HL7 Personal Health Record System Functional Model, Release 2
2.0.1-ballot - Normative Ballot

HL7 Personal Health Record System Functional Model, Release 2, published by EHR WG. This guide is not an authorized publication; it is the continuous build for version 2.0.1-ballot built by the FHIR (HL7® FHIR® Standard) CI Build. This version is based on the current content of https://github.com/HL7/phrsfm-ig/ and changes regularly. See the Directory of published versions

: RI.1.2.2 Manage Record Entries for Legal Hold (Function) - JSON Representation

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{
  "resourceType" : "Requirements",
  "id" : "PHRSFMR2-RI.1.2.2",
  "meta" : {
    "profile" : [
      🔗 "http://hl7.org/ehrs/uv/phrsfmr2/StructureDefinition/FMFunction"
    ]
  },
  "text" : {
    "status" : "extensions",
    "div" : "<div xmlns=\"http://www.w3.org/1999/xhtml\">\n    <span id=\"description\"><b>Statement <a href=\"https://hl7.org/fhir/versions.html#std-process\" title=\"Normative Content\" class=\"normative-flag\">N</a>:</b> <div><p>Manage/Preserve Record Entries for Legal Hold (Multiple instances)</p>\n</div></span>\n\n    \n    <span id=\"purpose\"><b>Description <a href=\"https://hl7.org/fhir/versions.html#std-process\" title=\"Informative Content\" class=\"informative-flag\">I</a>:</b> <div><p>Occurs when a set of Record Entries is designated to be held for legal purposes or proceedings.</p>\n<ul>\n<li>Ensures preservation of a set of Record Entries for a designated time, held without alteration.</li>\n</ul>\n</div></span>\n    \n\n    \n    \n    \n\n    \n    <span id=\"requirements\"><b>Criteria <a href=\"https://hl7.org/fhir/versions.html#std-process\" title=\"Normative Content\" class=\"normative-flag\">N</a>:</b></span>\n    \n    <table id=\"statements\" class=\"grid dict\">\n        \n        <tr>\n            <td style=\"padding-left: 4px;\">\n                \n                <span>RI.1.2.2#01</span>\n                \n            </td>\n            <td style=\"padding-left: 4px;\">\n                \n                \n                \n                <span>SHALL</span>\n                \n            </td>\n            <td style=\"padding-left: 4px;\" class=\"requirement\">\n                \n                <span><div><p>The system SHALL conform to function <a href=\"Requirements-PHRSFMR2-RI.1.1.23.html\">RI.1.1.23</a> (Place Record Entries on Legal Hold).</p>\n</div></span>\n                \n                \n            </td>\n        </tr>\n        \n        <tr>\n            <td style=\"padding-left: 4px;\">\n                \n                <span>RI.1.2.2#02</span>\n                \n            </td>\n            <td style=\"padding-left: 4px;\">\n                \n                \n                \n                <span>SHALL</span>\n                \n            </td>\n            <td style=\"padding-left: 4px;\" class=\"requirement\">\n                \n                <span><div><p>The system SHALL conform to function <a href=\"Requirements-PHRSFMR2-RI.1.1.24.html\">RI.1.1.24</a> (Release Record Entries from Legal Hold).</p>\n</div></span>\n                \n                \n            </td>\n        </tr>\n        \n        <tr>\n            <td style=\"padding-left: 4px;\">\n                \n                <span>RI.1.2.2#03</span>\n                \n            </td>\n            <td style=\"padding-left: 4px;\">\n                \n                \n                \n                <span>SHALL</span>\n                \n            </td>\n            <td style=\"padding-left: 4px;\" class=\"requirement\">\n                \n                <span><div><p>The system SHALL provide the ability to control access to data/records during legal hold, preventing un-auditable alteration or unauthorized use for preservation purposes.</p>\n</div></span>\n                \n                \n            </td>\n        </tr>\n        \n        <tr>\n            <td style=\"padding-left: 4px;\">\n                \n                <span>RI.1.2.2#04</span>\n                \n            </td>\n            <td style=\"padding-left: 4px;\">\n                \n                <i>dependent</i>\n                \n                \n                \n                <span>SHALL</span>\n                \n            </td>\n            <td style=\"padding-left: 4px;\" class=\"requirement\">\n                \n                <span><div><p>The system SHALL provide the ability to maintain records beyond normal retention period according to scope of practice, organizational policy, and/or jurisdictional law.</p>\n</div></span>\n                \n                \n            </td>\n        </tr>\n        \n        <tr>\n            <td style=\"padding-left: 4px;\">\n                \n                <span>RI.1.2.2#05</span>\n                \n            </td>\n            <td style=\"padding-left: 4px;\">\n                \n                \n                \n                <span>SHOULD</span>\n                \n            </td>\n            <td style=\"padding-left: 4px;\" class=\"requirement\">\n                \n                <span><div><p>The system SHOULD provide the ability to capture the reason for preserving records beyond the normal retention period.</p>\n</div></span>\n                \n                \n            </td>\n        </tr>\n        \n        <tr>\n            <td style=\"padding-left: 4px;\">\n                \n                <span>RI.1.2.2#06</span>\n                \n            </td>\n            <td style=\"padding-left: 4px;\">\n                \n                \n                \n                <span>SHOULD</span>\n                \n            </td>\n            <td style=\"padding-left: 4px;\" class=\"requirement\">\n                \n                <span><div><p>The system SHOULD provide the ability to render a legal hold notice identifying who to contact for questions when a user attempts to alter a record on legal hold.</p>\n</div></span>\n                \n                \n            </td>\n        </tr>\n        \n        <tr>\n            <td style=\"padding-left: 4px;\">\n                \n                <span>RI.1.2.2#07</span>\n                \n            </td>\n            <td style=\"padding-left: 4px;\">\n                \n                \n                \n                <span>MAY</span>\n                \n            </td>\n            <td style=\"padding-left: 4px;\" class=\"requirement\">\n                \n                <span><div><p>The system MAY provide the ability to render Record Entry content preserved for a legal hold by type, class or encounter (e.g., medical Record Entry or report, e-mail, metadata, etc.), conforming to function <a href=\"Requirements-PHRSFMR2-RI.1.1.13.html\">RI.1.1.13</a> (Extract Record Entry Content).</p>\n</div></span>\n                \n                \n            </td>\n        </tr>\n        \n    </table>\n</div>"
  },
  "extension" : [
    {
      "url" : "http://hl7.org/fhir/StructureDefinition/structuredefinition-wg",
      "valueCode" : "ehr"
    }
  ],
  "url" : "http://hl7.org/ehrs/uv/phrsfmr2/Requirements/PHRSFMR2-RI.1.2.2",
  "version" : "2.0.1-ballot",
  "name" : "RI_1_2_2_Manage_Record_Entries_for_Legal_Hold",
  "title" : "RI.1.2.2 Manage Record Entries for Legal Hold (Function)",
  "status" : "active",
  "date" : "2025-08-29T14:03:44+00:00",
  "publisher" : "EHR WG",
  "contact" : [
    {
      "telecom" : [
        {
          "system" : "url",
          "value" : "http://www.hl7.org/Special/committees/ehr"
        }
      ]
    }
  ],
  "description" : "Manage/Preserve Record Entries for Legal Hold (Multiple instances)",
  "purpose" : "Occurs when a set of Record Entries is designated to be held for legal purposes or proceedings.\r\n- Ensures preservation of a set of Record Entries for a designated time, held without alteration.",
  "statement" : [
    {
      "extension" : [
        {
          "url" : "http://hl7.org/ehrs/uv/phrsfmr2/StructureDefinition/requirements-dependent",
          "valueBoolean" : false
        }
      ],
      "key" : "PHRSFMR2-RI.1.2.2-01",
      "label" : "RI.1.2.2#01",
      "conformance" : [
        "SHALL"
      ],
      "conditionality" : false,
      "requirement" : "The system SHALL conform to function [RI.1.1.23](Requirements-PHRSFMR2-RI.1.1.23.html) (Place Record Entries on Legal Hold)."
    },
    {
      "extension" : [
        {
          "url" : "http://hl7.org/ehrs/uv/phrsfmr2/StructureDefinition/requirements-dependent",
          "valueBoolean" : false
        }
      ],
      "key" : "PHRSFMR2-RI.1.2.2-02",
      "label" : "RI.1.2.2#02",
      "conformance" : [
        "SHALL"
      ],
      "conditionality" : false,
      "requirement" : "The system SHALL conform to function [RI.1.1.24](Requirements-PHRSFMR2-RI.1.1.24.html) (Release Record Entries from Legal Hold)."
    },
    {
      "extension" : [
        {
          "url" : "http://hl7.org/ehrs/uv/phrsfmr2/StructureDefinition/requirements-dependent",
          "valueBoolean" : false
        }
      ],
      "key" : "PHRSFMR2-RI.1.2.2-03",
      "label" : "RI.1.2.2#03",
      "conformance" : [
        "SHALL"
      ],
      "conditionality" : false,
      "requirement" : "The system SHALL provide the ability to control access to data/records during legal hold, preventing un-auditable alteration or unauthorized use for preservation purposes."
    },
    {
      "extension" : [
        {
          "url" : "http://hl7.org/ehrs/uv/phrsfmr2/StructureDefinition/requirements-dependent",
          "valueBoolean" : true
        }
      ],
      "key" : "PHRSFMR2-RI.1.2.2-04",
      "label" : "RI.1.2.2#04",
      "conformance" : [
        "SHALL"
      ],
      "conditionality" : false,
      "requirement" : "The system SHALL provide the ability to maintain records beyond normal retention period according to scope of practice, organizational policy, and/or jurisdictional law."
    },
    {
      "extension" : [
        {
          "url" : "http://hl7.org/ehrs/uv/phrsfmr2/StructureDefinition/requirements-dependent",
          "valueBoolean" : false
        }
      ],
      "key" : "PHRSFMR2-RI.1.2.2-05",
      "label" : "RI.1.2.2#05",
      "conformance" : [
        "SHOULD"
      ],
      "conditionality" : false,
      "requirement" : "The system SHOULD provide the ability to capture the reason for preserving records beyond the normal retention period."
    },
    {
      "extension" : [
        {
          "url" : "http://hl7.org/ehrs/uv/phrsfmr2/StructureDefinition/requirements-dependent",
          "valueBoolean" : false
        }
      ],
      "key" : "PHRSFMR2-RI.1.2.2-06",
      "label" : "RI.1.2.2#06",
      "conformance" : [
        "SHOULD"
      ],
      "conditionality" : false,
      "requirement" : "The system SHOULD provide the ability to render a legal hold notice identifying who to contact for questions when a user attempts to alter a record on legal hold."
    },
    {
      "extension" : [
        {
          "url" : "http://hl7.org/ehrs/uv/phrsfmr2/StructureDefinition/requirements-dependent",
          "valueBoolean" : false
        }
      ],
      "key" : "PHRSFMR2-RI.1.2.2-07",
      "label" : "RI.1.2.2#07",
      "conformance" : [
        "MAY"
      ],
      "conditionality" : false,
      "requirement" : "The system MAY provide the ability to render Record Entry content preserved for a legal hold by type, class or encounter (e.g., medical Record Entry or report, e-mail, metadata, etc.), conforming to function [RI.1.1.13](Requirements-PHRSFMR2-RI.1.1.13.html) (Extract Record Entry Content)."
    }
  ]
}