Archives and Records Management
The Mount Sinai Archives and Records Management program, a unit of Mount Sinai’s Academic Informatics and Technology Department, serves the Icahn School of Medicine at Mount Sinai community by:
- Identifying the appropriate retention for all records created and maintained throughout the Mount Sinai Health System, regardless of their format.
- Helping departments to manage records throughout their lifecycle, including the appropriate disposition at the end of that cycle.
- Ensuring the permanent retention in the Mount Sinai Archives of all records of enduring value.
- Answering questions and providing resources in a variety of formats related to Mount Sinai’s history.
The Mount Sinai Archives is charged with identifying, collecting, preserving, and making available documentary evidence relating to The Mount Sinai Hospital (1852- ), The Mount Sinai Medical Center (1969-2013), and the Mount Sinai School of Medicine (1963-2012), which became the Icahn School of Medicine at Mount Sinai in December 2012. There is also an extensive collection of material relating to The Mount Sinai Hospital School of Nursing (1881-1971). The information in the Archives is used to answer questions of a historical nature, as well as to provide a resource to support current activities at Mount Sinai.
Records in the Archives are available for use by anyone with a defined research goal or with a need for non-restricted information in the collection. Access to portions of the files may be restricted by the donor or the Archives depending on the nature of the material. See the Research Policies section below for more specific information.
The Records Management Program is part of the Archives and Records Management Division of the Academic Informatics and Technology Department and serves the entire Mount Sinai Health System, including the Icahn School of Medicine at Mount Sinai. We assist employees throughout the Health System in managing records throughout the entire lifecycle: from creation or receipt, through the use and maintenance stage, until final disposition either to destruction or permanent retention in the Mount Sinai Archives.
More detailed information on the program is available to Health System employees through the Mount Sinai Intranet.
If you are seeking information regarding medical records, please contact the hospital or office where treatment was received.
The Mount Sinai Archives contains archival records in many different formats that cover 1,200 feet of space. The Collection Guides page includes inventories of some of the archival and manuscript collections that have been made available to date. Descriptions of archival collections, including the Mount Sinai Oral History Collection, may also be found in the Levy Library online catalog. Materials containing information on patients, employees, or students, as well as recent administrative records, are restricted. Please consult the Archives directly with questions about the collection.
A growing amount of Mount Sinai records of permanent historical value are created and managed digitally. The Mount Sinai Archives works to collect records created in digital format and to make its existing holdings available digitally. The Digital Collections page includes access to the Mount Sinai Archives Digital Repository, Image Database, and the digitized Audio Visual Collection.
The Mount Sinai Archives is making available selected publications that feature the history of The Mount Sinai Hospital and the Icahn School of Medicine at Mount Sinai.
The Mount Sinai Archives is committed to making research material available to users on equal terms of access. This is in accordance with the standard professional policy on access adopted jointly by the Society of American Archivists and the American Library Association.
Equal access does not mean that all materials are open to research use. Our responsibility is to balance the researcher's need for access with the need for confidentiality of the persons and the institutions whose activities are reflected here. To that end, please review the General Archive Access Policy. Of particular concern is the unauthorized access to Personal Health Information (PHI) that may be found in the Archives collections. A policy on Access to PHI in the Archives, Policy ACS-H.42, has been written outlining how the Archives will protect against unwarranted access to this restricted information. Further, to acknowledge understanding that even unrestricted records may contain protected health information, researchers from outside Mount Sinai must also read and sign the Archives Access Agreement Form.
Please contact the Mount Sinai Archives directly with any questions about pursuing research in The Mount Sinai Archives.
The Mount Sinai Archives and Records Management Program provides the following services:
- Answering questions about the history of Mount Sinai and its many departments and activities
- Assisting researchers and scholars in using the Archives' collections
- Digitizing archival material and providing online access to the digital collections
- Providing images for use in presentations, publications, and displays
- Reviewing files to ascertain appropriate retention periods, allowing non-current records of little value to be discarded, saving storage space and costs
- Serving as a liaison between off-site storage vendors and Mount Sinai departments to ensure smooth service
- Preparing outreach efforts such as exhibits of archival material, blog posts, lobby slides, walking tours of campus, etc. to make the past more readily available to the entire Mount Sinai community
The Archives collects a variety of material to document how Mount Sinai carries out its missions of patient care, education, research, and community service. Records are preserved in paper and digital format.
The following is a partial list of the types of records that the Mount Sinai Archives collects:
- Records of the Boards of the Mount Sinai corporations, including agenda, minutes, correspondence, and reports
- Records of the Offices of the President of the Mount Sinai Health System, the Dean of the Icahn School of Medicine at Mount Sinai, and the President of The Mount Sinai Hospital, including subject files, reports, correspondence, and minutes
- Accreditation reports and supporting documentation
- Materials documenting patient care, including nursing policy and procedure manuals
- Information regarding labor relations, including handbooks, orientation manuals, employee recognition programs, union contracts, and policy manuals
- Departmental records, including subject files, committee minutes, memoranda, lecture notes, syllabi, policy and procedure manuals, and the office files of the department head/system chair
- Minutes, memoranda, publications and reports of all major academic, hospital and administrative committees, including the Medical Board, their subcommittees, ad hoc committees, and search committees
- Annual budgets and audit reports
- Planning documents
- Records of the Marketing, Public Affairs and Development offices, including fundraising publications, internal publications, press releases, biographical files, and donor files
- Records of student organizations and activities
- All extant records of now defunct organizations, including The Mount Sinai Hospital School of Nursing, the Neustadter Convalescent Center, the Mount Sinai Foundation, Astoria General Hospital, and Western Queens Community Hospital
- Audiovisual materials documenting the development of Mount Sinai, such as photographs, negatives, sound recordings, slides, films, and video tapes in analog and digital form
- Laboratory records relating to the existence and function of the labs, including annual reports, lab manuals, staff lists, patent files, grant and contract proposals, newsletters, and protocols