HS24 – Medical Charts

Patient records of persons using University medical clinics and services.

This records class is a Personal Information Bank.

Responsible Unit | Information Steward | Information Confidentiality Classification | Retention | Disposition | Authority | Retention Rationale | Version Information

Content & Scope

Health Services provides primary medical care for registered students. Patients may also include University faculty and staff.

The records include patient history, description of presenting problem, results of tests and assessments, immunization records, diagnoses and treatment records, patient billing records, and related correspondence.

Responsible Unit

Health Services.

Information Steward

Associate Provost, Students.

Information Confidentiality Classification

Highly Restricted.


15 years after last entry in record, or 15 years after reaching the age of 18 for those under age 18 when last entry was made.


Secure Destruction.


Responsible Units should document the disposal/destruction of official records using the University records destruction form or equivalent documentation, to verify that we are following our records retention rules.


  • University of Waterloo Act, 1972.
  • O. Reg. 114/94, s.2 (19), under the Medicine Act, 1991, S.O. 1991, c.30.
  • College of Physicians and Surgeons of Ontario Policy Statement #4-12: Medical Records.

Retention Rationale

The retention period is based on the recommendation of the College of Physicians and Surgeons of Ontario and legal advice.

Approval Date

19 December 2011