Attorney General's Office. Medicaid Fraud Unit
3358--Petty cash receipts3359--Daily activity log reports
3362--Investigative funds statements and receipt files
83723--Investigator case files
83744--Case file card index
83745--Employee field files
83746--Master case files
AGENCY: Attorney General's Office. Medicaid Fraud Unit
SERIES: 3358
TITLE: Petty cash receipts
DATES: 1980-
ARRANGEMENT: Chronological
DESCRIPTION: These are the petty cash receipts that have been handled by this agency according to state guidelines to document their spending.
RETENTION
Retain 3 years
DISPOSITION
Destroy.
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
APPRAISAL
This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 33.
PRIMARY DESIGNATION
Public
AGENCY: Attorney General's Office. Medicaid Fraud Unit
SERIES: 3359
TITLE: Daily activity log reports
DATES: i 1980-
ARRANGEMENT: Chronological
DESCRIPTION: These are daily activity reports filled out by each employee to provide justification as to their whereabouts and cases they may be involved with. Includes information on hours worked, pertinent case information, etc.
RETENTION
Retain 3 years.
DISPOSITION
Destroy.
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
APPRAISAL
Administrative
This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 25.
This disposition is based on the administrative needs expressed by the agency.
PRIMARY DESIGNATION
Protected
AGENCY: Attorney General's Office. Medicaid Fraud Unit
SERIES: 3362
TITLE: Investigative funds statements and receipt files
DATES: 1980-
ARRANGEMENT: Chronological
DESCRIPTION: These are the files which document which funds were spent and how much by any particular case. These could include bank statements, petty cash vouchers, checks, etc.
RETENTION
Retain 4 years.
DISPOSITION
Destroy.
FORMAT MANAGEMENT
Paper copy: Retain in Office for 4 years and then destroy.
APPRAISAL
This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 9.
PRIMARY DESIGNATION
Private
SECONDARY DESIGNATION
Controlled
AGENCY: Attorney General's Office. Medicaid Fraud Unit
SERIES: 83723
TITLE: Investigator case files
DATES: 1980-
ARRANGEMENT: Alphabetical by case name
ANNUAL ACCUMULATION: 20.00 cubic feet.
DESCRIPTION: These are criminal investigation files maintained by the investigator at the bureau. They include medical provider records such as hospital records and nursing home records (these types of records are microfilmed). These records actually belong to the providers and are microfilmed and that film becomes part of the file and is used by this agency in their investigations. Investigations can be ongoing so it is necessary that these records are microfilmed rather than maintained. Also include medicaid billing records, interviewing logs (employees, patients, and others that might be involved), and all other investigative information.
RETENTION
Retain 7 years after case is closed.
DISPOSITION
Destroy provided all litigation has been resolved.
FORMAT MANAGEMENT
Paper: Retain in Office for 5 years after case is closed and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy provided all litigation has been resolved.
APPRAISAL
Administrative Legal
PRIMARY DESIGNATION
Protected
AGENCY: Attorney General's Office. Medicaid Fraud Unit
SERIES: 83744
TITLE: Case file card index
DATES: 1980-
ARRANGEMENT: Alphabetical by name
DESCRIPTION: This is a manual intelligence system indicating the number of times and occurances that places and/or people have been investigated for complaints in regards to medicaid. Includes information on date of birth, social security number, employment history, name, address, and companies or employees or people associated with companies (such as a nursing home, etc.).
RETENTION
Retain permanently.
DISPOSITION
Retain in agency custody.
FORMAT MANAGEMENT
Paper: Retain in Office permanently.
Computer data files: Retain in Office permanently.
APPRAISAL
Administrative
The division is looking at computerizing but due to the small volume of records they are not overly concerned with making this a priority. The retention is based on the agency need.
PRIMARY DESIGNATION
Controlled
AGENCY: Attorney General's Office. Medicaid Fraud Unit
SERIES: 83745
TITLE: Employee field files
DATES: 1980-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 0.10 cubic feet.
DESCRIPTION: These files are maintained by the supervisors on the employees that they supervise. They can contain more information than a personnel file and are a working file. They could include memos, position description questionnaires, performance plans and appraisals, copies of the outcomes of internal affairs investigations, and other personal information that might need to be collected.
RETENTION
Retain 5 years after employee terminates.
DISPOSITION
Destroy.
FORMAT MANAGEMENT
Paper: Retain in Office for 5 years after employee terminates and then destroy.
APPRAISAL
Administrative
These are administrative files and the retention is based on the agency need and use.
PRIMARY DESIGNATION
Private
AGENCY: Attorney General's Office. Medicaid Fraud Unit
SERIES: 83746
TITLE: Master case files
DATES: 1980-
ARRANGEMENT: Numerical by case number
ANNUAL ACCUMULATION: 3.00 cubic feet.
DESCRIPTION: These are the criminal investigations files on complaints in regards to medicaid. These files can include complaints made against a provider that were not investigated as well as the investigated complaints. They include hospital records, nursing home records (or copies of these records). Generally most records belong or were originated either by the doctors or by the health care financing department. These are not as complete a file as the investigator case files but do contain much of the same information.
RETENTION
Retain 30 years
DISPOSITION
Destroy provided all litigation issues have been resolved.
FORMAT MANAGEMENT
Paper: Retain in Office for 5 years after case is closed and then transfer to State Records Center provided all litigation issues have been resolved. Retain in State Records Center for 25 years and then destroy.
APPRAISAL
Administrative Legal
This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 33.
PRIMARY DESIGNATION
Protected