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Hi, all,

I work in a private school in Oklahoma. I have a question about paper immunization records you have (or had) that were submitted to the school nurse by the parents.  Previously, towards the end of the year our school would review immunization records for all graduating seniors, then handwrite the info on a yellow card, that had been provided by our state eons ago.  (I know....crazy!)  We would keep the yellow card in the student's individual (paper) health file.  It would go into storage with our college counseling office (until properly disposed of years later.)  Before the student graduated, we would hand him/her an envelope with whatever paper shot records we had in their files for their time with our school.  (Sometimes it's one paper, sometimes it's multiple.)  We included a note that said basically, these are all your immunization records. They are no longer in our files. They are your responsibility. Do not lose them. Give them to your parents, etc.  We had them sign for this envelope.

We are transitioning over to a software system and entering immunizations into the system, for better tracking and storage purposes. (No more yellow cards!) Ideally, of course, we are trying to lessen the handling and keeping of paper.   My thought was to return all paper shot records to the student/family.  Our newest nurse wonders why.  She indicates parents can get this information easily through their doctor's office, etc.  She feels that for liability, we should never let go of any documentation we have, including the original immunization records. I don't disagree.  We've just always returned them.  Does anyone have any thoughts or can you refer me to any rules/laws to refer to about keeping or returning these?  

Thanks in advance for your thoughts.
Kathleen

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Kathleen Alabbasi, BSN, RN
Director of Health Services
Tulsa, OK, USA
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Hello Kathleen, 

From the schools where I worked, I understand that we keep the students' records for at least four years, and some keep them for six years. And educational and health records can be kept together or separate. You stated that you are transferring to an electronic system. Does your school know for how long the documents be in the system before being purged? Will the educational & health records be kept together or separate? Have you talked to other private schools regarding how they maintain records? Again, reach out to Kelli Carter (kelli.carter@sde.ok.gov) or Gayle Black (gayleb@health.ok.gov. Thank you. 

Respectfully, 
Anupama Gowda, BSN RN :)

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Thank you, and Respectfully,
Anupama Gowda, BSN RN
School Nurse
NASN Oklahoma Director
918-397-4239

"Happiness is a journey, not a destination." -Souza
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Original Message:
Sent: 06-07-2022 15:53
From: Kathleen Alabbasi
Subject: Paper health records

Hi, all,

I work in a private school in Oklahoma. I have a question about paper immunization records you have (or had) that were submitted to the school nurse by the parents.  Previously, towards the end of the year our school would review immunization records for all graduating seniors, then handwrite the info on a yellow card, that had been provided by our state eons ago.  (I know....crazy!)  We would keep the yellow card in the student's individual (paper) health file.  It would go into storage with our college counseling office (until properly disposed of years later.)  Before the student graduated, we would hand him/her an envelope with whatever paper shot records we had in their files for their time with our school.  (Sometimes it's one paper, sometimes it's multiple.)  We included a note that said basically, these are all your immunization records. They are no longer in our files. They are your responsibility. Do not lose them. Give them to your parents, etc.  We had them sign for this envelope.

We are transitioning over to a software system and entering immunizations into the system, for better tracking and storage purposes. (No more yellow cards!) Ideally, of course, we are trying to lessen the handling and keeping of paper.   My thought was to return all paper shot records to the student/family.  Our newest nurse wonders why.  She indicates parents can get this information easily through their doctor's office, etc.  She feels that for liability, we should never let go of any documentation we have, including the original immunization records. I don't disagree.  We've just always returned them.  Does anyone have any thoughts or can you refer me to any rules/laws to refer to about keeping or returning these?

Thanks in advance for your thoughts.
Kathleen

------------------------------
Kathleen Alabbasi, BSN, RN
Director of Health Services
Tulsa, OK, USA
------------------------------