of the Philippines

Republic
Department of Health
OFFICE OF THE SECRETARY

July 13, 2020

DEPARTMENT CIRCULAR
No. 2020 - (9999

TO: ALL _UNDERSECRETARIES AND ASSISTANT SECRETARIES OF

HEALTH; MINISTER OF HEALTH — _BANGSAMORO
AUTONOMOUS _REGION MUSLIM MINDANAO __(MOH-_IN__

BARMM); DIRECTORS OF BUREAUS, SERVICES, AND CENTERS

FOR HEALTH DEVELOPMENT (CHDs); ALL EXECUTIVE
DIRECTORS OF SPECIALTY HOSPITALS; CHIEFS OF MEDICAL
CENTERS, HOSPITALS, SANITARIA, AND TREATMENT AND
REHABILITATION CENTERS; AND ALL OTHERS CONCERNED

SUBJECT: Dissemination of the National Archives of the Philippines (NAP)

Memorandum Circular No. 1, s. 2020 “Handling and Disinfection of
Patient Records Deemed Infectious”

Attached herewith is the National Archives of the Philippines (NAP) Memorandum

Circular No. 1, s. 2020 “Handling and Disinfection of Patient Records Deemed Infectious”
dated May 20, 2020 for your information and guidance.

Dissemination of the information to all concerned is requested.

By Authority

we
LILIBETH C. DAVID, MD,
Undersecretary of Health
of{ Health:

MPH, MPM, CESO I

Health Facilities and Infrastructure Development Team

Building 1, San Lazaro Compotind, Rizal Avenue, Sta. Cruz, 1003 Manila # Trunk Line 651-7800 local 1113, 1108; 1135
Direct Line: 711-9502; 711-9503 Fax: 743-1829 ¢ URL: http://www.doh.gov.ph, e-mail: ftduque@doh.gov.ph
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NATIONAL ARCHIVES OF THE PHILIPPINES

Pambansang Sinupan ng Pilipinas

MEMORANDUM CIRCULAR NO. 1, s. 2020

20 May 2020

HANDLING AND DISINFECTION OF PATIENT RECORDS DEEMED INFECTIOUS

Ina time of pandemic, concerns may be raised about health risks in handling records. The
National Archives of the Philippines is not in
a position to assess whether patient records
and other related records may be a source of infection or whether handling of the same
may expose the handler to health risks. This matter may only be addressed by medical
professionals.

However, in response to questions raised, these guidelines for the handling and
disinfection of records are being issued for those who deem it necessary to carry out these
measures:

Handling of infected records

If records are determined to be infectious:

1. Health workers handling records and records personnel must always wear
appropriate Personal Protective Equipment when handling infectious records.

Records deemed infectious should be kept and accumulated within the wards.
Ideally, room/space should be assigned within the ward. The said room/space must
be regularly disinfected.

Records for transfer to the Records Section must be separated from frequently
accessed records. Records for transfer must be disinfected before packing in
boxes. The boxed records must not be accessed for at least five (5) days before
transferring to the Records Section.

The boxes themselves should also be disinfected before transferring to the Records
Section,

The Records Section staff must disinfect the transmittal records and the boxes
upon receiving.

Assign a separate area in the Records Section/Unit Repository for records deemed
infectious.

Assign specific personnel within the Records Section/Unit to receive and release
the said records.

The security of records and records information must be maintained at all times.

6" Floor, PPL Building, U.N. Avenuecor. San Marcelino Street, Paco, 1000 Manila
Tel. / Fax Nos.: (02)353-3192 » E-Mail: nationalarchives@nationalarchives.gov.ph
www.nationalarchives.gov.ph
'n

Disinfecting records
1. Disinfect records using 70%ethyl alcohol.

Ue
2. Maintain a distance of at least one (1) foot away from the records when spraying
to prevent the records from getting directly sprayed and wet. Allow ample time for
the records to completely dry.

Store the disinfected records in a well-ventilated and secured storage for at least
five (5) days. It is recommended that records exceed said time limit before their
consolidation and filing. One should be familiar with the survival times of infectious
agents to ensure that enough time is given before handling.

If records are wet or damp air drying or drying with an electric fan are also
recommended. Be sure to make provisions so that records are not blown away and
scattered.

Do not expose the records to the sun. Doing so may cause irreversible damage to
the records themselves.

Approved:

ctireda . MA
VICTORINO MAPA MANALO, CESE
Executive Director

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