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The Records Management Program
The Alan Mason Chesney Medical Archives schedules and manages
contemporary administrative records (dating from
40 years ago to the present) from
various divisions of the Johns Hopkins Health System and
the health divisions of the Johns Hopkins University. Because
of
the current nature of these records, access to them is
limited to specially designated staff of the offices of
origin for purposes
of administration.
Services Provided
The Medical Archives provides services
for the organization, storage, and management of contemporary
records to administrators
of the Johns Hopkins Health System and the Health divisions
of the Johns Hopkins University (Bloomberg School of Public
Health, School of Medicine, and School of Nursing). Specific
services include the following:
Storage
Storage facilities for records are available at a nearby records
center in Jessup, Maryland.
Document Retrieval and Delivery
Document retrieval and delivery services are available to the
offices that participate in the Medical Archives records management
program. Each office must provide the names of staff who are
authorized to make requests for document retrieval and delivery.
Medical Archives staff oversee document retrieval and delivery
within forty-eight hours of the initial request and arrange
for the return of the documents to the Records Center when the
consultation is completed.
Records Scheduling
The Medical Archives staff collaborates with the staff of departments
participating in the records management program to develop retention
and disposition schedules for the records that are to be placed
in storage. Scheduling decisions are based upon legal and regulatory
requirements, and appraisal of the informational value of the
records. Records that must be maintained for long-term legal,
regulatory, and informational purposes are scheduled for eventual
transfer to the Medical Archives. Records that must be retained
for only short periods of time to fulfill particular legal and
regulatory requirements may be destroyed at the expiration of
the retention period if appraisal indicates that the records
do not have long-term institutional and informational value.
The Medical Archives staff will arrange for disposal of records
when retention requirements permit and when the department of
origin agrees.
Fees
The fee for storage covers the cost of providing
user’s
with one box label and bar coded sticker, one transmittal form,
one year’s storage in a secure environment and the
inclusion of the records in a confidential database managed
by the Medical
Archives. Boxes, transportation, and truck charges are
not included in this cost.
Services:
Storage
(per cubic foot per year) $10.00
Transportation to offsite storage
Truck charge $12.00
Item charge per cubic foot $2.00
Retrieval, delivery, pickup & refile
First item on main delivery $35.00
Each add’l item on main delivery $11.00
Half day
$48.00
Rush (same day delivery) $78.50
Boxes:
New box (1.2 cu. ft.) $2.50
New oversize letter box (2.4 cu. ft.) $3.50
New oversize legal box (3.6 cu. ft.) $4.00
For more information about this service or to apply for acceptance
into the program, ask for the Records Officer at
410-735-6787.
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