{"id":8227,"date":"2020-03-31T09:24:24","date_gmt":"2020-03-31T16:24:24","guid":{"rendered":"http:\/\/cdcr.test\/dom\/chapter-3-personnel-training-and-employee-relations\/article-4-employee-wellness-programs\/31040-4-5-5-documentation-record-keeping-records-retention\/"},"modified":"2020-03-31T09:24:24","modified_gmt":"2020-03-31T16:24:24","slug":"31040-4-5-5-documentation-record-keeping-records-retention","status":"publish","type":"dom","link":"https:\/\/www.cdcr.ca.gov\/operations-manual\/dom\/chapter-3-personnel-training-and-employee-relations\/article-4-employee-wellness-programs\/31040-4-5-5-documentation-record-keeping-records-retention\/","title":{"rendered":"31040.4.5.5 Documentation\/Record Keeping\/Records Retention"},"content":{"rendered":"\t<ul class=\"cdcr-dom-group-block\">\n\t\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>All discussions regarding a potential accommodation must be documented in writing, provided to the RTWC, and stored in the return-to-work file. Utilization of the CDCR Form 855 is recommended for this purpose, although not required.<\/p>\n\t\t\t\t\t<\/li>\n\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>The ADA and FEHA limit the use of information obtained from medical records of employees for the purpose of providing RA. All medical information obtained shall be treated as a confidential medical record. In accordance with the ADA, FEHA, and the California Confidentiality of Medical Information Act (CCMIA), the CDCR is responsible for the confidentiality and security of these medically-related materials. Employees improperly disclosing confidential medical information will be held accountable in accordance with departmental policy.<\/p>\n\t\t\t\t\t<\/li>\n\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Information contained in the return-to-work file shall be kept separate from the employee&#8217;s Official Personnel File (OPF) or Workers&#8217; Compensation File, and shall be kept confidential, except that: (1) supervisors, managers, and HAs may be informed of restriction(s) on the work duties of employees with disabilities and necessary RAs; (2) first responders and safety personnel may be informed, when appropriate, that the condition may require emergency treatment; and (3) government officials investigating compliance with the ADA, FEHA, or USERRA shall be provided relevant information through the Office of Internal Affairs (OIA) or the OLA.<\/p>\n\t\t\t\t\t<\/li>\n\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Requests for RAs and supporting documentation shall be retained by the assigned RTWC in confidential files and stored in a secure location to prevent unauthorized access, for a period of 30 years, or for the duration of any related pending litigation, whichever is longer.<\/p>\n\t\t\t\t\t<\/li>\n\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>For RAs extending beyond one year, the RTWC may ask for medical documentation substantiating the need for continued RA, on a yearly basis.<\/p>\n\t\t\t\t\t<\/li>\n\t\t<\/ul>\n\t","protected":false},"parent":8161,"template":"","class_list":["post-8227","dom","type-dom","status-publish","hentry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.3 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>31040.4.5.5 Documentation\/Record Keeping\/Records Retention - Department Operations Manual (DOM)<\/title>\n<meta name=\"robots\" content=\"noindex, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"31040.4.5.5 Documentation\/Record Keeping\/Records Retention - Department Operations Manual (DOM)\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.cdcr.ca.gov\/operations-manual\/dom\/chapter-3-personnel-training-and-employee-relations\/article-4-employee-wellness-programs\/31040-4-5-5-documentation-record-keeping-records-retention\/\" \/>\n<meta property=\"og:site_name\" content=\"Department Operations Manual (DOM)\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\\\/\\\/schema.org\",\"@graph\":[{\"@type\":\"WebPage\",\"@id\":\"https:\\\/\\\/www.cdcr.ca.gov\\\/operations-manual\\\/dom\\\/chapter-3-personnel-training-and-employee-relations\\\/article-4-employee-wellness-programs\\\/31040-4-5-5-documentation-record-keeping-records-retention\\\/\",\"url\":\"https:\\\/\\\/www.cdcr.ca.gov\\\/operations-manual\\\/dom\\\/chapter-3-personnel-training-and-employee-relations\\\/article-4-employee-wellness-programs\\\/31040-4-5-5-documentation-record-keeping-records-retention\\\/\",\"name\":\"31040.4.5.5 Documentation\\\/Record Keeping\\\/Records Retention - Department Operations Manual (DOM)\",\"isPartOf\":{\"@id\":\"https:\\\/\\\/www.cdcr.ca.gov\\\/operations-manual\\\/#website\"},\"datePublished\":\"2020-03-31T16:24:24+00:00\",\"breadcrumb\":{\"@id\":\"https:\\\/\\\/www.cdcr.ca.gov\\\/operations-manual\\\/dom\\\/chapter-3-personnel-training-and-employee-relations\\\/article-4-employee-wellness-programs\\\/31040-4-5-5-documentation-record-keeping-records-retention\\\/#breadcrumb\"},\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"ReadAction\",\"target\":[\"https:\\\/\\\/www.cdcr.ca.gov\\\/operations-manual\\\/dom\\\/chapter-3-personnel-training-and-employee-relations\\\/article-4-employee-wellness-programs\\\/31040-4-5-5-documentation-record-keeping-records-retention\\\/\"]}]},{\"@type\":\"BreadcrumbList\",\"@id\":\"https:\\\/\\\/www.cdcr.ca.gov\\\/operations-manual\\\/dom\\\/chapter-3-personnel-training-and-employee-relations\\\/article-4-employee-wellness-programs\\\/31040-4-5-5-documentation-record-keeping-records-retention\\\/#breadcrumb\",\"itemListElement\":[{\"@type\":\"ListItem\",\"position\":1,\"name\":\"Home\",\"item\":\"https:\\\/\\\/www.cdcr.ca.gov\\\/operations-manual\\\/\"},{\"@type\":\"ListItem\",\"position\":2,\"name\":\"DOM\",\"item\":\"https:\\\/\\\/www.cdcr.ca.gov\\\/operations-manual\\\/dom\\\/\"},{\"@type\":\"ListItem\",\"position\":3,\"name\":\"Chapter 3 &#8211; 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