Information management

1. A program must collect data as prescribed by the department, including information necessary for federal and state grant statistical requirements and fiscal information such as fee structure. 2. A program must apply appropriate safeguards to protect client records regardless of whether the records are electronically or manually maintained. These safeguards must include: a. Limiting record access to authorized individuals; b. Suitably maintaining a record indexing and filing system to preserve confidentiality; c. Knowing the essential record location at all times; d. Securing and reasonably protecting records against loss, damage, and inappropriate access; and e. Protecting electronic records by routine backup. 3. A program must maintain a policy so that files are not needlessly retained or prematurely discarded. The retention of records of clients and administrative records must be guided by professional and state research, administrative, and legal requirements.