The Center: A Non-HIPAA Covered Entity

Health information is access-protected per institutional policy and is dependent on the risk tolerance of the institution. Records are restricted 80 years from the date of record creation.

Must adhere to state medical records laws depending on the provenance of records or whether records are on deposit • • • • • Other restrictions may apply: Institutional mandate (50 or 80 years) FERPA (for academic institutions) Donor/Depositor (Variable) United States government records found in manuscript collections (Variable) Local policy (50 or 80 years) • Personally identifying information that could • enable identity theft or fraud “Like records” restrictions

Hopkins: HIPAA-covered Entity

Health information about individuals containing specific identifiers is access protected; applies to any institution that is deemed a HIPAA-covered entity or Business Associate. Records open after 50 years from the date of death of the individual. Must adhere to state medical records laws; the more restrictive law applies • • • • • Other restrictions may apply: Institutional mandate FERPA (for academic institutions) Donor/Depositor United States government records found in manuscript collections Local policy

FRANCIS A. COUNTWAY LIBRARY OF MEDICINE Center for the History of Medicine invasion of personal privacy. Request for Access to Records Containing Protected Information The Countway Library of Medicine is the repository for certain records of physicians and patients containing individually identifiable health information and other evaluative information, including personnel and medical files or other materials and data relating to specifically named individuals, the disclosure of which may constitute an unwarranted Permission to access the personal or evaluative information of living individuals for research purposes is permitted only through approval from the Privacy Board of Harvard Medical School. Collection/Series title: Collection/Series number: HOLLIS number: Creator: Records contain: ____ Personal or evaluative information _____ Information on decedents Name [Please print] ________________________________________________________________________ ________________________________________________________________________ Affiliation ________________________________________________________________________ Address ________________________________________________________________________ __________________________________ Phone ________________________________ E-mail Please attach a statement addressing the following aspects of your projected use of the records containing protected information. 1. State the purpose of your research and explain your need to use records containing personal or evaluative information. 2. Provide a brief description of the personal or evaluative information and dates of records required for your research. 3. Explain how your research could not be conducted without access to and use of personal or evaluative information. 4. Explain your research methodology and the safeguards which will be employed to protect sensitive information and the privacy of individuals. 5. Describe the benefits of your research and intended final product. I am seeking access to the restricted records identified in this application for the legitimate research purpose described in the attached statement. I accept responsibility for maintaining the confidentiality of these records. I agree to hold harmless and indemnify the Francis A. Countway Library of Medicine and the Harvard Medical School and its officers against any loss of damage arising out of the use of such records. _____________________________________________________________________________ Signature of Applicant ___________________ 2014 Date Records may be used under the following conditions: _____ No restrictions on access and use _____ No reproduction or distribution permitted _____ Other: __________________________________________________________ Jack Eckert, Countway Library of Medicine ___________________ Date ______________________________________________________________________________ Representative of the Privacy Board of Harvard Medical School ___________________ Date

1. Patient histories (91.67%) 2. Case files 3. Correspondence 4. Patient questionnaires 5. Patient summaries 6. Consultation files 7. Family medical histories 8. Admission/registration record 9. Diagnostic indices 10. Photographs/medical imaging 11. Informed consent records (43.75%) 12. Autopsy records (40.43%) 13. Lab notebooks 14. Prescription books/logs 15. Research protocols 16. Hospital policies 17. Graphs and charts 18. Surgical logbooks 19. Microscope slides/specimens 20. Billing information 21. Genetic testing records 22. Immunization records 23. Insurance records (12.5%)

Center for the History of Medicine, Countway Library

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Alan Mason Chesney Medical Archives of the Johns Hopkins Medical Institutions

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