N.J. Admin. Code § 10:90-14.6
Current through Register Vol. 56, No. 21, November 4, 2024
Section 10:90-14.6 - Retention and destruction of case records(a)The agency director shall have the responsibility of determining which case records may be destroyed. In selecting these cases, he or she shall follow the procedures set forth in this section and shall not destroy or otherwise dispose of any case record before the expiration of the retention requirement as specified in (c) below. 1. The agency shall institute a system, compatible with its internal administrative procedures, which will assure the identification of closed applications and cases, date of closing and status of reimbursement, if applicable.2. The file of closed cases shall be reviewed annually until the record retention period has expired. i. Cases which have been closed for a period exceeding that indicated in (c) below shall be removed and destroyed after authorization has been received from the Division of Archives and Records Management (DARM) (see (b) below).(b) Rules concerning request and authorization for records disposal are: 1. Requests for destruction of case records shall be submitted on Form CR-AA-0005, Request and Authorization for Records Disposal (formerly Form ED-6) to DARM. i. Supplies of the Request and Authorization for Records Disposal form may be obtained from DARM. All copies of the completed form shall be forwarded to the DARM for approval;ii. A follow-up copy will be returned to the county/municipal office by the DARM with recommendation for suitable action.2. The agency shall not destroy any records until written approval has been received. After records are destroyed, the agency will maintain a listing of names, as well as case numbers destroyed. This list shall be made available for inspection by representatives of DARM upon request.N.J. Admin. Code § 10:90-14.6
Recodified from N.J.A.C. 10:90-14.7 and amended by R.2003 d.226, effective 6/16/2003.
See: 34 New Jersey Register 2713(a), 35 New Jersey Register 2670(a).
Deleted Form GA-48 and Form WFNJ/GA-48 from the record retention schedule. Former N.J.A.C. 10:90-14.6, Establishment of Petty Cash Fund Account for municipal agency, repealed.
Amended by R.2006 d.103, effective 3/20/2006.
See: 37 New Jersey Register 4155(a), 38 New Jersey Register 1456(a).
In (c), decreased retention period for inactive case records from 6 years to 3 years and deleted Form GA-6, Form GA-30 and Form GA-31 from schedule.