March 1, 2004

M E M O R A N D U M

TO: Departmental Directors, Chairmen,
and Administrative Officials

FROM: Richard S. Moore
Vice President for Business
and Administration

SUBJECT: Disposal of Patient and Student Documentation

In order to be compliant with confidentiality requirements for patient and student information, UTMB is treating all documents being disposed of as potentially containing confidential information. The following recycling paper process procedures have been put in place to accomplish this campus wide. All UTMB paper recycling is to be treated as confidential files and must be secured at all times. Procedures for Storing Recycle Bags and Arranging for Bag Collection

1. Sodexho Environmental Services staff are responsible for collecting filled recycle bags from secured areas in each department.

2. Recycle bags must be kept within the department. Recycle bags are not to be left in halls, stairs or any other unsecured areas for pick up.

3. Pick ups will occur as scheduled with Department Administrators. If the need arises for expedited pickup or collection other than the regularly scheduled collection times, call 26151 or CLEAN.

4. Recycle bags in the main hospital area will be collected on the same day as the phone call is received by Sodexho. Pick ups will occur in all other areas within 24 hours.

5. If unsecured bags are observed anywhere within the Institution call 26151 or CLEAN. If Sodexho cannot respond immediately, contact the University Police at 21503.

UTMB has been phasing out the recycle bags which close with a pull string and replacing them with blue-zippered recycle bags with locks. To order the new zipper recycle bags and locks, contact Supply Management Help Desk at 35364.

Recycle bags will be secured in locked cages, rooms or containers near all UTMB docks and central collection sites for final pickup by the recycling contractor. Bags which are not located within a secure cage, room, or other container should be reported to the University Police at 21503

If you have any paper recycling process questions, contact Ken Steblein via email ksteblei@utmb.edu

Thank you for your assistance.

 

Date Posted: 03/15/2004