Please STOP replying to all. Lee Ann Green, Clerk of Council Town of Leesburg 25 West Market Street Leesburg, VA 20176 703-771-2733 703-771-2727 (fax) Please be aware that correspondence sent by or to the Leesburg Town Council and Leesburg Town staff is subject to Virginia's Freedom of Information Act -----Original Message----- From: Virginia Records Officer's Listserv [mailto:[log in to unmask]] On Behalf Of Ambrose, Wanda (VDSS) Sent: Thursday, September 30, 2010 9:59 AM To: [log in to unmask] Subject: Re: Social Services Benefit case records Importance: Low What about if the case has been closed for 1 1/2 years and reopens. Are we required to keep the record in its entirety? What if a case never closes? How long do we keep the old records for? See how this can be tricky? Wanda Ambrose Administrative Office Manager Essex County Dept of Social Services PO Box 1004 Tappahannock VA 22560 (804)443-3561 (804)443-8254 Fax Disclaimer: The information contained in this e-mail is confidential and/or proprietary. The information transmitted herewith is intended only for use by the individual or entity to which it is addressed. If the reader of this message is not the intended recipient, you are hereby notified that any review, retransmission, dissemination, distribution, copying or other use of, or taking of any action in reliance upon this information is strictly prohibited. If you have received this communication in error, please contact the sender and delete the material from your computer. -----Original Message----- From: Virginia Records Officer's Listserv [mailto:[log in to unmask]] On Behalf Of Butts, Delsie (VDSS) Sent: Thursday, September 30, 2010 9:45 AM To: [log in to unmask] Subject: Re: Social Services Benefit case records Importance: Low From what I understand is if you have benefit records that have been closed for more than the 3 year requirement you can then destroy. The No 8 destruction is that if your records contain social security numbers, it must "be shredded, pulped or incinerated. If shredding, must use a cross-cut shredder that reduces paper to a size no wider than 3/8 inches." Delsie D. Butts Administrative Manager Frederick County DSS 107 N. Kent St., 3rd Floor Winchester, Va 22601 (540) 665-5688 x136 -----Original Message----- From: Virginia Records Officer's Listserv [mailto:[log in to unmask]] On Behalf Of Ambrose, Wanda (VDSS) Sent: Thursday, September 30, 2010 9:40 AM To: [log in to unmask] Subject: Re: Social Services Benefit case records Importance: Low Social Services Wanda Ambrose Administrative Office Manager Essex County Dept of Social Services PO Box 1004 Tappahannock VA 22560 (804)443-3561 (804)443-8254 Fax Disclaimer: The information contained in this e-mail is confidential and/or proprietary. The information transmitted herewith is intended only for use by the individual or entity to which it is addressed. If the reader of this message is not the intended recipient, you are hereby notified that any review, retransmission, dissemination, distribution, copying or other use of, or taking of any action in reliance upon this information is strictly prohibited. If you have received this communication in error, please contact the sender and delete the material from your computer. -----Original Message----- From: Virginia Records Officer's Listserv [mailto:[log in to unmask]] On Behalf Of Kasberger, Jeanne L. (DRS) Sent: Thursday, September 30, 2010 9:18 AM To: [log in to unmask] Subject: Re: Social Services Benefit case records Is this for Social Services agencies or DRS? Jeanne Kasberger, CPM, VCO Lease and Contracts Administrator Surplus Property Officer/Records Retention Officer Department of Rehabilitative Services 8004 Franklin Farms Drive Richmond, VA 23229 Office: 804.662.7399 FAX: 804.662.9525 -----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 compliance with No. 8 on the schedule cover page." Can someone shed some light on this subject? Thanks. 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