32 Miss. Code. R. 21-2-2.6

Current through December 10, 2024

Section 32-21-2-2.6 - Case Record Retention

Federal and State regulations require the retention of closed client files for a period of three years, beginning with the date of the submission of the final expenditure report for the year during which the case was closed.

If any litigation, claim, negotiation, audit, or other action has been initiated before the expiration of the three-year period, the records will be retained until the completion of the action and resolution of all issues which arise, or until the end of the regular three-year period, whichever is later.

All offices will be notified when the records of a particular year will be retained for the purpose of resolving any action initiated prior to the expiration of the three-year period.

The following situations may also require records to be retained longer than three years from closure:

1. Applicants closed from application status - Records must be maintained for at least three years after the last annual review.

2. Clients closed from service status - Records must be maintained for at least three years after the last annual review.

3. Clients closed in non-competitive, extended employment in a community rehabilitation program - Records must be maintained for at least three years after the last review and reevaluation takes place.

4. Clients who received post-employment services - Records must be maintained for at least three years after the case has been closed from post-employment.

5. Applicants or clients who received a fair hearing - Records must be maintained for at least three years after a final determination is made.

32 Miss. Code. R. 21-2-2.6