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
(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.
To UNSUBSCRIBE, change options, or subscribe, please see the
instructions
at http://listlva.lib.va.us/archives/va-rol.html
(If using Netscape, must have version 6.1 or higher to view the above
page)