Daily assignments

Berni,

As far as I know, there are no specific regulatory requirements to retain this info. However it would be very difficult to provide sufficient evidence of adequate staffing to JC or CMS without some sort of ongoing data. Unfair Labor Practice suits can frequently result in subpoena of this info also - I think the statute of limitations is 12 months. Also, these records are requested in injury/disability claims.

In our org, we have automated systems for staffing & assignments. I believe that these are archived after 3 years (JC cycle) but available just about 'forever' in case they are needed to defend us in a liability claim. Did you check your organization's records retention policy for guidance? If there isn't an existing policy, you may want to work with your HR & Legal folks to create one.

I recommend you talk to your Risk Managment person or to HR. I know that in Education we need to keep records for 7 years pertaining to Safety (like who attended CPR class). Seven seems to be the magic number, but you might ask to be sure. If you are wondering, others need to know too!

We do a written assignment sheet, and keep them one year past the expiration of the statute of limitations for litigation (4 years in FL). I find them to be a big help when investigating any issues that may come up, as well. It's just a lot easier than pulling the chart from medical records and deciphering who was the nurse/CNA that shift. They are kept in a big binder in the staffing coordinators office.

We also keep the daily assignment sheets with staff names and assigned area for 4 years. Not only is it important for the legal stuff, but how else would you keep track of who's working where? i.e., so the same nurse isn't always stuck with the same assignment...

There is requirement from our State Health Department to keep this info on file for 3 years.