Annual Report of Medicare Records Requirements

30.90.1 Annual Report of Medicare Records Requirements (Rev. 13718; Issued: 04-10-26; Effective: 05-11-26; Implementation: 09-14-26) Medicare contractors shall submit an Annual Report of Medicare Records at the beginning of each calendar year using the required Annual Report of Medicare Records template provided by CMS (see Exhibit B). Contractors must utilize the current template format specified by CMS to ensure standardized reporting and compliance with federal records management standards. The completed template must include all mandatory components and documentation as outlined in the provided format, and submissions that do not use the required template may be rejected or returned for correction.: Required Components 1. Records Inventory o Complete review of all official records o Electronic storage locations o Commercial storage facilities o Volume assessment o PII/PHI identification o Essential records designation o Special access requirements 2. File Plan o Use current template o Record categories and types o Retention schedules o Location details o Volume information Process Steps 1. Review and Assessment o Consult CMS Records Schedule o Review NARA General Record Schedule o Document all storage locations o Identify sensitive information (PII/PHI) 2. Verification Checklist o Complete records categories o Accurate retention schedules o Current storage locations o Updated volume of information o Correct file plan template Submission • Due: Start of calendar year • Submit to: Records_Retention@cms.hhs.gov • Format: Current Annual Report template • Include: Complete inventory and file plan This annual report ensures proper records management and compliance with federal regulations while maintaining accurate tracking of Medicare records across all storage locations. 30.100 Exhibits (Rev. 13718; Issued: 04-10-26; Effective: 05-11-26; Implementation: 09-14-26) 30.100.1 Exhibit A. CMS-Certified and NARA-Approved Commercial Storage Facilities 30.100.3 Exhibit B. Annual Report Template CMS Contractor Litigation Hold Certification & Information Form for [Insert Case Name] I. CERTIFICATION I declare that, to the best of my information and belief, I have caused all appropriate personnel of [insert name of CMS Contractor], including (but not limited to) those listed in Section II below, to become aware and informed that (i) a Litigation Hold exists in the above-captioned matter; (ii) this Litigation Hold imposes an ongoing duty to preserve and retain certain documents, records, data, or files, whether maintained electronically or in hard copy, pertaining to the above- captioned matter, and that are within the categories of information to be preserved, and (iii) this Litigation Hold remains in effect until expressly advised by CMS that this litigation hold has been lifted. __________________________________________ ______________________________________ Printed Name/Title Signature ________________________________ ______________________________________ Contract Executed on date II. INFORMATION ON POTENTIAL DOCUMENT CUSTODIANS Please list the names and contact information (telephone numbers and e-mails) of all individuals within your organization whom you have identified as potentially having responsive information in their possession, custody, or control for this litigation hold. If you do not believe your organization has potentially responsive information in its possession, custody, or control, please note this in the space provided below with a brief explanation. Please attach additional paper if needed. This completed original form must be returned {SELECT ONE}[within fifteen business days of the issuance date of this TDL in PDF file format] [by {insert date two weeks from notice}] to: [Insert full contact information for COR] NOTE: The requirements of this litigation hold are continuing; if you learn of any new individuals who have potentially responsive information, or if any named custodian is leaving your organization, please notify the OGC attorney for this litigation hold: [Insert name and email address of OGC attorney]