Wanda  the way Anita explained it to us at one of the BPRO conferences
is this

 

Open records-you may purge according to the guidance manual for each
program which tells you what must be retained for 3 years

      Snap part I page 6 & 7

      TANF Section 100.4

      Medicaid  M110.114

 

Closed cases-must retain all information for 3 years after the date of
closure.  Once you pass the three year mark with no activity of any kind
on the case, the entire record may be purged.

 

While the case is open, all volumes are considered open and information
older than three years old can be purged.

 

If the case is opening and closing as many of ours do, play it safe and
only purge information older than 3 years old following the guidelines
in policy about what must be retained.  

 

Some parts of the record may have to be retained for longer-claims,
SNAPet Sanction notices etc. follow policy for the length of time these
items may need to be retained.

 

Hope this helps.

 

Nancy Jackson 

Benefit Programs Supervisor

Charlottesville DSS

[log in to unmask]

(434) 970-3576 

 

 

-----Original Message-----
From: Virginia Records Officer's Listserv
[mailto:[log in to unmask]] On Behalf Of Wanda Ambrose
Sent: Thursday, September 30, 2010 9:05 AM
To: [log in to unmask]
Subject: Social Services Benefit case records

 

I am trying to understand the records retention policy for our benefit
records 

(SNAP, Medicaid, TANF).  How long do we actually keep the record for?
It 

states on  GS 15 "Retain 3 years after case closure then destroy in
complaince 

with No. 8 on the schedule cover page."  Can someone shed some light on
this 

subject?  Thanks.

 

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