [RESERVED]

1.18.665.501 PROVIDER FILES:

A. Program: quality management

B. Maintenance system: alpha-chronological by providers name and calendar year

C. Description: record concerning the monitoring of quality assurance of health care services by the department of health. File may contain monitor report, correspondence, memoranda, etc.

D. Retention:

(1) Compliant: six years from the close of the calendar year in which created

(2) Incompliant: 10 years from the close of the calendar year in which created

[1.18.665.501 NMAC - Rp, 1.18.665.2356 NMAC, 07/15/2010]

[The monitor report is derived from the monitor working files.]

1.18.665.502 MONITOR WORKING FILES:

A. Program: quality management

B. Maintenance system: alpha-chronological by provider name and review date

C. Description: record concerning the review for compliance with federal and state standards that assure the health and welfare of individuals served and that identify opportunities for improvement within health care facilities. File may contain tool questionnaire, individual service plan of resident, interview notes, provider history, correspondence, memoranda, etc.

D. Retention:

(1) Compliant: six years from the end of the calendar year in which reviewed

(2) Incompliant: 10 years from the end of the calendar year in which reviewed

E. Confidentiality: Portions of this record are confidential pursuant, but not limited to Section 14-6-1 NMSA 1978 (i.e. all health information that relates to and identifies specific individuals as patients is strictly confidential).

[1.18.665.502 NMAC - Rp, 1.18.665.2357 NMAC, 07/15/2010]

1.18.665.503 - 1.18.665.1000 [RESERVED]

1.18.665.1001 INTEGRATED NETWORK FOR PUBLIC HEALTH OFFICIAL RECORDS MANAGEMENT (INPHORM) SYSTEM:

A. Program: public health division

B. Maintenance system: numeric by primary key

C. Description: system tracks client information and services from the various health programs under the public health division. Application contains databases of current and historical client data, health programs available, services offered, billing information, etc. Input to this system is from records and staff to client one to one contact.

D. Data retention: 21 years from date of last update

E. Confidentiality: Portions of this record are confidential pursuant, but not limited to Section 14-6-1 NMSA 1978.

[1.18.665.1001 NMAC - Rp, 1.18.665.621 NMAC, 07/15/2010]

1.18.665.1002 INDIVIDUAL SERVICES ENCOUNTER FORMS:

A. Program: public health division

B. Maintenance system: chronologically by month

C. Description: hardcopy input record to the integrated network for public health official records management (INPHORM) system used by staff to collect patient information. Record may contain client name, date of birth, site code, date, program identification number, type of service provided, providers signature, diagnosis code, etc.

D. Retention: until audit report released, but no longer than one year after close of fiscal year in which created

[1.18.665.1002 NMAC - Rp, 1.18.665.622 NMAC, 07/15/2010]

1.18.665.1003 MASTER INDEX CARDS:

A. Program: field operations

B. Maintenance system: alphabetical by patient name

C. Description: record concerning patients treated in each field office. File may contain name, sex, date of birth, marital status, social security number, address, head of household, phone number, patient’s x-ray number, identification number, file name; lists immunization history and summary of service, etc.

D. Retention: until final disposition of patient medical record

E. Confidentiality: Portions of this record are confidential pursuant, but not limited to (14-6-1 NMSA 1978).

[1.18.665.1003 NMAC - Rp, 1.18.665.751 NMAC, 07/15/2010]

1.18.665.1004 PHARMACY INVENTORY AND DISPENSATION REGISTRY:

A. Program: field operations

B. Maintenance system: chronological by date

C. Description: record concerning inventory of pharmaceuticals stocked and or dispensed in field office pharmacies. File may contain inventory that lists date ordered, number of units ordered, date received, invoice number, date received, invoice number, and dispensation which lists date, patient, MD, signature of LPN-RN-RPH or MD, balance of perpetual inventory, etc.

D. Retention: three years after close of fiscal year in which created

E. Confidentiality: Portions of this record are confidential pursuant, but not limited to 14-6-1 NMSA 1978.

[1.18.665.1004 NMAC - Rp, 1.18.665.752 NMAC, 07/15/2010]

1.18.665.1005 - 1.18.665.1050 [RESERVED]

1.18.665.1051 FAMILY PLANNING FEE COLLECTION MONTHLY REPORT PACKET:

A. Program: family planning

B. Maintenance system: chronological by date

C. Description: record used by local health office to collect fees and track monthly billing. Packet may contain federal fee deposit register, family planning payment ledger, accounting calculator tape tallies, etc.

D. Retention: three years after final audit report released

[1.18.665.1051 NMAC - Rp, 1.18.665.1047 NMAC, 07/15/2010]

1.18.665.1052 STERILIZATION FILES:

A. Program: family planning

B. Maintenance system: chronological by date received

C. Description: record used by authorized staff to track requests and payments for sterilization services. File may contain request for sterilization or family planning services health insurance claim form, correspondence, memorandum, handwritten notes, etc.

D. Retention: six years after close of state fiscal year in which created

E. Confidentiality: Portions of this record are confidential pursuant, but not limited to Section 24-1-20 NMSA.

[1.18.665.1052 NMAC - 1.18.665.1048 NMAC, 07/15/2010]

1.18.665.1053 - 1.18.665.1100 [RESERVED]

1.18.665.1101 IMMUNIZATION BIRTH LISTING:

A. Program: immunization

B. Maintenance system: alphabetical by parent name

C. Description: record lists parent’s name, address, child’s name, birth date, county, etc.

D. Retention: five years after close of federal fiscal year in which created

E. Confidentiality: Portions of this record are confidential pursuant, but not limited to 14-6-1 NMSA 1978.

[1.18.665.1101 NMAC - Rp, 1.18.665.721 NMAC, 07/15/2010]

1.18.665.1102 CERTIFICATE OF CONSCIENTIOUS OBJECTION TO IMMUNIZATION:

A. Program: immunization

B. Maintenance system: alphabetical by parent name

C. Description: record shows school, address, parent, parent’s address, and religious foundation for objection, child’s name, parent’s signature, and notarization.

D. Retention: one year from date of objection

E. Confidentiality: Portions of this record are confidential pursuant, but not limited to 14-6-1 NMSA 1978.

[1.18.665.1102 NMAC - Rp, 1.18.665.722 NMAC, 07/15/2010]

1.18.665.1103 INFORMED CONSENTS:

A. Program: immunization

B. Maintenance system: alphabetical by patient name

C. Description: copy of signed parental consent for medical treatment form. Original kept in patient’s medical record.

D. Retention: until data entry verified

E. Confidentiality: Portions of this record are confidential pursuant, but not limited to 14-6-1 NMSA 1978.

[1.18.665.1103 NMAC - Rp, 1.18.665.723 NMAC, 07/15/2010]

1.18.665.1104 SCHOOL AND DAY CARE IMMUNIZATION ROSTERS:

A. Program: immunization

B. Maintenance system: alphabetical by school and day care names

C. Description: rosters show students and children under care who are current in their immunizations.

D. Retention: five years after close of federal fiscal year in which created

E. Confidentiality: Portions of this record are confidential pursuant, but not limited to 14-6-1 NMSA 1978.

[1.18.665.1104 NMAC - Rp, 1.18.665.724 NMAC, 07/15/2010]

1.18.665.1105 IMMUNIZATION SUMMARY:

A. Program: immunization

B. Maintenance system: chrono-alphabetical by year and school name

C. Description: record of yearly student immunizations. Summary shows percentage of students with current immunizations by school.

D. Retention: five years after close of federal fiscal year in which created

E. Confidentiality: Portions of this record are confidential pursuant, but not limited to 14-6-1 NMSA 1978.

[1.18.665.1105 NMAC - Rp, 1.18.665.725 NMAC, 07/15/2010]

1.18.665.1106 STANDARD IMMUNIZATION SUMMARY OF TWO YEAR OLD CHILDREN:

A. Program: immunization

B. Maintenance system: alphabetical by patient name

C. Description: record concerning immunizations required for children up to age two. File contains a summary of all children enrolled in the program and what immunizations they have gotten and those they need to get.

D. Retention: five years after close of federal fiscal year in which created

E. Confidentiality: Portions of this record are confidential pursuant, but not limited to 14-6-1 NMSA 1978.

[1.18.665.1106 NMAC - Rp, 1.18.665.726 NMAC, 07/15/2010]

1.18.665.1107 - 1.18.665.1200 [RESERVED]

1.18.665.1201 FAMILIES FIRST CLIENT TRACKING SYSTEM:

A. Program: families first

B. Maintenance system: numeric by primary key

C. Description: computer application contains a database that contains and maintains information on all families' first clients. Input into this system is from the health care financing administration's health insurance claim form (HCFA - 1500) and from client to care coordinator.

D. Retention: see general record and disposition schedule administrative records, item 1.15.2.301documentation tape file or item 1.15.2.302 for operation system backup

[1.18.665.1201 NMAC - Rp, 1.18.665.911 NMAC, 07/15/2010]

1.18.665.1202 CARE COORDINATOR'S ORIENTATION CHART FILES:

A. Program: families first

B. Maintenance system: chronological by date of orientation

C. Description: record used as a guide to orient new care coordinator. Form may contain care coordinator name, site municipality, date of hire, topics discussed, supervisor initials, comments, signatures, etc.

D. Retention: one year after date of orientation

[1.18.665.1202 NMAC - Rp, 1.18.665.912 NMAC, 07/15/2010]

1.18.665.1203 PRENATAL CLIENT SERVICE RECORD FILES:

A. Program: families first

B. Maintenance system: alphabetically by client's last name

C. Description: record of all services provided to adult clients served by the families first program. File may contain file number, client name, date of birth, parent name, address, telephone, date of referral, referring agency, medical history, obstetrical history, current pregnancy information, prenatal consent, prenatal care plan, economic status, etc.

D. Retention: six years after close of state fiscal year in which case closed

E. Confidentiality: Portions of this record are confidential pursuant, but not limited to section 24 -1-20 NMSA 1978.

[1.18.665.1203 NMAC - Rp, 1.18.665.913, 915 & 917 NMAC, 07/15/2010]

1.18.665.1204 PEDIATRIC CLIENT SERVICE RECORD FILES:

A. Program: families first

B. Maintenance system: alphabetically by client's last name

C. Description: record of all services provided to clients, ages newborns through three years, served by the families first program. File may contain file number, client name, date of birth, parent name, address, telephone, date of referral, referring agency, medical history, family history, neonatal history, growth & development, families economic status, concerns and observations, risk assessment, pediatric consent form, pediatric care plan, etc.

D. Retention: six years after close of state fiscal year in which case closed

E. Confidentiality: Portions of this record are confidential pursuant, but not limited to Section 24-1-20 NMSA 1978.

[1.18.665.1204 NMAC - Rp, 1.18.665.914, 916, 918 NMAC, 07/15/2010]

1.18.665.1205 OUTREACH ACTIVITY LOGS:

A. Program: families first

B. Maintenance system: alphanumeric by local health office name and month

C. Description: record used to determine networking practices of local health offices. Log may contain local health office municipality, contact name and telephone number, log month, activity date, time spent on activity, person or place of activity, type of activity, person performing activity, etc.

D. Retention: two years after close of state fiscal year in which created

[1.18.665.1205 NMAC - Rp, 1.18.665.919 NMAC, 07/15/2010]

1.18.665.1206 MONTHLY SERVICE INDICATOR REPORTS:

A. Program: families first

B. Maintenance system: chronological by month

C. Description: hardcopy input record used to track the number of clients at a given status. Report may contain site municipality, dates, intake status beginning balance, new intakes, service status, ending status balance, etc.

D. Retention: two years after close of state fiscal year in which created

[1.18.665.1206 NMAC - Rp, 1.18.665.920 NMAC, 07/15/2010]

1.18.665.1207 CLIENT SATISFACTION SURVEY FILES:

A. Program: families first

B. Maintenance system: chronologically by quarterly dates

C. Description: composite file used to collect information from clients on program, care coordinator and other staff for review. File may contain client satisfaction survey forms, hand written notes and comments, etc.

D. Retention: one year after close of quarter in which created

[1.18.665.1207 NMAC - Rp, 1.18.665.921 & 922 NMAC, 07/15/2010]

1.18.665.1208 HEALTH INSURANCE CLAIMS FILES:

A. Program: families first

B. Maintenance system: chrono-alphabetical

C. Description: composite file on total claims that have been billed. File may contain health insurance claim form(s) (HCFA-1500), handwritten notes, etc.

D. Retention: six years after close of state fiscal year in which created, see (section 24-11-4 NMSA 1978)

E. Confidentiality: Portions of this record are confidential pursuant, but not limited to Section 24-1-20 NMSA 1978.

[1.18.665.1208 NMAC - Rp, 1.18.665.923 & 924 NMAC, 07/15/2010]

1.18.665.1209 - 1.18.665.1300 [RESERVED]

1.18.665.1301 HOME VISITING CLIENT FILES:

A. Program: healthy families first, “primeros pasos”

B. Maintenance system: alphabetical

C. Description: record of all services provided to clients served by the healthy families first, “primeros pasos” program. File may contain referral record screen, intake record, family stress checklist summary, consent and authorization to release information, photography release form, case data summary, contact notes, questionnaires, correspondence, etc.

D. Retention: three years after close of state fiscal year in which case closed

E. Confidentiality: Portions of this record are confidential pursuant, but not limited to Section 24 -1-20 NMSA 1978.

[1.18.665.1301 NMAC - Rp, 1.18.665.936 & 937 NMAC, 07/15/2010]

1.18.665.1302 - 1.18.665.1400 [RESERVED]

1.18.665.1401 NEW MEXICO WIC SYSTEM:

A. Program: women, infants and children information systems

B. Maintenance system: numeric by primary key

C. Description: system application contains databases with over two hundred tables that contain and track information on the women, infants, and children services, client current data, client historical data, and procedures for report retrieval. System allows users to certify clients for WIC services based on income and risk factors.

D. Data retention: 10 years from date of last update

E. Confidentiality: Portions of this record are confidential pursuant, but not limited to 7 CFR 246.26 (d). Proprietary software is confidential per copyright, protection of rights, 17 USC, sections 102, 106, 117.

[1.18.665.1401 NMAC - Rp, 1.18.665.949 NMAC, 07/15/2010]

1.18.665.1402 WIC UN-INTEGRATED CLIENT FILES:

A. Program: women, infants and children

B. Maintenance system: alphabetically by client last name

C. Description: records of individuals who receive WIC services. File may contain hardcopy output WIC certification report, referral to WIC, referral to other programs, participant’s rights and responsibilities form, proxy forms, income affidavit, copy(s) of medicaid card, prescriptions, undelivered letters and referrals, proof of residency letters, etc.

D. Retention: three years after close of federal fiscal year in which case closed per 7 CFR 246.25 (2)

E. Confidentiality: Portions of this record are confidential pursuant, but not limited to 7 CFR 246.26 (d).

[1.18.665.1402 NMAC - Rp, 1.18.665.961 NMAC, 07/15/2010]

1.18.665.1403 FOOD FREQUENCY DIET ANALYSIS FORMS:

A. Program: women, infants and children

B. Maintenance system: none

C. Description: hardcopy input record to the New Mexico WIC system used to collect food intake information from applicant. Form may contain applicant's name, program category, age, date, food and beverages list, comments, etc.

D. Retention: until entered into system or until no longer needed for reference

E. Confidentiality: Portions of this record are confidential pursuant, but not limited to 7 CFR 246.26 (d).

[1.18.665.1403 NMAC - Rp, 1.18.665.962 NMAC, 07/15/2010]

[Back of form is counseling guide form.]

1.18.665.1404 CLINIC DENIAL FILES:

A. Program: women, infants and children

B. Maintenance system: none

C. Description: record of applicants that did not qualify for services. File may contain copies of incorrectly certified letters, denial letters, termination due to income change letters, handwritten notes, etc.

D. Retention: two years after close of federal fiscal year in which created

E. Confidentiality: Portions of this record are confidential pursuant, but not limited to 7 CFR 246.26 (d).

[1.18.665.1404 NMAC - Rp, 1.18.665.970 NMAC, 07/15/2010]

1.18.665.1405 DUAL PARTICIPATION FILES:

A. Program: women, infants and children

B. Maintenance system: chronological by month

C. Description: hardcopy output records from the New Mexico WIC system and the commodity supplemental food program system that are used to track information on clients who participated in both women, infants, and children program and the commodity supplemental food program. File may contain suspension for dual participation letters, possible dual participation, monthly printout (YFWI 1234), required documentation, etc.

D. Retention: three years after close of federal fiscal year in which created per 7 CFR 246.25 (2)

E. Confidentiality: Portions of this record are confidential pursuant, but not limited to 7 CFR 246.26 (d).

[1.18.665.1405 NMAC - Rp, 1.18.665.971 NMAC, 07/15/2010]

1.18.665.1406 - 1.18.665.1424 [RESERVED]

1.18.665.1425 SHELTERS FILES:

A. Program: women, infants and children

B. Maintenance system: alphabetically by shelter name

C. Description: records of agreement with shelters serving WIC participants. File contains homeless WIC participant shelter agreement forms, correspondence, etc.

D. Retention: two years after close of federal fiscal year in which created

[1.18.665.1425 NMAC - Rp, 1.18.665.972 NMAC, 07/15/2010]

1.18.665.1426 OUTREACH FILES:

A. Program: women, infants and children

B. Maintenance system: chronological by fiscal year

C. Description: records used to track outreach contacts by local health office staff. File may contain outreach plan(s), notes, target areas, correspondence, responsible staff names, health office municipality etc.

D. Retention: two years after close of federal fiscal year in which created

[1.18.665.1426 NMAC - Rp, 1.18.665.973 NMAC, 07/15/2010]

1.18.665.1427 NUTRITION EDUCATION FILES:

A. Program: women, infants and children

B. Maintenance system: chronological by fiscal year

C. Description: record used to track nutrition education sessions developed at local health office level. File may contain local optional nutrition education session record, notes, correspondence, etc.

D. Retention: two years after close of federal fiscal year in which created

[1.18.665.1427 NMAC - Rp, 1.18.665.974 NMAC, 07/15/2010]

1.18.665.1428 - 1.18.665.1450 [RESERVED]

1.18.665.1451 BREAST PUMP FILES:

A. Program: women, infants and children

B. Maintenance system: chronological by fiscal year

C. Description: record used by local health office to track loan breast pumps. File contains telephone follow up logs, breast pump loan or release form, breast pump inventory, etc.

D. Retention: three years after close of fiscal year in which created per 7 CFR 246.25 (2)

E. Confidentiality: Portions of this record are confidential pursuant, but not limited to 7 CFR 246.26 (d).

[1.18.665.1451 NMAC - Rp, 1.18.665.975 NMAC, 07/15/2010]

1.18.665.1452 - 1.18.665.1474 [RESERVED]

1.18.665.1475 WIC VENDOR MONITOR FILES:

A. Program: women, infants and children

B. Maintenance system: numerical by vendor number

C. Description: record used to track monitoring visits of vendors to assure compliance with federal regulations. File contains monitoring forms, price record, contact log, copies of vendor activity monitoring profile report, copies of vendor monitoring report, etc.

D. Retention: six years after close of federal fiscal year in which created

E. Confidentiality: Portions of this record are confidential pursuant, but not limited to 7 CFR 246.26 (e).

[1.18.665.1475 NMAC - Rp, 1.18.665.977 NMAC, 07/15/2010]

1.18.665.1476 WIC VENDOR TRAINING FILES:

A. Program: women, infants and children

B. Maintenance system: chronological by training date

C. Description: record of vendor trainings provided. File may contain sign-in sheet, verification of WIC vendor training form, outline of training, etc.

D. Retention: six years after close of federal fiscal year in which created

E. Confidentiality: Portions of this record are confidential pursuant, but not limited to 7 CFR 246.26 (e).

[1.18.665.1476 NMAC - Rp, 1.18.665.979 NMAC, 07/15/2010]

1.18.665.1477 COMPLIANCE INVESTIGATION FILES:

A. Program: women, infants and children

B. Maintenance system: alphabetical by vendor name

C. Description: records used to track compliance with federal guidelines. File may contain compliance form, photographs, correspondence from private investigator, correspondence to and from vendor, handwritten notes, etc.

D. Retention: four years after close of federal fiscal year in which created

E. Confidentiality: Portions of this record are confidential pursuant, but not limited to 7 CFR 246.26 (e).

[1.18.665.1477 NMAC - Rp, 1.18.665.980 NMAC, 07/15/2010]

1.18.665.1478 CONFLICT OF INTEREST FILES:

A. Program: women, infants and children

B. Maintenance system: chronological by receipt date

C. Description: record used to monitor any potential conflict between vendor liaisons and vendors. File contains signed conflict of interest forms, correspondence, handwritten notes, etc.

D. Retention: four years after close of federal fiscal year in which created

E. Confidentiality: Portions of this record are confidential pursuant, but not limited to 7 CFR 246.26 (e).

[1.18.665.1478 NMAC - Rp, 1.18.665.981 NMAC, 07/15/2010]

1.18.665.1479 WIC NUTRITION PROGRAM AND COMMODITY SUPPLEMENTAL FOOD PROGRAM COMPLAINT FILES:

A. Program: women, infants and children

B. Maintenance system: chronological

C. Description: record used by participants to report dissatisfaction with program or staff. File may contain WIC nutrition and commodity supplemental food program complaint forms, handwritten notes, follow-up forms, observations, etc.

D. Retention: four years after close of federal fiscal year in which created

E. Confidentiality: Portions of this record are confidential pursuant, but not limited to 7 CFR 246.26 (d)

[1.18.665.1479 NMAC - Rp, 1.18.665.978 NMAC, 07/15/2010]

1.18.665.1480 - 1.18.665.1500 [RESERVED]

1.18.665.1501 FIELD MARKET REPORT FILES:

A. Program: WIC farmers' market nutrition program (FMNP)

B. Maintenance system: chrono-alphabetic by federal fiscal year and market name

C. Description: record used to inspect and monitor farmers' markets in New Mexico to assure compliance with federal guidelines. File may contain market field reports, instruction sheets, correspondence, handwritten notes, etc.

D. Retention: three years following date of submission of the final expenditure report for the period to which the report pertains per 7 CFR 248.23

[1.18.665.1501 NMAC - Rp, 1.18.665.1001 NMAC, 07/15/2010]

1.18.665.1502 DISQUALIFIED FARMERS FILES:

A. Program: WIC farmers' market nutrition program (FMNP)

B. Maintenance system: chronological by federal fiscal year

C. Description: record of farmers disqualified from participating in the farmers' market program. File may contain warning correspondence, reason for disqualification correspondence, memorandum, notes, follow-up log, etc.

D. Retention: three years following date of submission of the final expenditure report for the period to which the report pertains per 7 CFR 248.23

[1.18.665.1502 NMAC - Rp, 1.18.665.1003 NMAC, 07/15/2010]

1.18.665.1503 FARMERS' MARKET BANK REPORTS:

A. Program: WIC farmers' market nutrition program (FMNP)

B. Maintenance system: chronological by federal fiscal year

C. Description: record received from bank containing overall activity of checking account. Report may contain redemption report, year to date summary, monthly summary by association, summary by issue date, error summary, totals by association, etc.

D. Retention: three years following date of submission of the final expenditure report for the period to which the report pertains per 7 CFR 248.23

[1.18.665.1503 NMAC - Rp, 1.18.665.1004 NMAC, 07/15/2010]

1.18.665.1504 RECIPIENT REPORT FILES:

A. Program: WIC farmers' market nutrition program (FMNP)

B. Maintenance system: chronological by federal fiscal year

C. Description: record used to track and maintain recipient reports and supporting documentation that are used to report participants by category to the U.S. department of agriculture, food and nutrition services. File may contain WIC farmers' market nutrition program recipient reports, number of farmer agreements for federal fiscal year, copies of year to date summary, correspondence, etc.

D. Retention: three years following date of submission of the final expenditure report for the period to which the report pertains per 7 CFR 248.23

[1.18.665.1504 NMAC - Rp, 1.18.665.1005 NMAC, 07/15/2010]

1.18.665.1505 FARMERS' CHECK ISSUANCE LOGS:

A. Program: WIC farmers' market nutrition program (FMNP)

B. Maintenance system: chrono-alphabetic by month and clinic name

C. Description: record verifying receipt of farmers' market checks by participant. Log may contain check numbers, issue date, program category, identification number, WIC staff initials, recipient signature, etc.

D. Retention: three years following date of submission of the final expenditure report for the period to which the report pertains per 7 CFR 248.23

E. Confidentiality: Portions of this record are confidential pursuant, but not limited to 7 CFR 246.26 (d)

[1.18.665.1505 NMAC - Rp, 1.18.665.1006 NMAC, 07/15/2010]

1.18.665.1506 - 1.18.665.1549 [RESERVED]

1.18.665.1550 COMMODITY SUPPLEMENTAL FOOD PROGRAM (CSFP) SYSTEM:

A. Program: commodity supplemental food program information systems

B. Maintenance system: numerical by primary key

C. Description: system application consists of multiple tables that contain and track information on the commodity supplemental food program and current and historical client data. System allows local area providers to certify clients for commodity supplemental food program based on income. Input into this system is primarily from client to local area provider, one to one contact and copies of supporting documentation.

D. Data retention: three years after case closed per 7 CFR 247.13

[1.18.665.1550 NMAC - Rp, 1.18.665.1021 NMAC, 07/15/2010]

1.18.665.1551 CSFP CERTIFICATIONS RECORDS:

A. Program: commodity supplemental food program

B. Maintenance system: alphabetical by client last name

C. Description: record of individual client eligibility for commodity supplemental food program. Record may contain certification forms, rights and responsibilities form, copy of participant's identification, copy of check stubs or income verification, income affidavit, income worksheet, copies of utilities, etc.

D. Retention: three years after submission of annual expenditure for federal fiscal year in which created per 7 CFR 247.13

[1.18.665.1551 NMAC - Rp, 1.18.665.1026 NMAC, 07/15/2010]

1.18.665.1552 MANAGEMENT EVALUATION FILES:

A. Program: commodity supplemental food program

B. Maintenance system: chronological by fiscal year

C. Description: record used to review contractor compliance with program standards. File may contain management evaluations for each contractor for the current federal fiscal year.

D. Retention: three years after submission of annual expenditure for federal fiscal year in which created per 7 CFR 247.13

[1.18.665.1552 NMAC - Rp, 1.18.665.1027 NMAC, 07/15/2010]

1.18.665.1553 FOOD LOSS AND ADJUSTMENT REPORT FILES:

A. Program: commodity supplemental food program

B. Maintenance system: alphabetical by title

C. Description: record used to track food that is damaged or expired. File may contain correspondence, commodity supplemental food program food loss and adjustment report, destination data for delivery of donated foods form, food distribution commodity acceptability report, weekly activity sheet, commodity supplemental food program gains or losses report, food demonstration - damaged food report, complaint forms, etc.

D. Retention: three years after submission of annual expenditure for federal fiscal year in which created 7 CFR 247.13

[1.18.665.1553 NMAC - Rp, 1.18.665.1028 NMAC, 07/15/2010]

1.18.665.1554 DESTINATION DATA FOR DELIVERY OF DONATED FOODS (FORM FNS-7 (11-82):

A. Program: commodity supplemental food program

B. Maintenance system: none

C. Description: hardcopy input document to the commodity supplemental food program (CSFP) system used when delivery conditions require changes in elements of information. Form may contain name of distributing agency, city, contact person, delivery address, outlets served, type of warehouse, type of storage provided, agency representative signature, date, etc.

D. Retention: none (delivered to food and nutrition services regional office)

[1.18.665.1554 NMAC - Rp, 1.18.665.1029 NMAC, 07/15/2010]

1.18.665.1555 FOOD DISTRIBUTION COMMODITY ACCEPTABILITY REPORTS (FORM OMB NUMBER 0584-0384):

A. Program: commodity supplemental food program

B. Maintenance system: none

C. Description: hardcopy output record from the commodity supplemental food program (CSFP) system delivered to food and nutrition services regional office used to survey client's satisfaction with program and food items. Report may contain name of state agency, copies of product evaluations, state, month and year, program identification, product acceptance by food group, remarks, signature, title, date, etc.

D. Retention: none (delivered to food and nutrition services regional office)

[1.18.665.1555 NMAC - Rp, 1.18.665.1030 NMAC, 07/15/2010]

1.18.665.1556 INVENTORY REPORTS:

A. Program: commodity supplemental food program

B. Maintenance system: chronological by quarter and fiscal year

C. Description: hardcopy output record delivered to the department of agriculture food and nutrition services used to track stock items. Report contains information from the commodity supplemental food program gains or losses reports, commodity supplemental food program food loss and adjustment report, destination data for delivery of donated foods form, food distribution commodity acceptability report, etc.

D. Retention: three years after submission of annual expenditure for federal fiscal year in which created per 7 CFR 247.13

[1.18.665.1556 NMAC - Rp, 1.18.665.1031 NMAC, 07/15/2010]

1.18.665.1557 PROGRAM OUTLINE FILES:

A. Program: commodity supplemental food program

B. Maintenance system: none

C. Description: record used as reference for required reporting to the department of agriculture food and nutrition services. File may contain month, billings, copies of contracts, copy of commodity supplemental food program state plan, copies of reports, caseload management, inventories, ordering, etc.

D. Retention: until no longer needed for reference, but no longer than 1 year after submission of annual expenditure report.

[1.18.665.1557 NMAC - Rp, 1.18.665.1032 NMAC, 07/15/2010]

1.18.665.1558 MONTHLY PARTICIPANTS FILES:

A. Program: commodity supplemental food program

B. Maintenance system: none

C. Description: hardcopy output record from the commodity supplemental food program (CSFP) system used to develop required reports for department of agriculture food and nutrition services. File may contain handwritten participant amounts, computer printout of amounts, copies of participant records, etc.

D. Retention: until no longer needed for reference, but no longer than 1 year after close of federal fiscal year.

[1.18.665.1558 NMAC - Rp, 1.18.665.1033 NMAC, 07/15/2010]

1.18.665.1559 FUNDING FORMULA FILES:

A. Program: commodity supplemental food program

B. Maintenance system: chronological by federal fiscal year

C. Description: record from submitting contractors used to track billing information. File may contain computer printout of funding formula, caseload numbers, exemptions requests, handwritten notes, etc.

D. Retention: three years after submission of annual expenditure for federal fiscal year in which created per 7 CFR 247.13

[1.18.665.1559 NMAC - Rp, 1.18.665.1034 NMAC, 07/15/2010]

1.18.665.1560 - 1.18.665.1600 [RESERVED]

1.18.665.1601 MEDICAL MANAGEMENT FILES:

A. Program: children's medical services

B. Maintenance system: none

C. Description: hard copy input documents used to track client feedback and areas of improvement that are needed. File may contain feedback questionnaires, handwritten reports, notice of action on referral, etc.

D. Retention: six years after close of fiscal year in which created

[1.18.665.1601 NMAC - Rp, 1.18.665.782, 805 & 807 NMAC, 07/15/2010]

1.18.665.1602 - 1.18.665.1650 [RESERVED]

1.18.665.1651 CHILDREN'S MEDICAL SERVICES CLIENT CASE FILES:

A. Program: children's medical services

B. Maintenance system: chronological by date of birth, then alphabetical by client surname

C. Description: records concerning the eligibility, registration, authorization, diagnosis and progress of clients eligible for specialty medical services (i.e., genetic, urology, vision, nutrition, etc.). File may include registration form, referral letter, agreement for services, medical release, medical eligibility (i.e., diagnosis, social worker assessment, progress notes, service plan, etc.), nutrition screening, third party MCO information, service renewal, primary appointed custodian documentation, denial letter, closure letter, correspondence, etc.

D. Retention: five years from date client reaches the age of 21

E. Confidentiality: Portions of this record are confidential pursuant to but not limited to Section 14-6-1 NMSA 1978 (i.e., medical information), Health Insurance Portability and Accountability Act of 1996 Public Law 104-191 104^th Congress (i.e., health information) and 5 USC, Section 552a (i.e., social security number).

[1.18.665.1651 NMAC - Rp, 1.18.665.783-785, 788-801, 803-805, 807, 828, 832-835, 839-844, 846 NMAC, 07/15/2010]

1.18.665.1652 FAMILY, INFANT, TODDLER EARLY INTERVENTION CLIENT CASE FILES:

A. Program: children's medical services

B. Maintenance system: chronological by date of birth, then alphabetical by client surname

C. Description: records concerning early intervention services provided to eligible children (birth to three years of age) with special developmental needs. File may include registration form, authorization, child and family history, family goal setting form, diagnosis and progress of clients eligible for specialty medical services (i.e., genetic, urology, vision, nutrition, etc.), referral letter, agreement for services, medical release, evaluation, medical eligibility (i.e., diagnosis, social worker assessment, progress notes, service plan, etc.), nutrition screening, third party MCO information, service renewal, primary appointed custodian documentation, denial letter, closure letter, correspondence, etc.

D. Retention: five years from date client reaches the age of 21

E. Confidentiality: Portions of this record are confidential pursuant to but not limited to Section 14-6-1 NMSA 1978 (i.e., medical information), Health Insurance Portability and Accountability Act of 1996 Public Law 104-191 104^th Congress (i.e., health information)and 5 USC, Section 552a (i.e., social security number).

[1.18.665.1652 NMAC - Rp, 1.18.665.862-878 NMAC, 07/15/2010]

1.18.665.1653 - 1.18.665.1700 [RESERVED]

1.18.665.1701 OUTREACH CLINIC FILES:

A. Program: outreach clinics

B. Maintenance system: none

C. Description: hard copy input used to determine the types of services to be provided. File contains children's medical services clinic enrollment forms, copies of billing information, copies of notes, etc.

D. Retention: six years after close of fiscal year in which created

[1.18.665.1701 NMAC - Rp, 1.18.665.811, 812 & 813 NMAC, 07/15/2010]

1.18.665.1702 CLINICS BILLED FILES:

A. Program: outreach clinics

B. Maintenance system: none

C. Description: hard copy input to track the services that are billed. File contains clinic sign-in sheet, follow up, CMS telephone clinic registry form, supporting documents, no show listings, insurance billed, etc.

D. Retention: six years after close of fiscal year in which created

[1.18.665.1702 NMAC - Rp, 1.18.665.814, 815 & 817 NMAC, 07/15/2010]

1.18.665.1703 CLINICS LIST FILES:

A. Program: outreach clinics

B. Maintenance system: none

C. Description: hard copy input used to track the types of services available. File contains information about the specific service that will be provided, clinic's municipality, telephone clinic registry forms, supporting documents, CMS cleft palate clinic check off and client checklist, etc.

D. Retention: six years after close of fiscal year in which created

[1.18.665.1703 NMAC - Rp, 1.18.665.816 & 818 NMAC, 07/15/2010]

1.18.665.1704 PROVIDER PAYMENT TRACKING FORMS:

A. Program: outreach clinics

B. Maintenance system: alphabetically by provider name

C. Description: hard copy output used to track payments made to providers. Form may contain service date, clinic municipality, client name and address, follow up, etc.

D. Retention: until information has been verified but no longer than one year after audit report is released

[1.18.665.1704 NMAC - Rp, 1.18.665.819 NMAC, 07/15/2010]

1.18.665.1705 PROVIDER PAYMENT FILES:

A. Program: outreach clinics

B. Maintenance system: none

C. Description: hard copy input used to determine which providers will be paid for services. File contains provider list of attendance, supporting documentation, etc.

D. Retention: six years after close of fiscal year in which created

[1.18.665.1705 NMAC - Rp, 1.18.665.820 & 821 NMAC, 07/15/2010]

1.18.665.1706 - 1.18.665.1750 [RESERVED]

1.18.665.1751 HEALTHIER KIDS FUND CLIENT FILES:

A. Program: healthier kids fund

B. Maintenance system: chronologically by client's last name

C. Description: hard copy records of clients served by the children's medical services healthier kids fund program. Files contain client name, date of birth, address, parent name, care coordinator name, registration form, program summary, consultant referral, needs assessment, progress notes, etc.

D. Retention: six years after close of federal fiscal year in which case closed

E. Confidentiality: Portions of this record are confidential pursuant, but not limited to Section 24-1-20 NMSA 1978)

[1.18.665.1751 NMAC - Rp, 1.18.665.891, 892, 893, 894 & 900 NMAC, 07/15/2010]

1.18.665.1752 CONFIDENTIAL SERVICES FILES:

A. Program: healthier kids fund

B. Maintenance system: alphabetical by client's last name

C. Description: file may contain children's medical services healthier kids fund registration confidential services form, program summary, needs assessment, progress notes, etc.

D. Retention: six years after close of federal fiscal year in which case closed

E. Confidentiality: Portions of this record are confidential pursuant, but not limited to Section 24-1-20 NMSA 1978.

[1.18.665.1752 NMAC - Rp, 1.18.665.895, 896 & 900 NMAC, 07/15/2010]

1.18.665.1753 - 1.18.665.1800 [RESERVED]

1.18.665.1801 SEALANT ACTIVITY SUMMARY REPORTS:

A. Program: dental

B. Maintenance system: chronological by year

C. Description: report shows a summary of sealant applications, total number of schools participating in, the total students receiving service, etc.

D. Retention: one year or until compilation of annual statistical report

[1.18.665.1801 NMAC - Rp, 1.18.665.706 NMAC, 07/15/2010]

1.18.665.1802 SCHOOL FOLDERS:

A. Program: dental

B. Maintenance system: alphabetical by school name

C. Description: composite record used to track school information documents. Folder may contain school tally sheet, school information sheet, dental sealant schedule, copies of class rosters, etc.

D. Retention: one year after close of state fiscal year in which created

[1.18.665.1802 NMAC - Rp, 1.18.665.707, 708, 709 & 710 NMAC, 07/15/2010]

1.18.665.1803 - 1.18.665.1850 [RESERVED]

1.18.665.1851 CANCER SCREENING TRACKING FORMS:

A. Program: cancer outreach

B. Maintenance system: alphabetical by patient name

C. Description: record concerning the tracking of cancer diagnoses reported to the program. Form shows patient name, where referred, reason for referral, follow-up, etc.

D. Retention: 10 years from date of report

E. Confidentiality: Portions of this record are confidential pursuant, but not limited to Section 14-6-1 NMSA 1978.

[1.18.665.1851 NMAC - Rp, 1.18.665.736 NMAC, 07/15/2010]

1.18.665.1852 - 1.18.665.1874 [RESERVED]

1.18.665.1875 AMERICAN COUNCIL OF VOLUNTEER AGENCIES REPORTS:

A. Program: refugee health care

B. Maintenance system: chronological by date

C. Description: report received from immigration services. Report lists all refugee families settled in New Mexico.

D. Retention: until refugee family moves to another state

[1.18.665.1875 NMAC - Rp, 1.18.665.741 NMAC, 07/15/2010]

1.18.665.1876 FEDERAL REFUGEE REPORTS:

A. Program: refugee health care

B. Maintenance system: chronological by date

C. Description: periodic statistical reports submitted to the federal regional office for grant compliance.

D. Retention: five years after close of federal fiscal year in which submitted

[1.18.665.1876 NMAC - Rp, 1.18.665.742 NMAC, 07/15/2010]

1.18.665.1877 - 1.18.665.1900 [RESERVED]

1.18.665.1901 EMERGENCY MEDICAL TECHNICIANS REGISTRY:

A. Program: injury prevention and emergency medical services bureau

B. Maintenance system: alphabetical by technician name

C. Description: record concerning emergency medical technicians listing. File may contain technician’s name, address, classification, registry number, date issued, date expired, licensure and certification history, etc.

D. Retention: until superseded

[1.18.665.1901 NMAC - Rp, 1.18.665.761 NMAC, 07/15/2010]

1.18.665.1902 EMT REGISTRY FILES:

A. Program: injury prevention and emergency medical services

B. Maintenance system: alphabetical by technician name

C. Description: record concerning individual emergency medical technicians. File may contain registry application, CPR certificate, copy of registry certificate issued, etc.

D. Retention: four years after expiration of license

[1.18.665.1902 NMAC - Rp, 1.18.665.762 NMAC, 07/15/2010]

1.18.665.1903 EMS FUND APPLICANT FILES:

A. Program: injury prevention and emergency medical services

B. Maintenance system: chrono-alphabetical by fiscal year and EMS service name

C. Description: record concerning applicants for funding through the EMS Fund Act. File may contain application and award of funds letter, correspondence, copy of check issued, etc.

D. Retention: six years after close of fiscal year in which created

[1.18.665.1903 NMAC - Rp, 1.18.665.763 NMAC, 07/15/2010]

1.18.665.1904 PREHOSPITAL DATA COLLECTION SYSTEM (PDCS):

A. Program: injury prevention and emergency medical services

B. Maintenance system: numerical by primary key

C. Description: database tracking emergency medical responses by region and disposition of clients served. File contains incident number, service information, patient information, time record, mileage, caller name, nature of call, incident cause, disposition, pre-hospital care, location of injury, critical care category, aid prior to ambulance arrival, etc.

D. Retention: three years from date of incident

[1.18.665.1904 NMAC - Rp, 1.18.665.764 NMAC, 07/15/2010]

1.18.665.1905 EMS RUN REPORTS:

A. Program: injury prevention and emergency medical services

B. Maintenance system: alphabetical by region

C. Description: hard copy input record for 1.18.665.1904 NMAC pre-hospital data collection system.

D. Retention: one year from submission of report

[1.18.665.1905 NMAC - Rp, 1.18.665.765 NMAC, 07/15/2010]

1.18.665.1906 ANNUAL STATISTICAL REPORTS:

A. Program: injury prevention and emergency medical services

B. Maintenance system: alphabetical by region

C. Description: hard copy output record for 1.18.665.1904 NMAC pre-hospital data collection system. Report may include but is not limited to number and types of ambulance runs, nature of emergency, response time, mileage, sex of patients, age, frequency, residency status, cause of injury, training, level of aid provided, types of aid given to patients, etc.

D. Retention: six years from close of fiscal year in which created

[1.18.665.1906 NMAC - Rp, 1.18.665.766 NMAC, 07/15/2010]

1.18.665.1907 EMS SERVICE REPORTS, QUARTERLY:

A. Program: injury prevention and emergency medical services

B. Maintenance system: alphabetical by region

C. Description: hard copy output record for 1.18.665.1904 NMAC pre-hospital data collection system. Report includes but is not limited to number and types of ambulance runs, nature of emergency, response time, mileage, sex of patients, age, frequency, residency status, cause of injury, training, level of aid provided, types of aid given to patients, etc., and is broken down by region served on a quarterly basis.

D. Retention: three years from close of fiscal year in which created

[1.18.665.1907 NMAC - Rp, 1.18.665.767 NMAC, 07/15/2010]

1.18.665.1908 - 1.18.665.2000 [RESERVED]

1.18.665.2001 NEW MEXICO BEHAVIORAL RISK REPORT FILES:

A. Program: epidemiology, injury and behavioral risk

B. Maintenance system: chronological by calendar year

C. Description: records concerning studies and surveys used for reporting and documenting behavioral health risk factors in New Mexico. File may include behavioral risk factors surveillance surveys, pregnancy risk assessments, substance abuse behavior analyses, gambling behavior surveys, diabetes risk surveys, youth risk and resilience surveys, etc.

D. Retention: permanent, transfer to archives 10 years after date of report

[1.18.665.2001 NMAC - Rp, 1.18.665.630 NMAC, 07/15/2010]

1.18.665.2002 EPIDEMIOLOGY DAILY LOGS:

A. Program: epidemiology

B. Maintenance system: chronological by week then year

C. Description: record of 24-hour on-call activity. File contains the reports of notifiable diseases.

D. Retention: three years from date on log

[1.18.665.2002 NMAC - Rp, 1.18.665.631 NMAC, 07/15/2010]

1.18.665.2003 NEW MEXICO EPIDEMIOLOGY REPORTS:

A. Program: epidemiology

B. Maintenance system: chronological by month then year

C. Description: monthly newsletter publication that includes diseases reported by select notifiable districts for the month.

D. Retention:

(1) Reports filed as publications with state library: permanent.

(2) Agency copies: 10 years after date of publication.

[1.18.665.2003 NMAC - Rp, 1.18.665.632 NMAC, 07/15/2010]

1.18.665.2004 LABORATORY REPORTS:

A. Program: epidemiology

B. Maintenance system: chronological by date of report

C. Description: reports of notifiable diseases received from state and private laboratories in New Mexico and other out-of-state contract labs.

D. Retention:

(1) Positive reports of notifiable diseases as established by state laboratory facilities: 10 years from date of report.

(2) All other reports (written, mailed, faxed, telephoned reports of notifiable disease): 10 years from date of report

[1.18.665.2004 NMAC - Rp, 1.18.665.633 NMAC, 07/15/2010]

1.18.665.2005 WEEKLY REPORT OF NOTIFIABLE DISEASES:

A. Program: epidemiology

B. Maintenance system: chronological by date

C. Description: report on a weekly basis that is a compilation of notifiable diseases statistics submitted to the national center for disease control and prevention.

D. Retention: one year from date of report

[1.18.665.2005 NMAC - Rp, 1.18.665.634 NMAC, 07/15/2010]

1.18.665.2006 ANNUAL REPORTS OF NOTIFIABLE DISEASES:

A. Program: epidemiology

B. Maintenance system: chronological by month then year

C. Description: record on a yearly basis concerning the compilation of notifiable diseases statistics submitted to the national center for disease control and prevention. Report includes annual summary of encephalitis, annual summary of other reportable diseases, annual summary of confirmed cases of rabies, annual summary of certain notifiable diseases by age, etc.

D. Retention: permanent

[1.18.665.2006 NMAC - Rp, 1.18.665.635 NMAC, 07/15/2010]

1.18.665.2007 OUTBREAK FILES:

A. Program: epidemiology

B. Maintenance system: numerically by outbreak number

C. Description: Record concerning outbreaks of notifiable diseases. File may contain reports, data, analyses, questionnaires, press releases, etc.

D. Retention: permanent

[1.18.665.2007 NMAC - Rp, 1.18.665.636 NMAC, 07/15/2010]

1.18.665.2008 PUBLIC HEALTH ORDERS:

A. Program: epidemiology

B. Maintenance system: chronologically by date

C. Description: legal orders issued to prevent the spread of a disease.

D. Retention: 10 years after case is closed

[1.18.665.2008 NMAC - Rp, 1.18.665.637 NMAC, 07/15/2010]

1.18.665.2009 - 1.18.665.2050 [RESERVED]

1.18.665.2051 CHILD FATALITY REVIEW FILES:

A. Program: epidemiology

B. Maintenance system: chronological by calendar year, then numerical by case identification number

C. Description: records concerning the review of all reported deaths of children due to fatal injury or other undetermined cause (i.e., motor vehicle, suicide, homicide, unexpected death, abuse and neglect, etc.). Portions of file are input to the national child death review case reporting system. Files may include case reports, office of the medical investigator reports of death, police reports, school records, disciplinary histories, children, youth and family intervention records, hospital records, psychiatric evaluations, medical records, etc.

D. Retention: five calendar years from date of death

E. Confidentiality: Portions of the records may be confidential pursuant, but not limited to Section 24-14-27 NMSA 1978, Disclosure of records, 5 USC, Section 552a (i.e., social security number) and Section 14-6-1 NMSA 1978 (i.e., health information).

[1.18.665.2051 NMAC - Rp, 1.18.665.638 NMAC, 07/15/2010]

1.18.665.2052 - 1.18.665.2100 [RESERVED]

1.18.665.2101 TUBERCULOSIS CASE REGISTER:

A. Program: tuberculosis program

B. Maintenance system: alphabetical by health district name

C. Description: record of tuberculosis cases. Cards show name of patient, county address, birth date, date case reported, diagnosis, bacteriology, case reported by, x-ray readings, treatments, recommendations, etc.

D. Retention: 100 years from date of last case in register.

E. Confidentiality: Portions of this record are confidential pursuant, but not limited to (14-6-1 NMSA 1978)

[1.18.665.2101 NMAC - Rp, 1.18.665.676 NMAC, 07/15/2010]

1.18.665.2102 TUBERCULOSIS MORBIDITY CARDS (INDIVIDUAL REPORT):

A. Program: tuberculosis program

B. Maintenance system: alphabetical by patient name

C. Description: record of tuberculosis morbidity. Cards show name, address, date of birth, age, sex, race, type of tuberculosis, bacteriology, drug regimen, previous treatment, x-ray results, tuberculin test results, reported by, contacts, etc.

D. Retention: 100 years from date created

E. Confidentiality: Portions of this record are confidential pursuant, but not limited to (14-6-1 NMSA 1978).

[1.18.665.2102 NMAC - Rp, 1.18.665.677 NMAC, 07/15/2010]

1.18.665.2103 TUBERCULOSIS PROGRAM DRUG APPLICATIONS:

A. Program: tuberculosis program

B. Maintenance system: alphabetical by patient name

C. Description: record of tuberculosis drug therapy applications. File may contain request for drugs, change of drug regimen, discontinuation, change of address, etc. Original kept in health office patient record.

D. Retention: 100 years from date created

E. Confidentiality: Portions of this record are confidential pursuant, but not limited to (14-6-1 NMSA 1978).

[1.18.665.2103 NMAC - Rp, 1.18.665.678 NMAC, 07/15/2010]

1.18.665.2104 TUBERCULOSIS CLINIC NOTES FILES:

A. Program: tuberculosis program

B. Maintenance system: chronological by date

C. Description: record of tuberculosis clinic notes. File may contain findings and recommendation made during clinic examinations, etc. Original notes located in district health office patient record.

D. Retention: 10 years from date created

E. Confidentiality: Portions of this record are confidential pursuant, but not limited to (14-6-1 NMSA 1978).

[1.18.665.2104 NMAC - Rp, 1.18.665.679 NMAC, 07/15/2010]

1.18.665.2105 - 1.18.665.2150 [RESERVED]

1.18.665.2151 VENEREAL DISEASE EPIDEMIOLOGIC REPORTS:

A. Program: sexually transmitted diseases

B. Maintenance system: alphabetical by contact and patient name

C. Description: report shows date initiated, age, race, sex, marital status, contact, source, disease suspected, referral, investigator, disposition, etc.

D. Retention:

(1) First copy (white) and fourth copy (green): one year from date created

(2) Second copy (pink) and third copy (yellow): until investigation is closed

E. Confidentiality: Portions of this record are confidential pursuant, but not limited to Section 14-6-1 NMSA 1978.

[1.18.665.2151 NMAC - Rp, 1.18.665.691 NMAC, 07/15/2010]

1.18.665.2152 CONFIDENTIAL REPORT OF VENEREAL DISEASE (MORBIDITY CARDS):

A. Program: sexually transmitted diseases

B. Maintenance system: alphabetical by patient name

C. Description: report shows name, address, race, sex, date of birth, of sexually transmitted disease, laboratory test results, treatment, etc.

D. Retention:

(1) Gonorrhea: one year from date created

(2) Syphilis: 80 years from date of birth

E. Confidentiality: Portions of this record are confidential pursuant, but not limited to Section 14-6-1 NMSA 1978.

[1.18.665.2152 NMAC - Rp, 1.18.665.692 NMAC, 07/15/2010]

1.18.665.2153 INFECTIOUS SYPHILIS EPIDEMIOLOGIC CONTROL RECORD:

A. Program: sexually transmitted diseases

B. Maintenance system: alphabetical by patient name

C. Description: record of infectious syphilis epidemiological control. Interview form for confirmed cases show name, address, epidemiological responsibility, patient number, age, sex, marital status, date reported, date treated, contacts, suspects, etc.

D. Retention: 18 months from date created

E. Confidentiality: Portions of this record are confidential pursuant, but not limited to Section 14-6-1 NMSA 1978.

[1.18.665.2153 NMAC - Rp, 1.18.665.693 NMAC, 07/15/2010]

1.18.665.2154 GONORRHEA CONTROL CARDS:

A. Program: sexually transmitted diseases

B. Maintenance system: alphabetical by patient last name

C. Description: record of gonorrhea reporting control. Interview form for females with pelvic inflammatory diseases show test results, name, age, marital status, treatment, date, contacts, suspects, etc.

D. Retention: six months from date created

E. Confidentiality: Portions of this record are confidential pursuant, but not limited to Section 14-6-1 NMSA 1978.

[1.18.665.2154 NMAC - Rp, 1.18.665.694 NMAC, 07/15/2010]

1.18.665.2155 COMMUNICABLE DISEASE SUMMARIES:

A. Program: sexually transmitted diseases

B. Maintenance system: chronological by federal fiscal year

C. Description: periodic reports used for statistical reporting to the national center for disease control.

D. Retention: five years after close of federal fiscal year in which created

[1.18.665.2155 NMAC - Rp, 1.18.665.695 NMAC, 07/15/2010]

1.18.665.2156 FEDERAL STATISTICAL REPORTS:

A. Program: sexually transmitted diseases

B. Maintenance system: chronological by federal fiscal year

C. Description: periodic reports for federal grant compliance; includes monthly morbidity report, infectious syphilis cases by county, positive serological report, field investigations report, gonorrhea culture test results of females, civilian cases of syphilis, civilian cases of syphilis, civilian cases of gonorrhea, etc.

D. Retention: five years after close of federal fiscal year in which created.

[1.18.665.2156 NMAC - Rp, 1.18.665.696 NMAC, 07/15/2010]

1.18.665.2157 - 1.18.665.3000 [RESERVED]

1.18.665.3001 MEDICAL SUPPLY INVENTORY:

A. Program: pharmacy

B. Maintenance system: chrono-alphabetical by year and then name

C. Description: record of all medical supplies on hand. File may contain purchase information, requisition number, date of receipt, vendor, number of units, lot number, expiration date, drug repackage information, amount repackaged and date, disbursement information, date of disbursement, clinic, lot number, expiration date, number of units, stock balance, etc. for medical supplies, drugs and vaccines.

D. Retention: three years after close of fiscal year in which created

[1.18.665.3001 NMAC - Rp, 1.18.665.646 NMAC, 07/15/2010]

1.18.665.3002 FEDERAL PURCHASE REQUISITIONS, COPY:

A. Program: pharmacy

B. Maintenance system: chronological by date

C. Description: record concerning federal purchase requisitions issued by center for disease control, Atlanta, Georgia.

D. Retention: three years after close of fiscal year in which created

[1.18.665.3002 NMAC - Rp, 1.18.665.647 NMAC, 07/15/2010]

1.18.665.3003 AUTHORIZED DESTROYED GOODS LOGS:

A. Program: pharmacy

B. Maintenance system: chronological by date

C. Description: record of medical supplies, drugs and vaccines destroyed when unusable and cannot be returned to manufacturer for credit or replacement.

D. Retention: three years after close of fiscal year in which created

[1.18.665.3003 NMAC - Rp, 1.18.665.648 NMAC, 07/15/2010]

1.18.665.3004 HIV PRESCRIPTION MEDICATION SHIPPING LOGS:

A. Program: pharmacy

B. Maintenance system: chronological by date of entry

C. Description: record concerning the shipment of HIV prescription drugs to patients. File may show date of shipment, name and address of patient, weight of package, etc.

D. Retention: three years after date of last entry

E. Confidentiality: Portions of this record are confidential pursuant, but not limited to 14-6-1 NMSA 1978.

[1.18.665.3004 NMAC - Rp, 1.18.665.649 NMAC, 07/15/2010]

1.18.665.3005 VACCINES FOR CHILDREN (VFC) ORDERS AND SHIPPING RECORDS:

A. Program: pharmacy

B. Maintenance system: chrono-alphabetical by provider name and date of shipment

C. Description: record concerning VFC orders and shipment. File may contain order forms received from all health providers for immunizations, plus a record of shipment dates and to whom shipped.

D. Retention: three years after date of shipment

[1.18.665.3005 NMAC - Rp, 1.18.665.650 NMAC, 07/15/2010]

1.18.665.3006 FEDERAL EXPRESS SHIPPING LOG-CHILDREN’S VACCCINE PROGRAM:

A. Program: pharmacy

B. Maintenance system: chronological by date of entry

C. Description: record concerning shipment of vaccines to field offices, clinics and physicians’ offices. File may contain tracking number issued by federal express, date of shipment, physician name, health office name, field office name, clinic name, etc.

D. Retention: three years after date of last entry

[1.18.665.3006 NMAC - Rp, 1.18.665.651 NMAC, 07/15/2010]

1.18.665.3007 QSI DATA SYSTEM:

A. Program: pharmacy

B. Maintenance system:

C. Description: system tracks patient name, prescriptions, diagnoses, refills shipment date, shipment address, etc.

D. Retention: three years after date of last entry

E. Confidentiality: Portions of this record are confidential pursuant, but not limited to 14-6-1 NMSA 1978.

[1.18.665.3007 NMAC - Rp, 1.18.665.652 NMAC, 07/15/2010]

1.18.665.3008 PATIENT DATA FORMS:

A. Program: pharmacy

B. Maintenance system: numerically by prescription number

C. Description: hard copy input form for 1.18.665.3007 NMAC QSI data system. Record concerning vital information from aids patients and the prescription medication they obtain through the pharmacy bureau. File may contain name social security number, DOB, address, eligibility status, insurance information, diagnosis, prescription medications currently taken, prescribing doctor name, caseworker name and notes, referral information, etc.

D. Retention: three years after last date of service

E. Confidentiality: Portions of this record are confidential pursuant, but not limited to 14-6-1 NMSA 1978.

[1.18.665.3008 NMAC - Rp, 1.18.665.653 NMAC, 07/15/2010]

1.18.665.3009 HIV PRESCRIPTION FILES:

A. Program: pharmacy

B. Maintenance system: chrono-numeric by date of service and prescription number

C. Description: hard copy input form for 1.18.665.3007 NMAC QSI data system. Record concerning prescription medications issued to HIV patients. File may contain original prescription, refill log, dates and amounts issued of each drug prescribed, billing record for the medications that are covered by insurance.

D. Retention: three years after last date of service

E. Confidentiality: Portions of this record are confidential pursuant, but not limited to 14-6-1 NMSA 1978.

[1.18.665.3009 NMAC - Rp, 1.18.665.654 NMAC, 07/15/2010]

1.18.665.3010 PHARMACY DATABASE:

A. Program: pharmacy

B. Maintenance system: numerical by primary key

C. Description: database tracks medical supplies orders and prescription drug orders by type of item ordered, quantity of supplies and prescription drugs ordered, field office location etc.

D. Retention: three years after date of last entry

[1.18.665.3010 NMAC - Rp, 1.18.665.664 NMAC, 07/15/2010]

1.18.665.3011 ORDER FORMS:

A. Program: pharmacy

B. Maintenance system: numerically by district number

C. Description: hard copy input form for 1.18.665.3010 NMAC pharmacy database. Record concerning orders from field offices for medical supplies and prescription drugs. File may contain, field office number, date of order, items ordered, quantity ordered, shipment address, etc.

D. Retention: three years after close of fiscal year in which created

[1.18.665.3011 NMAC - Rp, 1.18.665.665 NMAC, 07/15/2010]

1.18.665.3012 FORMULARY RECORDS:

A. Program: pharmacy

B. Maintenance system:

C. Description: hard copy input form for 1.18.665.3010 NMAC pharmacy database. Record concerning the list of prescription drugs maintained in the pharmacy bureau inventory and at field offices, clinics, and doctor’s offices.

D. Retention: until updated

[1.18.665.3012 NMAC - Rp 1.18.665.666 NMAC, 07/15/2010]

1.18.665.3013 - 1.18.665.3099 [RESERVED]

1.18.665.3100 BIRTH RECORD FILES:

A. Program: vital records and health statistics

B. Maintenance system: chronological by date, then numerical by file number

C. Description: records maintained pursuant to the Vital Statistics Act which requires all live births that occur in the state to be registered with the state registrar. Birth records, information or reports may be filed and registered by photographic, electronic or other formats as prescribed by the state registrar.

(1) Birth registrations: records documenting the registration of births in the state of New Mexico. Portions of this record are input to vital records system, 1.18.665.3151 NMAC. Paper files may include imaged copy or birth certificates (i.e., date registered, birth date, hour of birth, gender, birth location, facility type, parent information, certifier name and signature, etc.). Birth information may also be transmitted electronically into the vital records system by authorized hospital personnel, attending physicians or midwives.

(2) Approved delayed registrations of birth: records documenting the issuance of a delayed certificate of birth to persons born in New Mexico but whose births were not registered within the first year of the birth. This record is input to vital records system, 1.18.665.3151 NMAC. File may include application for delayed birth registration, evidentiary documentation to substantiate the alleged fact of birth such as census, hospital, tribal, church and school records, etc.

(3) Amended birth record: records documenting the amendment of an original birth record made upon request due to evidence of adoption, determination of paternity, name change, error correction, etc. This record is input to vital records system, 1.18.665.3151 NMAC. File may include the original record or a duly certified copy thereof or a signed statement from the custodian of the record or document from an independent source (i.e., hospital, church, etc.), court order, original certificate of birth, amended certificate of birth, etc.

(4) Adoption of foreign born birth record: records documenting the establishment of certificate of a birth for a person of foreign birth adopted under New Mexico law. This record is input to vital records system, 1.18.665.3151 NMAC. File may include proof of adoption, court order, correspondence, etc.

D. Retention: permanent, transfer to state archives 100 years from close of the calendar year in which birth occurred

E. Confidentiality: This record is confidential pursuant to Section 24-14-27 NMSA 1978, Disclosure of records Subsection C. When 100 years have elapsed after the date of birth or 50 years have elapsed after the date of death, the vital records of these events in the custody of the state registrar shall become open public records, and information shall be made available in accordance with regulations that provide for the continued safekeeping of the records; provided that vital records of birth shall not become open public records prior to the individual's death, Section 32A-5-40 NMSA 1978, Post-decree of adoption access to records and Section 24-14-13 NMSA 1978.

[1.18.665.3100 NMAC - Rp, 1.18.665.591 & 596 NMAC, 07/15/2010; A, 12/20/2010]

1.18.665.3101 BIRTH INDEX REPORT:

A. Program: vital records and health statistics

B. Maintenance system: chronological by date

C. Description: report listing births that occurred in the state of New Mexico for the year reported. Report is output from the vital records system, 1.18.665.3151 NMAC. Report shows full name, DOB, county, etc.

Reports prepared are required by the department of health of all births in the state of New Mexico.

D. Retention: permanent, transfer to state archives 100 years from close of the calendar year in which birth occurred

E. Confidentiality: This record is confidential pursuant to Section 24-14-27 NMSA 1978, Disclosure of records Subsection C. When 100 years have elapsed after the date of birth or 50 years have elapsed after the date of death, the vital records of these events in the custody of the state registrar shall become open public records, and information shall be made available in accordance with regulations that provide for the continued safekeeping of the records; provided that vital records of birth shall not become open public records prior to the individual's death.

[1.18.665.3101 NMAC - Rp, 1.18.665.592 NMAC, 07/15/2010; A, 12/20/2010]

1.18.665.3102 ACKNOWLEDGEMENT OF PATERNITY FILES:

A. Program: vital records and health statistics

B. Maintenance system: chronological by date, then alphabetical by child's surname

C. Description: records concerning the acknowledgement of paternity pursuant to the New Mexico Uniform Parentage Act Sections 40-11A-101 through 40-11A-903 NMSA 1978. Portions of this record are input to vital records system, 1.18.665.3151 NMAC. File may include acknowledgement of paternity statement (i.e., father's name, address, SSN, race, ethnicity, education level, signature, notary signature, original birth certificate, court order to adjudicate parentage, denial of paternity, etc.).

D. Retention: permanent, transfer to state archives 100 years from close of the calendar year in which births occurred

E. Confidentiality: This record is confidential pursuant to Section 24-14-27 NMSA 1978, Disclosure of records Subsection C. When 100 years have elapsed after the date of birth or 50 years have elapsed after the date of death, the vital records of these events in the custody of the state registrar shall become open public records, and information shall be made available in accordance with regulations that provide for the continued safekeeping of the records; provided that vital records of birth shall not become open public records prior to the individual's death.

[1.18.665.3102 NMAC -Rp, 1.18.665.593 NMAC, 7/15/2010; A, 12/20/2010]

1.18.665.3103 REQUEST FOR INCLUSION TO THE PUTATIVE FATHER REGISTRY FILES:

A. Program: vital records and health statistics

B. Maintenance system: alphabetical by surname

C. Description: records documenting the requests for inclusion into the putative father registry for the purpose of protecting the parental rights of fathers who affirmatively assume responsibility for children they may have fathered. This record is input to the putative father registry, 1.18.665.3105 NMAC. File may include notice of intent to claim paternity, acknowledgement of paternity (i.e., father's name, DOB, SSN, current address, etc.), child information (i.e., child's name, DOB, place of birth, etc.), biological mother's information (i.e., mother's name, DOB, place of birth, SSN, address, etc.), statement of putative father, court order, acknowledgement of paternity copy, etc.

D. Retention: permanent, transfer to state archives 100 years from close of the calendar year in which birth occurred

E. Confidentiality: This record is confidential pursuant to Section 32A-5-8 NMSA, 24-14-27 NMSA 1978, Disclosure of records Subsection C. When 100 years have elapsed after the date of birth or 50 years have elapsed after the date of death, the vital records of these events in the custody of the state registrar shall become open public records, and information shall be made available in accordance with regulations that provide for the continued safekeeping of the records; provided that vital records of birth shall not become open public records prior to the individual's death.

[1.18.665.3103 NMAC - Rp, 1.18.665.594 NMAC, 07/15/2010; Repealed, 12/20/2010; 1.18.665.3103 NMAC - N, 12/20/2010]

1.18.665.3104 PUTATIVE FATHER REGISTRY:

A. Program: vital records and health statistics

B. Maintenance system: alphabetical by surname

C. Description: registry maintained by the department documenting the acknowledgement of paternity by fathers who are willing to assume responsibility for children they may have fathered. Registry may include putative father information (i.e., father's name, DOB, SSN, address, etc.); child information (i.e., child's name, DOB, place of birth, etc.); biological mother's information (i.e., mother's name, DOB, Place of birth, SSN, address, etc.); etc.

D. Retention: permanent, transfer to state archives 100 years from close of the calendar year in which birth occurred

E. Confidentiality: This record is confidential pursuant to Section 24-14-27 NMSA 1978, Disclosure of records Subsection C. When 100 years have elapsed after the date of birth or 50 years have elapsed after the date of death, the vital records of these events in the custody of the state registrar shall become open public records, and information shall be made available in accordance with regulations that provide for the continued safekeeping of the records; provided that vital records of birth shall not become open public records prior to the individual's death.

F. Input: records used as input to the putative father registry are filed in the request for inclusion to the putative father registry files 1.18.665.1304 NMAC.

G. Output: reports may be generated upon request or demand.

[1.18.665.3104 NMAC - Rp, 1.18.665.595 NMAC, 07/15/2010; Repealed, 12/20/2010; 1.18.665.3104 NMAC - N, 12/20/2010]

1.18.665.3105 PUTATIVE FATHER REGISTRY SEARCH FILE:

A. Program: vital records and health statistics

B. Maintenance system: chronological by date

C. Description: records documenting requests to search the putative father registry, 1.18.665.3105 NMAC made by he court, a state agency, the petitioner's attorney or the mother of the child. Request may include name of requestor, putative father information (i.e., father's name, DOB, SSN, address, etc.); child information (i.e., child's name, DOB, place of birth, etc.); biological mother's information (i.e., mother's name, DOB, Place of birth, SSN, address, etc.), etc.

D. Retention: until annual financial audit report is signed and released

E. Confidentiality: This record is confidential pursuant to Section 24-14-27 NMSA 1978, Disclosure of records Subsection C. When 100 years have elapsed after the date of birth or 50 years have elapsed after the date of death, the vital records of these events in the custody of the state registrar shall become open public records, and information shall be made available in accordance with regulations that provide for the continued safekeeping of the records; provided that vital records of birth shall not become open public records prior to the individual's death.

[1.18.665.3105 NMAC - Rp, 1.18.665.598 NMAC, 07/15/2010; Repealed, 12/20/2010; 1.18.665.1305 NMAC - N, 12/20/2010]

18.665.3106 PUTATIVE FATHER REGISTRY SEARCH LOG:

A. Program: vital records and health statistics

B. Maintenance system: alphabetical by surname

C. Description: record of a putative registry search requests made to the department. Log may show name of requestor, putative father information (i.e., father's name, DOB, SSN, address, etc.); child information (i.e., child's name, DOB, place of birth, etc.); biological mother's information (i.e., mother's name, DOB, Place of birth, SSN, address, etc.); search results, etc.

D. Retention: until annual financial audit report is signed and released

E. Confidentiality: This record is confidential pursuant to Section 24-14-27 NMSA 1978, Disclosure of records Subsection C. When 100 years have elapsed after the date of birth or 50 years have elapsed after the date of death, the vital records of these events in the custody of the state registrar shall become open public records, and information shall be made available in accordance with regulations that provide for the continued safekeeping of the records; provided that vital records of birth shall not become open public records prior to the individual's death.

[1.18.665.3106 NMAC - Rp, 1.18.665.600, 07/15/2010; Repealed, 12/20/2010; 1.18.665.3106 NMAC - N, 12/20/2010]

1.18.665.3107 DEATH INDEX REPORT:

A. Program: vital records and health statistics

B. Maintenance system: chronological by date, then alphabetical by surname

C. Description: report listing deaths that occurred in the state of New Mexico for the year reported. Report is output from the vital records system, 1.18.665.3151 NMAC. Report shows full name, date of death, county, etc.

D. Retention: permanent, transfer to state archives 50 years from the close of the calendar year in which death occurred

E. Confidentiality: This record is confidential pursuant to Section 24-14-27 NMSA 1978, Disclosure of records Subsection C. When 100 years have elapsed after the date of birth or 50 years have elapsed after the date of death, the vital records of these events in the custody of the state registrar shall become open public records, and information shall be made available in accordance with regulations that provide for the continued safekeeping of the records; provided that vital records of birth shall not become open public records prior to the individual's death.

[1.18.665.3107 NMAC - Rp, 1.18.665.601 NMAC, 07/15/2010; A, 12/20/2010]

1.18.665.3108 SEARCH APPLICATION FOR CERTIFIED BIRTH OR DEATH CERTIFICATE:

A. Program: vital records and health statistics

B. Maintenance system: chronological by date

C. Description: record of search applications for certified birth or death certificates. Input to vital records system, 1.18.665.3151 NMAC. File may include application (i.e., requester name, address, birth date, death date, certificate amount, fees paid, type of payment, etc), etc.

D. Retention: until annual financial audit report is signed and released

[1.18.665.3108 NMAC - Rp, 1.18.665.602 NMAC, 07/15/2010; A, 12/20/2010]

1.18.665.3109 [RESERVED]

[1.18.665.3109 NMAC - Rp, 1.18.665.603 NMAC, 07/15/2010; Repealed, 12/20/2010]

1.18.665.3110 DEATH RECORD FILES:

A. Program: vital records and health statistics

B. Maintenance system: chronological by date, then numerical by certificate number

C. Description: records maintained pursuant to the Vital Statistics Act which requires death certificates for each death that occurs in the state to be filed with the state registrar within five days after the death and prior to final disposition.

(1) Death registration: records documenting each death in the state of New Mexico. This record is input to the vital records system, 1.18.665.3151 NMAC. Files may include imaged copy of death certificate (i.e., deceased name; social security number; birth date; date, time and cause of death of death; attending physician; etc.), medical certification of cause of death, amended imaged copy of death certificate, etc.

(2) Delayed death registration: records documenting a delayed registration of death filed in accordance with state statute. This record is input to the vital records system, 1.18.665.3151 NMAC. File may include certificate of death, affidavit of the person filing the certificate swearing to the accuracy of the information on the certificate, two documents which identify the decedent and his or her date and place of death, a summary of which shall be placed on the certificate

D. Retention: permanent, transfer to state archives 50 years from the close of the calendar year in which death occurred

E. Confidentiality: This record is confidential pursuant to Section 24-14-27 NMSA 1978, Disclosure of records Subsection C. When 100 years have elapsed after the date of birth or 50 years have elapsed after the date of death, the vital records of these events in the custody of the state registrar shall become open public records, and information shall be made available in accordance with regulations that provide for the continued safekeeping of the records; provided that vital records of birth shall not become open public records prior to the individual's death.

[1.18.665.3110 NMAC - Rp, 1.18.665.604 NMAC, 07/15/2010; A, 12/20/2010]

1.18.665.3111 MISSING CHILD REPORT:

A. Program: vital records and health statistics

B. Maintenance system: alphabetical by child's surname

C. Description: missing child report issued by law enforcement agencies to the state registrar for the purpose of flagging a missing child's birth record to restrict the processing of requests for a certified birth record. The child's birth record remains flagged until notification from law enforcement regarding the recovery of the child. File may include missing child report, correspondence, etc.

D. Retention: one year from date child is recovered

[1.18.665.3111 NMAC - Rp, 1.18.665.601 & 605 NMAC, 07/15/2010; Repealed, 12/20/2010; 1.18.665.3111 NMAC - N, 12/20/2010]

1.18.665.3112 [RESERVED]

[1.18.665.3112 NMAC - Rp, 1.18.665.606 NMAC, 07/15/2010; Repealed, 12/20/2010]

1.18.665.3113 INDUCED TERMINATION OF PREGNANCY STATISTICAL REPORT FILES:

A. Program: vital records and health statistics

B. Maintenance system: chronological by date

C. Description: report contains statistical information only pertaining to induced terminations of pregnancies for the year reported. This is a statistical report used only for medical and health purposes. Portions of this record are input to vital records system, 1.18.665.3151 NMAC. Report shows type of facility, location of facility, race, ethnic background, tribal affiliation, age, type of procedure used, etc.

D. Retention: 18 months after date of report.

E. Confidentiality: This record is confidential pursuant, but not limited to Section 24-14-18 Report of induced abortions.

[1.18.665.3113 NMAC - Rp, 1.18.665.608 NMAC, 07/15/2010; A, 12/20/2010]

1.18.665.3114 [RESERVED]

[1.18.665.3114 NMAC - Rp, 1.18.665.609 NMAC, 07/15/2010; Repealed, 12/20/2010]

1.18.665.3115 [RESERVED]

[1.18.665.3115 NMAC - Rp, 1.18.665.610 NMAC, 07/15/2010; Repealed, 12/20/2010]

1.18.665.3116