Retention Schedules
Hospital and Health District Records Retention Schedule
See also the General Records Retention Schedule.
Using this Records Retention Schedule
Everyday local government offices throughout Missouri produce records that document the rights of citizens, the actions of the government that serves them and the history of the community in which they live. It is the responsibility of local government to effectively maintain and manage these records and to ensure the continued preservation of those records of essential evidence that have enduring and permanent value.
The introduction to this retention schedule provides local government officials with basic information on records and the application of retention schedules.
What is a Record?
A " record " is defined as any "document, book, paper, photograph, map, sound recording or other material, regardless of physical form or characteristics, made or received
pursuant to law or in connection with the transaction of official business" (109.210(5) RSMo). This definition includes those records created, used and maintained in electronic form.
Non-Records
Even though records include a broad spectrum of recorded information, not all recorded information is a record. According to Section 109.210(5) RSMo, the following are not records: "...Library and museum
material made or acquired and preserved solely for reference or exhibition purposes, extra copies of documents preserved only for convenience of reference, and stocks of publications and of processed documents are not
included within the definition of records..."
Other examples of non-records include the following materials:
- Identical copies of documents maintained in the same file.
- Extra copies of printed or processed materials (official copies of which are retained by the office of record).
- Superseded manuals and other directives (maintained outside the office of record).
- Materials documenting employee fringe activities (blood donors, charitable funds, social and professional meetings, etc.)
- Work papers and drafts of reports or correspondence. Transcribed stenographic materials.
- Blank forms.
- Materials received from other activities that require no action (official copies of which are retained by the office of record).
- Catalogs, trade journals and other publications or papers received from government agencies, commercial firms or private institutions that require no action and are not part of an action case record.
Non-records do not require retention scheduling or destruction authorization or reporting. To control excessive accumulation, it is necessary to keep only current, useful materials and to destroy non-records immediately after needs have been satisfied. Avoid filing non-record material with records.
The Value of Local Government Records
Some records, because of their enduring administrative, fiscal, legal or historical value, should be permanently retained. These records require that special care and consideration be given to their storage
conditions and the feasibility of preservation microfilming. Examples of permanent records include year-end reports; minutes; property records such as deeds; and birth, death and marriage records.
Most records do not have values that warrant their permanent preservation. Those records with short-term value should, upon reaching end of the retention period, be destroyed.
Statutory Authority for Establishing Records Retention Requirements
In 1965, the Missouri General Assembly established a State Records Commission to approve retentions for records produced by state agencies. In 1972, Missouri's Business and Public Records Law (Chapter
109) was expanded to include local government. Thus, the Missouri Local Records Board was established to set retention times for local government records. The 16-member board, chaired by the Secretary of State,
consists of local government officials from all classes of counties and cities, elementary and secondary education, higher education and a person active in historical society groups.
Supplemental to the Local Records Board, the Records Management and Archives Service of the Secretary of State's office provides assistance to local governments and implements board policy.
Application of the Records Retention Schedule
This schedule establishes minimum retention periods and authorizes dispositions for many of the administrative, fiscal and legal records common to most local governments. Retention periods are based upon
federal and state mandates, record surveys, business needs, and general knowledge as to how long records should be kept. Using the schedule as a guide and without seeking further approval from the Local Records Board,
any local government may regularly dispose of any of its records that appear on this schedule. The schedule is subject to the following exceptions and limitations:
- Local government offices may retain any of their records beyond the retention periods set by the schedule, as they deem necessary. The schedule establishes only a minimum period of retention. Before retaining a record longer than the minimum time required, however, the office should be certain that it has good reason to do so. Unnecessary retention of records can be expensive in space and filing equipment and may expose the office to costly litigation and discovery requirements.
- This schedule does not relieve local governments of retention requirements mandated by other state and federal statutes and regulations. When such an obligation does exist, then the longer retention period takes precedence.
- This schedule generally reflects audit requirements in its prescribed retention periods, but audits are not always completed in a timely fashion. Therefore, any record required for an audit must be retained until completion of that audit, regardless of its stated retention period in the schedule.
- This schedule does not authorize destruction of records that could be deemed relevant to current or pending litigation.
Retention and disposition of records that are common to many offices are included in the General Schedule. Records unique to particular offices are addressed in individual office schedules. All schedules are available on the Secretary of State's website at http://www.sos.mo.gov/archives/localrecs/schedules .
Destruction of Records
The records classification and retention periods in this manual constitute legal authority for retention and disposal of official records. No records can be destroyed until they meet the minimum retention
period listed in this manual. In cases where there is no schedule for a particular record series, the Local Records Board must grant permission for the destruction.
The disposition of records should be recorded in a document such as the minutes of the city council or other legally constituted authority that has permanent record status. The record should include the description and quantity of each record series disposed of, manner of destruction, inclusive dates covered and the date on which destruction was accomplished.
The retention schedule does not prescribe the method of destruction (shredding, burning, landfills, etc.), however, record series with a disposition of Destroy securely contain confidential data. These records should be destroyed under the supervision of a competent person(s) designated (or appointed) to ensure that no records fall into unauthorized hands and that the data cannot be reconstructed.
Preservation of Permanent Records
A fundamental, yet often neglected obligation of local government is to care for its permanent records-in this case, some of the records that it generates and receives. The records that have been identified
as permanent require special handling and storage if they are to be preserved. The continuous interaction between a record's medium-paper, magnetic tape, film, etc. -and the quality of the environment in which it
is kept-temperature, humidity, light, and air-determines the severity and rate of its deterioration.
By microfilming older, deteriorating, but permanently valuable records, local governments can generate durable copies for research and prevent further damage or deterioration of the original. When filmed, processed, and maintained to archival specifications, the master negative will ensure that permanently valuable records are preserved for generations to come.
The Missouri Local Records Grant program can provide financial assistance in the form of grants-in-aid to supplement local funds for preservation initiatives, such as archival supplies, shelving and preservation microfilming.
A Note about Electronic Records
Permanent records existing solely in electronic form are in danger of becoming inaccessible through media decay and hardware/software obsolescence. Periodic migration and transfer of permanent records to stable preservation media, such as microfilm, should be considered as a best practice for local government to fulfill its statutory responsibility to maintain permanent records.
Modifications and Additions
Because records reflect activities that are constantly changing, the retention requirements for them sometimes require revision as well. Consequently, records retention and disposition schedules often need
modification or additions in order to be realistic and effective. Furthermore, because local governments are so large, it is impractical to consult with every office regarding specific schedule entries. There may be
some retention periods and disposition requirements within this schedule that fail to account for all relevant factors and there may be some important record series not addressed here which need to be added. The Local
Records Program welcomes all comments and suggestions concerned with improvement of record retention schedules through modifications and additions.
Missouri Secretary of State
Local Records Preservation Program
PO Box 1747, Jefferson City, MO 65101-1747
Telephone: (573) 751-9047
Fax: (573) 526-3867
Hospital and Health District Records Retention Schedule
See also the General Records Retention Schedule.
| Record Series Title | Retention | |
|---|---|---|
|
Accounting Department |
||
|
Authorized Signature Cards |
Completion of audit |
|
|
Balance Sheets |
Completion of audit |
|
|
Capital Assets Ledger |
Completion of audit |
|
|
Cost Allocation Reports |
Completion of audit |
|
|
Credit Memos |
Completion of audit |
|
|
Debit Memos |
Completion of audit |
|
|
Depreciation Schedules |
Completion of audit |
|
|
Expense Records |
Completion of audit |
|
|
Operating Statements |
Completion of audit |
|
|
Property Account Ledgers |
Completion of audit |
|
|
Social Security Reports |
Completion of audit |
|
|
Statistical Analysis of Budget Expense |
Completion of audit |
|
|
Administration |
||
|
Administrative Manual |
Permanent until updated |
|
|
Affiliation Agreements |
Term of Agreement Plus Audit |
|
|
Application for Registration Under Controlled Substances Act |
Permanent |
|
|
Facility Inspection Reports (Motel, Food Service, Etc.) |
Permanent |
|
|
Financial Statistics |
Destroy in current area |
|
|
Free Alcohol Permits (Tax Exempt Certificates) |
Permanent |
|
|
Hospital Rate Book |
Permanent until updated |
|
|
Incident Reports--Patients and Visitors |
10 years |
|
|
Monthly Missouri High Risk Maternal and Child Care Reports |
1 year |
|
|
Organizational Dues |
1 year |
|
|
Patient Questionnaires |
Destroy in current area |
|
|
Personnel Statistics |
Destroy in current area |
|
|
(Record of Applications and Reappointment, License Verifications Privileges, Physicians' Staff Alternate List, Call Numbers, Emergency Room Call Roster, Physicians' Staff Officers and Committees, Staff Status List, Correspondence, Memos, and Prospective Phusicians) |
Permanent until updated |
|
|
Scholarship Files |
Discretion of the Hospital |
|
|
Surveys |
Destroy in current area |
|
|
Transfer Agreements |
Permanent |
|
|
Tribute Fund: |
Permanent |
|
|
Admissions |
||
|
Admission Charge Tickets |
Completion of audit |
|
|
Admission Log Book |
Permanent |
|
|
Guarantor Book |
Completion of audit |
|
|
Hospital Admission Forms Copy: |
See Footnote #2 |
|
|
Hospital Admission Forms Original: |
Permanent |
|
|
Anesthesia |
||
|
Daily Log (Date, Patient's Name, Hospital Number, Charge Code, Time, Complications) |
See Footnote #1 |
|
|
Monthly Culture of Equipment For Infection Control |
See Footnote #1 |
|
|
Autopsy |
||
|
Autopsy Report |
See Footnote #1 |
|
|
Permission For Autopsy |
See Footnote #1 |
|
|
Business Office |
||
|
Hospital Price Manual |
Permanent until updated |
|
|
Outpatient Clinic Appointment Books |
See Footnote #1 |
|
|
Outpatient Logs |
Completion of audit |
|
|
Outpatient Medicare Signatures |
Completion of audit |
|
|
Data Processing |
||
|
Computer Schedules |
Permanent until updated |
|
|
Data Processing Reports (Accounts Receivable and Payable; Inpatient, outpatient, and bad debts reports) |
Completion of audit |
|
|
Federally-Regulated Records |
||
|
Medicaid Records |
Federal Regulations |
|
|
Medicare Records |
Federal Regulations |
|
|
WIC (Women, Infant, & Children's) Program |
Federal Regulations |
|
|
Food Services |
||
|
Charts On Diabetics |
Permanent |
|
|
Daily Census of Number Of Visitors Through Cafeteria Line |
3 months |
|
|
Daily Census of Number Of Employee Through Cafeteria Line |
3 months |
|
|
Daily Census of Patient Trays |
1 year |
|
|
Daily Record of Dietary Time Card Edits Copy: |
See Footnote #2 |
|
|
Daily Record of Dietary Time Card Edits Original: |
Completion of audit |
|
|
Daily Record of Salary For Each Employee Copy: |
See Footnote #2 |
|
|
Daily Record of Salary For Each Employee |
Completion of audit |
|
|
Daily Record of Absent Report Form Copy: |
See Footnote #2 |
|
|
Daily Record of Absent Report Form Original: |
Term of Employment Plus 3 Years |
|
|
Daily Record of Dietary Benefit Listings |
Destroy in current area |
|
|
Daily Record of All Equipment (Parts and Maintenance) |
Permanent until updated |
|
|
Daily Record of Vacation and Sick Leave Copy: |
See Footnote #2 |
|
|
Daily Record of Vacation and Sick Leave Original: |
Term of Employment Plus 3 Years |
|
|
Daily Record of Budget Expenditures Copy: |
See Footnote #2 |
|
|
Daily Record of Budget Expenditures Original: |
Completion of audit |
|
|
Daily Record of Each Employee For Evaluating Copy: |
See Footnote #2 |
|
|
Daily Record of Each Employee For Evaluating Original: |
2 years |
|
|
Diet Requisitions From the Floor |
Completion of audit |
|
|
Master Copy of All Types of Diets |
Permanent until updated |
|
|
Menu Files |
Destroy in current area |
|
|
Monthly Patient Meal Census |
Completion of audit |
|
|
Price List of All Foods For Cafeteria Line |
Permanent until updated |
|
|
Purchase of Food Record |
Completion of audit |
|
|
Recommended Daily Nourishment For All Floors |
Destroy in current area |
|
|
Record of All Types Of Diets |
Permanent until updated |
|
|
Record of All Accidents and Incidents |
10 years |
|
|
Record of All Extra Items and Special Luncheons |
Completion of audit |
|
|
Housekeeping |
||
|
Daily Linen Room Report |
1 year |
|
|
Daily Nursing Station Dismissal Form |
Destroy in current area |
|
|
Environmental Control Project book |
5 years |
|
|
Linen Replacement Record |
Completion of audit |
|
|
Manager's Report |
Permanent |
|
|
Monthly Financial Report |
Completion of audit |
|
|
Project Work Sheet |
Destroy in current area |
|
|
Report of Weekly Inspection |
Completion of audit |
|
|
Supply Orders |
Completion of audit |
|
|
Wheelchair/Card Cleaning Report |
1 year |
|
|
Laboratory |
||
|
Blood Bank and Cross Match Cards |
See Footnote #1 |
|
|
Blood Bank Inventory |
Permanent |
|
|
Daily Charge Ledger Copy: |
See Footnote #2 |
|
|
Daily Charge Ledger Original: |
Through an Audit |
|
|
Logs (Specimen logs for each section: tissue, transfusion, etc.) |
See Footnote #1 |
|
|
Quality Control Ledger |
See Footnote #1 |
|
|
Reports (Histology, Pathology, Chemistry, Hematology, Urinalysis, Bacteriology, Serology, Autopsy) |
See Footnote #1 |
|
|
Maintenance |
||
|
Boiler Temperature Readings |
1 year |
|
|
Conductive Floor and Line Isolation Monitor Test Record |
2 years |
|
|
Elevator Pit Check Sheet |
1 year |
|
|
Equipment and Procedure Test Records |
5 years |
|
|
Fire Drill Log |
2 years |
|
|
Generator Check Sheet |
1 year |
|
|
High Pressure Boiler Log |
1 year |
|
|
Maintenance Equipment Record |
1 year |
|
|
Maintenance Record of Emergency Power Plant |
Completion of audit |
|
|
Record of Daily Work |
1 year |
|
|
Record of Water Analysis |
See Footnote #1 |
|
|
Security Incident Report |
5 years |
|
|
Vehicle Service Sheet |
Completion of audit |
|
|
Medical Records |
||
|
Ambulance Report File |
See Footnote #1 |
|
|
Concurrent Review File |
See Footnote #1 |
|
|
Death Register |
5 Years see RSMo 193.275 |
|
|
Diagnosis Index |
See Footnote #1 |
|
|
Immunization Records |
When Patient Reaches Age 23 and Has Not Been Seen In 10 Years |
|
|
In-House Patient File |
See Footnote #1 |
|
|
Master Index File |
See Footnote #1 |
|
|
Medical and Surgical Audit |
See Footnote #1 |
|
|
Newborn Register |
5 Years see RSMo 193.275 |
|
|
Operation Index |
See Footnote #1 |
|
|
Outpatient Emergency Room File |
See Footnote #1 |
|
|
Patient Chart File (Includes All Medical Information Such as Blood Pressure, Weight, Etc.) |
See Footnote #1 |
|
|
Physician Index |
Permanent until updated |
|
|
Statistical Reports |
Permanent |
|
|
Nuclear Medicine |
||
|
Calibration of Survey Meter and Lab Monitor |
See Footnote #1 |
|
|
Chi Square Test (Function Test of Spectroscaler) |
See Footnote #1 |
|
|
Crystal Resolution of Magnascanner and Spectriscaker |
See Footnote #1 |
|
|
Daily Log and Index Cards (Patient Name and Procedure Done) |
See Footnote #1 |
|
|
Film Badge Records |
Permanent |
|
|
Function Checks On Dose Calibrator |
See Footnote #1 |
|
|
Generator Survey |
Permanent |
|
|
Isotope Dosage Admitted To Patient |
See Footnote #1 |
|
|
Isotope Ekuate Assay and Disposition Records |
Permanent |
|
|
Radiation Safety Committee Meetings Records |
Permanent |
|
|
Record of Hot Lab Wipe Test |
Permanent |
|
|
Record of All Pathological Cases |
See Footnote #1 |
|
|
Record of Lab and Equipment Check |
See Footnote #1 |
|
|
Record of Voltage Calibrations on Machines (Magnascanner and Spectroscaler) |
See Footnote #1 |
|
|
Records of Service on All Equipment |
See Footnote #1 |
|
|
Records of Wipe Test on Sealed Sources |
Permanent |
|
|
Trash Disposition Records |
Permanent |
|
|
Nursing |
||
|
Administration of Medication Reports |
See Footnote #1 |
|
|
Authorization For Overtime |
Completion of audit |
|
|
Patient Consent To Operate, Anesthesia and other Medical Services |
See Footnote #1 |
|
|
Daily Floor Census |
1 year |
|
|
Disciplinary Action Notice Copy: |
See Footnote #2 |
|
|
Disciplinary Action Notice Original: |
Term of Employment Plus 3 Years |
|
|
Equipment Transfer Sheets |
Completion of audit |
|
|
Narcotic Count Sheet |
Permanent |
|
|
Narcotic Inventory Control Records |
Permanent |
|
|
Outpatient Sterilization Consent |
See Footnote #1 |
|
|
Patient Transfer Form |
Permanent |
|
|
Product Evaluation |
1 year |
|
|
Record of Continuing Education Copy: |
See Footnote #2 |
|
|
Record of Continuing Education Original: |
Permanent |
|
|
Request For Admission of Patient To State Cancer Hospital |
Permanent |
|
|
Other Records |
||
|
Autoclave--Record of Each Load Run |
See Footnote #1 |
|
|
Autoclave Test Reports |
See Footnote #1 |
|
|
Blueprints of Buildings |
Permanent |
|
|
Building Fund Programs (Including list of pledges made, minutes of committee meetings, contributor lists, donors list, transmittal work sheets along with pledge cards) |
Completion of audit |
|
|
Communicable Disease Reports To State and Local Health Depts. (Rabid animal reports, sexually transmitted disease reports, etc.) |
3 years |
|
|
Consulting Agreements |
Term of Agreement & Completion of Audit |
|
|
Delivery Room Record |
Permanent |
|
|
Departmental Budget Formulation Papers |
Completion of audit |
|
|
Departmental Budgets |
Completion of audit |
|
|
Emergency Room Register Book |
See Footnote #1 |
|
|
Emergency Room Reports |
See Footnote #1 |
|
|
Emergency Room Sheet (Includes Symptoms, Vital Signs, Business Information and Charges) |
See Footnote #1 |
|
|
Hospital Administrative Services Reports |
3 years |
|
|
I.C.U. Admittance Record |
See Footnote #1 |
|
|
Property Records (Deeds, titles, leases, etc.) |
Permanent |
|
|
Patient Accounts |
||
|
Administrative Write Offs |
Completion of audit |
|
|
Bad Debts File |
Completion of audit |
|
|
Charge Tickets |
Completion of audit |
|
|
Employee Discounts |
Completion of audit |
|
|
Guarantor Files |
Completion of audit |
|
|
Guarantor Numbers Issued |
Completion of audit |
|
|
In-House Patient List (Outpatient and Inpatient) |
Destroy in current area |
|
|
Inpatient Commercial and Individual Claims Log |
Completion of audit |
|
|
Insurance Claims (Blue Cross, Medicare, Medicaid, etc. |
5 Years--However, if Audit or Litigation is in Process Should Be Kept Through Conclusion of Either |
|
|
Medicaid Log |
Kept Through Conclusion of Federal Regulations |
|
|
Medicare Log |
Kept Through Conclusion of Federal Regulations |
|
|
Petty Cash Requests |
Completion of audit |
|
|
Purchase of Service Payments |
Completion of audit |
|
|
Record of Bad Debt Admissions |
Completion of audit |
|
|
Transfer Log (Dismissals) |
Permanent |
|
|
Personnel Office |
||
|
Current Registry and License Verification |
Permanent until updated |
|
|
Personal Information Release |
1 year |
|
|
Terminal Processing Information (Includes Instructions From Employees As To Deductions, Forwarding Addresses, etc. |
Term of Employment Plus 3 Years |
|
|
Transfer Requests |
Term of Employment Plus 3 years |
|
|
Pharmacy |
||
|
Control Record for Drugs (of what is taken to various units and supply areas, and special requests dispensed to floors) |
Permanent |
|
|
Prescription Record of Orders From Outside Hospital For Inpatients |
Permanent |
|
|
Record of Medicine Charge Copy: |
See Footnote #2 |
|
|
Record of Medicine Charge Original: |
Through an Audit |
|
|
Record of Monthly Ledger Copy: |
See Footnote #2 |
|
|
Record of Monthly Ledger Original: |
Through an Audit |
|
|
Recording of Class 2, 3, 4, 5 Drugs |
Permanent |
|
|
Recording of Drug Purchases (Non Narcotic) |
Permanent |
|
|
Recording of Drug Orders From Copy of Physician Order |
Permanent |
|
|
Recording of Narcotic Purchases |
Permanent |
|
|
Physical Therapy |
||
|
Charge Ticket Copy: |
See Footnote #2 |
|
|
Charge Ticket Original: |
Completion of audit |
|
|
Consultant Evaluation and Charge Copy: |
See Footnote #1 |
|
|
Daily Appointments Record |
Permanent |
|
|
Daily Work Sheets |
1 year |
|
|
Duplicate Daily Charge Slip Copy: |
See Footnote #2 |
|
|
Duplicate Daily Charge Slip Original: |
Completion of audit |
|
|
Inpatient Referral and Progress Sheet |
See Footnote #1 |
|
|
Monthly Treatment Records and Totals |
See Footnote #1 |
|
|
Outpatient Referral and Progress Sheet |
See Footnote #1 |
|
|
Physician Requisition |
See Footnote #1 |
|
|
Progress Notes On Patients |
See Footnote #1 |
|
|
Record Card (Lists Patient and Treatment |
See Footnote #1 |
|
|
Record of Equipment Ordered and Received Copy: |
See Footnote #2 |
|
|
Record of Equipment Ordered and Received Original: |
Completion of audit |
|
|
Rehabilitation Team Evaluation |
See Footnote #1 |
|
|
Rehabilitation Team Staffing |
Permanent until updated |
|
|
Rental Record |
Completion of audit |
|
|
Planning |
||
|
Capital Expenditure Proposals |
Completion of audit |
|
|
Planning Documents Adopted By the Board of Trustees (Policies, position statements, institutional plans, etc.) |
Permanent |
|
|
Reports Or Commentaries Requested by the Administration For Internal and/or External Distribution |
Permanent |
|
|
Requests For Funding or Technical Assistance(Federal, State or Local) |
Federal or State Agency Requirements |
|
|
Radiology |
||
|
Daily Log of Patient Exams |
See Footnote #1 |
|
|
Envelope and Films On Each Patient |
See Footnote #1 |
|
|
Film Badge Report (Report on badges worn by employees to detect exposure to radiation) |
Permanent |
|
|
Final Report of Patient Examination |
See Footnote #1 |
|
|
Individual Record of Patient Exams |
See Footnote #1 |
|
|
Inspection and Calibration of Equipment |
Permanent |
|
|
Quality Control Records |
Permanent |
|
|
Repairs To Equipment By Outside Repair Companies |
Completion of audit |
|
Footnote #1
The Hospital licensing regulations require that hospitals abide by the statute of limitations regarding retention of medical records.
516.105 Actions Against Health Care Providers (Medical Malpractice)--All actions against physicians, hospitals, dentists, registered or licensed nurses, optometrists, podiatrists, pharmacists, chiropractors, professional physical therapists, and any other entity providing health care services and all employees of any of the foregoing acting in the course and scope of their employment, for damages for malpractice, negligence, error or mistake relating to health care shall be brought within two years from date of the occurrence of the act of neglect complained of; a minor shall have the right to assert a claim, thus, retention of medical records for ten (10) years or until a patient's twenty-third (23rd) birthday will ensure that medical records relevant to any such action will be available until the statute of limitations has expired; and except that in cases in which the act of neglect complained of its introducing and negligently permitting any foreign object to remain within the body of a living person, the action shall be brought within two years from the date of discovery of such alleged negligence, or from the date on which the patient in the exercise of ordinary care should have discovered such alleged negligence, whichever date first occurs but in no event shall any action for the damages for malpractice, error, or mistake be commenced after the expiration of ten years from the date of the act of neglect complained of. (Chapter 516 RSMo 1976 Supplement).
The National Association of Medical Records Administrators recommends that medical records be retained for ten years. If feasible, microfilming is a suitable alternative to keeping the hard copy of a document, and requires much less space.
Footnote #2
These items seem to be duplicates of records sent to other departments of the hospital. If they are duplicates they may be destroyed when no longer of reference value, and it has been verified that the original has reached its final destination in the hospital organization.
If these prove to be original documents with no copies then they should be retained for the designated length of time.