Records Dispositioning Process

30.30.3 - Records Dispositioning Process (Rev. 13718; Issued: 04-10-26; Effective: 05-11-26; Implementation: 09-14-26) In accordance with 36 CFR § 1226.14 and as part of the Annual Report of Medicare Records, each calendar year contractors must review their file plans, complete comprehensive records inventories for both physical and electronic records, and identify records eligible for destruction. CMS will provide a template for annual reporting purposes. Contractors are required to complete an annual records management reporting process using CMS-provided templates. The process involves submitting three completed worksheets through the Annual Report Template (see Exhibit B), followed by a structured approval process that includes COR/RLO review with Division Director authorization, CMS Records Retention mailbox submission, RIM staff verification, and final CMS Records Officer approval. Once approved, contractors have 90 days to begin project execution. Vendors have flexibility in scheduling the destruction of authorized records but must maintain complete documentation of the destruction process. MACs shall inform CMS upon completion of destruction projects, with details included in the annual report. This streamlined system ensures federal compliance under 36 CFR regulations while maintaining proper oversight of Medicare program records disposition, with the critical requirement that no records may be destroyed without explicit CMS Records Officer approval. Annual Review Requirements In accordance with 36 CFR § 1226.14, at the beginning of each calendar year, contractors shall: 1. Review the FILE PLAN worksheet tab 2. Complete the RECORDS INVENTORY worksheet tab for all physical and electronic records 3. Complete the REQUEST FOR RECORDS DISPOSAL worksheet tab listing records eligible for destruction 4. Submit all worksheets in the Annual Report Template (Exhibit B). MACs must inform CMS upon completion of destruction projects, with details included in the annual report. Destruction Process In accordance with 36 CFR § 1228.170(b): 1. Authorization Period: Once approved, contractors have 90 days to begin project execution. MACs should inform CMS upon completion of destruction projects, with details included in the annual report. 2. Documentation: Destruction supervisor shall document destruction date, signature, official title, and return final authorization to CMS Records Retention mailbox.