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Human Subjects Division (HSD)


Medical Records Review Form Substantially Revised!

Aug 13, 2012 at 8:37am
If you will be conducting research that only involves identifiable biological specimens and/or data, a substantially revised form with new guidance has been created titled: Use of Identifiable Specimens/Data. These replace the old "Medical Records Review" form and instructions. The form is limited to researchers who are not directly interacting with people, but who are reviewing identifiable private information about individuals and/or analyzing identifiable specimens. When should you complete this application? Here are some examples of projects that involve review of identifiable information or specimens (either retrospective or prospective) that are appropriate for this form:
  • medical records;
  • protected health information (PHI);
  • employment data;
  • study records;
  • pathology specimens;
  • data and/or specimens from a repository.
The deployment of a revised Use of Identifiable Specimens/Data form and guidance will involve a beta-testing phase:
Step 1 - Friday, 8/10/2012 - a PDF version of the Use of Identifiable Specimens/Data will be made available for beta-testing, along with the guidance document.
Step 2– Friday, 8/10/12 through Thursday, 11/15/12 – Please direct comments/questions about the form to hsdinfo@uw.edu
Step 3 - Friday, 11/30/2012 (target date) – All received comments will be incorporated. A finalized PDF form and guidance will be made available.
The form is available on the HSD website:
and should be used in direct conjunction with the guidance:

As of December 31, 2012, HSD will no longer accept the old "Medical Records Review" form.

Please direct any questions about the form to hsdforms@uw.edu.