IACUC Ongoing Training
Dr. Newt McNewbie had their first protocol approved; the lab has completed training and are ready to start their research using rodent models, including conducting surgical procedures. The laboratory has reviewed the Policy on Medical Records for Rodents, which indicates that an investigator rodent health record (pink card) must be maintained at the cage level and include the surgery type, pre- and postoperative analgesic administration and suture or wound clip removal (if applicable). At a minimum, analgesic information must include the drug name, date, time, dose and route, and any monitoring as required by the animal study protocol. What should the laboratory do with the pink cards once the study is concluded?
A. Throw the pink cards away without making a copy
B. Keep them in a box in the laboratory for at least three years
C. Scan them into the laboratory digital notebook for at least three years, and dispose of the originals
D. B or C is acceptable
Dr. Newt McNewbie had their first protocol approved; the lab has completed training and are ready to start their research using rodent models, including conducting surgical procedures. The laboratory has reviewed the Policy on Medical Records for Rodents, which indicates that an investigator rodent health record (pink card) must be maintained at the cage level and include the surgery type, pre- and postoperative analgesic administration and suture or wound clip removal (if applicable). At a minimum, analgesic information must include the drug name, date, time, dose and route, and any monitoring as required by the animal study protocol. What should the laboratory do with the pink cards once the study is concluded?
A. Throw the pink cards away without making a copy
B. Keep them in a box in the laboratory for at least three years
C. Scan them into the laboratory digital notebook for at least three years, and dispose of the originals
D. B or C is acceptable
Learner Feedback: The correct answer is D. Per the Policy on Medical Records for Rodents, clinical care notations must be retained for at least 3 years and available upon request of the IACUC or veterinarian. The 3-year retention period is based on the PHS Policy on the Humane Care and Use of Laboratory Animals IV.E.2 which states:
All records shall be maintained for at least three years; records that relate directly to applications, proposals, and proposed significant changes in ongoing activities reviewed and approved by the IACUC shall be maintained for the duration of the activity and for an additional three years after completion of the activity. All records shall be accessible for inspection and copying by authorized OLAW or other PHS representatives at reasonable times and in a reasonable manner.
The laboratory should confirm with their funding agency if they have any additional record retention requirements.
Answer A is incorrect as disposing of the records without proper backups destroys research information that is needed not just for regulatory requirements but could be important for publication.
Bonus Tip: If the minimum requirements per the Policy on Medical Records for Rodents are being met as listed above, and there are no additional pink card documentation requirements specified in the protocol, clinical care notations may be kept in a laboratory data management system (e.g. paper or digital laboratory notebook). However, these records must be retained as above and be available for IACUC or veterinary review.