Utah Department of Administrative Services

Division of Archives & Records Service

Attorney General's Office. Medicaid Fraud Unit

83723--Investigator case files
83744--Case file card index
83745--Employee field files
83746--Master case files
3358--Petty cash receipts
3359--Daily activity log reports
3362--Investigative funds statements and receipt files

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 records contain unique information in rough notes or drafts assembled or created and used to prepare or analyze other documents. The information adds proper understanding to the formulation and execution of policies, decisions, actions, or responsibilities.

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


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