RR: 9 Disposal of Program Records

Effective Date: 05/04 Downloads: PDF Version    Revised Date: 06/13
   

Policy

To ensure that complete records are retained for client and review purposes and to comply with USDA and HIPAA guidelines.

 

Procedure

All records are to be retained for a minimum of 3 ½ years following the submission of the final expenditure report for the period to which the reports pertain. Prior written approval from the State agency shall be obtained before any financial or program records are destroyed prior to this date.

Exceptions:

  1. The records shall be retained beyond the 3 ½ -year period if reiew findings have not been resolved.
  2. All documentation related to an individuals’ protected health information must be maintained for a period of 6 calendar years from date of final action. This includes all participant records.

Records

Types of records that must be retained include, but are not limited to the following:

A.  Certification

B.  Report of operations

C.  Nevada WIC Bulk EBT Card Stock Inventory Log

D.  Vendor information

E.  Nutrition education

F.  Nevada WIC EBT Card Issuance Inventory Log

G.  Participation log

H.  Sample formula log