Florida assisted living facilities must keep a discharged resident's records for a required retention period after discharge. This obligation continues even after the resident leaves the facility and their file moves into long-term storage.
Facilities need a clear, written records retention policy that covers exactly where discharged files are stored, in what format, and for how long they must be kept before disposal. This keeps records accessible if AHCA, a family member, or another authorized party needs them later.
Administrators should audit their records storage practices on a regular schedule rather than only when a request arrives. Following the retention rule protects the facility during inspections and supports continuity of care if a former resident returns or needs their history retrieved. A written policy also helps new staff handle records requests correctly.
A resident is discharged from your facility and your storage area for discharged resident’s records is running out of space. To resolve this issue, you would like to get rid of some records. How long must the facility keep resident records?
The regulation states that once a resident is discharged from your ALF, the facility is required to keep the resident’s file for two years. However, the facility contract has to be kept for five years. In order to comply with this regulation, if you want to shred the whole resident file including the resident contract, you must wait five years.
