Standard Retention Periods - Microfilmed Claims

30.40.2 - Standard Retention Periods - Microfilmed Claims (Rev. 38, Issued: 05-26-06, Effective: 06-26-06, Implementation: 06-26-06) Contractors keep each permanent claims records file segment for a period of not less than 6 months or more than 1 1/2 years after the segment has been closed. The contractor bases the selection of a retention period on its experience with the rate and frequency of reference and other criteria. It also should avoid too early transfer to the storage facility, which could result in volume recalls and delays. The contractor bases the exact length of the retention period on its needs and on the arrangements worked out with the storage facility. The following examples of segment accumulation and retention periods demonstrate some of the ways in which these periods can vary. EXAMPLES: Segment Files Accumulation Period Retention Period Transfer a. 6 months 7/1/05 - 12/31/05 6 months 7/1/06 1/1/06 - 6/30/06 6 months 1/1/07 1/1/06 - 6/30/06 12 months 7/1/06 1/1/06 - 6/30/06 18 months 1/1/07 b. 9 months 7/1/05 - 3/31/06 6 months 10/1/06 7/1/05 - 3/31/06 12 months 4/1/07 7/1/05 - 3/31/06 18 months 10/1/07 c. 12 months 1/1/05 - 12/31/05 6 months 7/1/06 1/1/05 - 12/31/05 12 months 1/1/07 1/1/05 - 12/31/05 18 months 7/1/07 d. 18 months 1/1/05 - 6/30/07 6 months 1/1/08 1/1/05 - 6/30/07 12 months 7/1/08 1/1/05 - 6/30/07 18 months 1/1/09 Accumulation Period Retention Period Transfer e. 2 years 7/1/05 - 6/30/07 6 months 1/1/08 7/1/05 - 6/30/07 12 months 7/1/07 7/1/05 - 6/30/07 18 months 1/1/09