Record Retention

DCSS-POL-08-16 v.3

 

1. OVERVIEW

1. The purpose of this policy is to provide staff and members of the public a working knowledge of the requirement to retain records in all cases for internal, historical, and legal purposes for a minimum of three years after the case is closed in accordance with federal and state regulations.

2. APPLICABILITY

1. This policy applies to all Arizona IV-D program staff performing Title IV-D services.

3. POLICY

1. The DCSS retains case records according to the DES Record Retention Schedule.

4. CRITERIA

1. The following administrations within the DCSS are assigned specific record retention schedule(s) to follow:

1. Child Support Operations (CSOA)

2. Systems and Automation (SAA)

3. Hospital Paternity Program (HPP)

4. Clearinghouse (BA)

These retention schedules may be found in the Custom Records Retention Schedule issued to the Arizona Department of Economic Security, on pages 9-12.

 

If case records are not listed or do not meet the criteria on the administration’s Record Retention Schedule, the DCSS will not submit those records to the DES Records Center.

5. PROCEDURE

1. This policy is supported by staff procedures, which identify how action related to this policy will be conducted, including responsibilities, time frames, and required actions.
2. Staff may access the procedures here

6. AUTHORITY

Federal Authority
45 C.F.R. § 75.361	Retention requirements for records.
45 C.F.R. § 302.15	Reports and maintenance of records.
45 C.F.R. § 303.11	Case closure criteria.

 

State Authority
A.R.S. § 39-101	Permanent public records; quality; storage; violation; classification
A.R.S. § 41-151.09	Depository of official archives
A.R.S. § 41-151.12	Records; records management; powers and duties of director; fees; records services fund
A.R.S. § 41-151.14	State and local public records management; violation; classification; definition
A.R.S. § 41-151.15	Preservation of public records
A.R.S. § 41-151.16	Production and reproduction of records by agencies of the state and political subdivisions; admissibility; violation; classification
D.E.S. 1-37-12	Records Management and Reports

Return to beginning of the Record Retention Policy

Policy Revision Date: 6/7/2023

Policy Review Date: 6/7/2023

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