Utah Department of Administrative Services

Division of Archives & Records Service

Family Support Records

 

 

5-1. CLIENT CASE FILES

These are complete case histories of clients receiving services provided by or through a Family Support office (OFS). Programs are funded by the Department of Human Services and/or local discretionary funds.

RETENTION

Retain for 5 years and then destroy.

APPRAISAL

This disposition is based on the administrative needs expressed by the agency.

SUGGESTED PRIMARY CLASSIFICATION

Private.

SUGGESTED SECONDARY CLASSIFICATION

Controlled: UCA 63G-2-304 (2008)

 

5-2. HOME ENERGY ASSISTANCE TARGET PROGRAM CASE FILES (HEAT)

These are verifications for home energy assistance. The Office of Family Support gathers information from clients in order to verify and determine eligibility for home energy assistance.

RETENTION

Retain for 3 years and then destroy.

APPRAISAL

This disposition is based on the administrative needs expressed by the agency for the purpose of conducting audits.

SUGGESTED PRIMARY CLASSIFICATION

Private.

 

5-3. DAY CARE CENTER LICENSING FILES

These are licensing and inspection files of centers that provide care and supervision of children under the age of fourteen for more than four but less than twenty-four hours a day for a fee.

RETENTION

Retain for 8 years and then destroy.

APPRAISAL

This disposition is based on the administrative needs expressed by the agency.

SUGGESTED PRIMARY CLASSIFICATION

Public.

SUGGESTED SECONDARY CLASSIFICATION

Private: UCA 63G-2-302 (2008)

 

5-4. FAMILY DAY CARE LICENSING FILES

These are licensing histories of family day care providers. Family day care licensors create these records and use them to complete background reports and histories of providers. These files are also used when a provider case is reopened by the Department of Human Services, Office of Family Support.

RETENTION

Retain for 8 years and then destroy.

APPRAISAL

This disposition is based on the administrative needs expressed by the agency.

SUGGESTED PRIMARY CLASSIFICATION

Private.

SUGGESTED SECONDARY CLASSIFICATION

Controlled: UCA 63G-2-304 (2008)

 

5-5. SELF SUFFICIENCY/CHILD CARE ELIGIBILITY CASE FILES

These files are used to monitor Family Support client cases and their progress. They also document the self sufficiency and income eligible child care programs.

RETENTION

Retain for 5 years and then destroy.

APPRAISAL

This disposition is based on the administrative needs expressed by the agency.

SUGGESTED PRIMARY CLASSIFICATION

Private.

SUGGESTED SECONDARY CLASSIFICATION

Controlled: UCA 63G-2-304 (2008)

 

5-6. DAY CARE CASE FILES

These files document assistance provided to clients for day care services. Clients must meet eligibility requirements as outlined by the federal government and the State of Utah.

RETENTION

Retain for 5 years and then destroy.

APPRAISAL

This disposition is based on the administrative needs expressed by the agency.

SUGGESTED PRIMARY CLASSIFICATION

Private.

SUGGESTED SECONDARY CLASSIFICATION

Controlled: UCA 63G-2-304 (2008)

 

5-7.CHECK ISSUANCE CASE FILES

These are payments to clients receiving benefits from programs offered by the department. These payments are for day care, subsistence, child care, and housing.

RETENTION

Retain for 3 years and then destroy.

APPRAISAL

This disposition is based on the administrative needs expressed by the agency for the purpose of conducting audits.

SUGGESTED PRIMARY CLASSIFICATION

Private.

 

5-8.FOOD STAMP CASE FILES

These are files that show the distribution of food stamps to eligible clients. Clients must pass a needs test and meet income standards set by both the federal government and State of Utah.

RETENTION

Retain for 2 years and then destroy.

APPRAISAL

This disposition is based on the Food Stamp Intergovernmental Schedule completed in 1995.

SUGGESTED PRIMARY CLASSIFICATION

Private.

 

5-9. PRESCRIPTION DRUG CLAIMS

These are prescription drug claims from clients receiving assistance through the Department of Human Services, Office of Family Support. Clients must meet income and medical eligibility requirements set by federal and state governments.

RETENTION

Retain for 5 years and then destroy.

APPRAISAL

This disposition is based on the administrative needs expressed by the agency for the purpose of conducting audits.

SUGGESTED PRIMARY CLASSIFICATION

Private.

 

5-10. MEDICAL EXCESS PAYMENT RECORDS

These are overpayments for medical expenses incurred by clients through the medicaid program. The Office of Recovery Services maintains the original paperwork on excessive payments and is responsible for collecting overpayments from clients. The Office of Family Support is notified by Recovery Services when action is pending on a collection matter.

RETENTION

Retain by Office of Recovery Services for 3 years and then destroy.

APPRAISAL

This disposition is based on the administrative needs expressed by the agency for conducting audits.

SUGGESTED PRIMARY CLASSIFICATION

Private.

 

5-11. PROVIDER FILES

These files document services provided for programs offered by the department. Participants are required to meet eligibility requirements outlined by the State of Utah.

RETENTION

Retain for 5 years and then destroy.

APPRAISAL

This disposition is based on the administrative needs expressed by the agency.

SUGGESTED PRIMARY CLASSIFICATION

Private.

 

5-12. PROVIDER BILLING FILES

These are billings issued to day care providers for services provided to the Office of Family Support.

RETENTION

Retain by Department of Finance for 3 years and then destroy.

APPRAISAL

This disposition is based on the administrative needs expressed by the agency for the purpose of conducting audits.

SUGGESTED PRIMARY CLASSIFICATION

Private.

 

5-13. MEDICAL CARDS

Cards issued to clients receiving medical care for medicaid services offered through the Office of Family Support.

RETENTION

Retain for 5 years and then destroy.

APPRAISAL

This disposition is based on the administrative needs expressed by the agency.

SUGGESTED PRIMARY CLASSIFICATION

Private.

 

5-14. VOIDED MEDICAL CARDS

Cards that have been voided by the Office of Family Support.when overpayments are discovered, fraud is evident, or the client has been declared ineligible for benefits.

RETENTION

Retain by Human Services, Finance for 5 years and then destroy.

APPRAISAL

This disposition is based on the administrative needs expressed by the agency for the purpose of conducting audits.

SUGGESTED PRIMARY CLASSIFICATION

Private.

 

5-15. TRANSMITTAL RECORDS

These are transmittals for checks and cash deposited into Human Services divisional and regional Financial Information Resource Management Services (FIRMS) accounts. Deposits are made by low organizational number and include deposits with the State Treasurer, transmittal date, department number, collection number, description number, account number, totals, copies of checks and receipts, services request, and billing forms.

RETENTION

Retain by Department of Finance for 3 years and then destroy.

APPRAISAL

This disposition is based on the administrative needs expressed by the agency for the purpose of conducting audits.

SUGGESTED PRIMARY CLASSIFICATION

Public.

 

5-16. SINGLE PARENT EMPLOYMENT PROGRAM FILES

These files document a demonstration program initiated by the Department of Human Services, Office of Family Support to assist single parents obtain gainful employment. This program has an initial life of five years although if successful may be extended. The program was initiated in 1992.

RETENTION

Retain for 6 years and then destroy.

APPRAISAL

This disposition is based on the administrative needs expressed by the agency for conducting audits.

SUGGESTED PRIMARY CLASSIFICATION

Private.

SUGGESTED SECONDARY CLASSIFICATION

Controlled: UCA 63G-2-304 (2008)