§ 2050.16. Record retention and disposition.
(a) Providers shall retain all client files; rejected application forms; information and referral logs; and books, records, and other fiscal and administrative documents pertaining to expenditures which are reimbursed through the Adult Services Block Grant for one of the following time periods, whichever occurs last:
(1) For a period of 4 years from the end of the fiscal year in which all adult services activities are terminated.
(2) Until the completion of an audit for compliance with adult services requirements which audit was begun, but not completed, at the end of the 4-year period specified in paragraph (1).
(3) Until audit findings not resolved at the end of the 4-year period specified in paragraph (1) have been resolved.
(b) A county may require its providers to comply with both of the following paragraphs:
(1) Transfer to the adult services administering agency designated by the county of all client records, rejected application forms, and information and referral logs if either of the following subparagraphs apply:
(i) The client is no longer receiving the adult service furnished by the provider.
(ii) The agency, organization or individual is no longer providing adult services.
(2) Upon meeting the requirements in subsection (a), contact the county in writing before destroying client records, rejected application forms, and information and referral logs.
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