Records Maintenance – The Partner Provider must maintain records to document

Records Maintenance – The Partner Provider must maintain records to document services provided and administrative and fiscal accountability. MDCPS must have access to all records and reports when requested. The following requirements apply to record maintenance: 1. The following required records must be kept for five (5) years: a. Fiscal records and audits b. Statistical records c. Include number of children served with identifying information 2. The following required records must be kept three (3) years: a. Personnel records and training records i. All information should be current within 30 days b. Employee work schedule log c. A sign-in and sign-out log or swipe record 3. The following required records must be kept permanently: a. Adoption files 4. All records must be confidential and protected from fire, damage or theft. 5. In the event of the closing of the Partner Provider, the Partner Provider must develop a plan for the long-term storage of children’s records which includes: a. The closed records must be kept up to a minimum of seven (7) years upon closing of the case. b. Adoption files must be kept permanently.