Dispensary Recordkeeping

VTH Policy # Pharm613

Implementation Date: 10/2021

Date of Last Revision: 3/6/2023

Next Review Due: 5/2023


Reviewed by VTH Administrative Team: 10/2021

Reviewed by VTH Board: N/A


Reviewed by Legal Counsel: N/A

Reviewed by Biosecurity Subcommittee: N/A

Subject to modification by the VTH Director without approval.


To describe how dispensary records are maintained, this covers all documentation generated by the VTH Dispensary or VMSC. All paper records are maintained for 7 years. After 1 year, the records are moved from the dispensary to Medical Records for storage.


  • All paper records are filed and placed into record boxes marked with what the box contains and when it should be discarded. 
  • The boxes from the previous year are stored in the dispensary. 
  • At the beginning of each year, the previous year’s boxes are moved to medical records for storage until their discard date.

Procedure (if applicable)

  1. Paper records shall be stored for a total of 7 years. 
  2. After 1 year, the records that are in the dispensary will be moved to medical records for storage.
  3. All files will be kept in boxes and labeled accordingly.

Definitions (if applicable)

Veterinary Teaching Hospital (VTH): The collective clinical services of the Large Animal Clinic, Midwest Equine, the Small Animal Clinic, and the Veterinary Medicine South Clinic.


Keywords:pharmacy, dispensary, record, keeping, med rec, storage, maintain, documentation, discard, stored   Doc ID:124602
Owner:Jenny C.Group:University of Illinois College of Veterinary Medicine Teaching Hospital
Created:2023-03-06 17:11 CDTUpdated:2023-03-06 17:23 CDT
Sites:University of Illinois College of Veterinary Medicine Teaching Hospital
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