Utah Department of Administrative Services

Division of Archives & Records Service

Department of Human Services. Office of Recovery Services

84344--Executive correspondence
80939--Health care provider overpayment files
80942--Provider fraud case files
80945--Institutionalized foster care files
80952--Receipts records
80956--Client refund requests
80958--Internal revenue service certification list
80960--State income tax master list
80961--Gotcha warrant register
80962--Medical collections case files
80964--Record of changes
80965--Sexual harassment files
80966--Transaction register file
80967--Third-party liability check files
80969--Unemployment compensation garnishments: master list
80970--Food stamp overpayment case files
80988--Active lost check affidavit files
83129--Inactive lost check affidavit files
81751--Warrant registers
82014--Medical collections tort case files
81276--Collection and payment statistics
81283--Pass through incentive files
81288--Child support case files (Salt Lake Office)
81292--Public welfare liens
81299--Medicaid invoices
80998--Case file warrant registers
81031--Transmittal of collection files
81040--Client account adjustment files
17307--Closed job announcements
17308--Payroll registers
17450--Information services locater archive
13746--Purchase requisitions
22551--Bankruptcies and notices of default records
22578--Recovery Services client case files (Layton Office)
22580--Recovery Services client case files (Ogden Office)
22581--Recovery Services client case files (Provo Office)
22582--Recovery Services client case files (Richfield Office)
22583--Recovery Services client case files (St. George Office)
24376--Electronic funds transfer authorizations
24430--Publications
2925--Administrative correspondence
3547--Leave adjustment report
6968--Administrative order of satisfaction files
6975--Grant reduction case files
7523--Deposits with State Treasurer files
7528--Warrant requests
11762--Major error transaction report
11763--No accounting case reports
11774--Minor errors transaction reports
12074--Child support $50.00 refund warrants
9586--Court services closure files
9664--Child support payment receipt books
9747--Interdepartmental transfer requests

AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 84344
TITLE: Executive correspondence
DATES: 1979-
ARRANGEMENT: None.

DESCRIPTION: Business-related correspondence which provide unique information about agency functions, policies, procedures, or programs. These records document material discussions and decisions made regarding all agency interests, and may originate on paper, electronic mail, or other media. This correspondence is filed separately from program case files, and project files.

RETENTION

Retain 5 years. Transfer to Archives

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 3 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 9.

This disposition is based on 1990 Utah General Schedule 1, Item 9.

PRIMARY DESIGNATION

Public


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 80939
TITLE: Health care provider overpayment files
DATES: 1982-
ARRANGEMENT: Alphabetical by health care provider
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This record is a list of health care providers who have received an overpayment from the medical insurance company. Providers are required to make restitution. An overpayment may be discovered as a result of a civil action.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after date of closure and then transfer to State Records Center. Retain in State Records Center for 3 years and then destroy.

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

Private. Administrative Rule 527-5-6

SECONDARY DESIGNATION

Controlled. Administrative Rule 527-5-7


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 80942
TITLE: Provider fraud case files
DATES: 1982-
ARRANGEMENT: Alphabetical by health care provider name
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This series is a record of health care providers who have committed medicaid fraud.

This series includes a Case Summary, name of the health care provider, Affidavit of Judgment by Confession, Supplementary Report, Initial Report, Medicaid/Medicare Fraud Report, Fact presented for Fraud, copies of repayment checks, Gross Adjusted Form, Repayment Schedule, and Repayment Form 845.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after closure and then transfer to State Records Center. Retain in State Records Center for 4 years and then destroy.

APPRAISAL

Administrative Fiscal Legal

PRIMARY DESIGNATION

Private. Administrative Rule 845-400-002A

SECONDARY DESIGNATION

Controlled. Administrative Rule 845-400-002B


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 80945
TITLE: Institutionalized foster care files
DATES: 1982-
ARRANGEMENT: alphabetical by child's name
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: This series is a determination of the parental financial obligation for the institutionalized child who is a ward of the state.

This series includes a case synopsis, case findings, Foster Care Form 844-P, correspondence to parents regarding delinquent payment, copies of checks, Assessment Computation, petition from juvenile court, Findings of Fact, Order, and Decree; and an Information Sheet.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after date of closure and then transfer to State Records Center. Retain in State Records Center for 4 years and then destroy.

APPRAISAL

Administrative Fiscal Legal

PRIMARY DESIGNATION

Private. Administrative Rule 845-005

SECONDARY DESIGNATION

Controlled. Administrative Rule 845-006


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 80952
TITLE: Receipts records
DATES: 1976-
ARRANGEMENT: Chronological

DESCRIPTION: These records document all money received on a daily basis broken down by cash code. The report "Daily cash Code Listing", (report number B4X61) is included in this folder which identifies how much money was posted per cash code for a particular day. Daily bank deposit slips document balance sheets that identify the amount of money deposited in the bank account for the day, which balances with the amount of money posted for the day and any necessary adjustments.

RETENTION

Retain 7 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 5 years and then destroy provided all audits have been completed.

Paper copy: Retain in Office for 3 years and then destroy.

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

Private


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 80956
TITLE: Client refund requests
DATES: 1976-
ARRANGEMENT: Numerical by transaction number

DESCRIPTION: This series documents and authorizes refunds to eligible clients for amount paid to the Office of Recovery Services.

This series includes white NCR (no carbon required) copies of the Authorization and Request Form, case number, date, defendant's name, amount, case type, investigator's signature, authorized signature, date of posting of receipt, and payee name.

RETENTION

Retain 9 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 7 years and then destroy provided all audits are completed.

Paper copy: Retain in Office for 3 years and then destroy.

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

Exempt. 45 CFR 303.21 (2008).


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 80958
TITLE: Internal revenue service certification list
DATES: 1981-
ARRANGEMENT: Alphabetical by obligor's name
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: This record series is a list of cases certified for the offset of federal tax refunds against support arrearages. If the debt has been paid, the obligor receives the balance of the initial refund.

The Internal Revenue Service magnetic tapes are received once a month. Checks are sent by electronic transfer. The Internal Revenue Service may come back at anytime and recapture the payments.

Magnetic tapes are returned to the Internal Revenue Services after all the information has been retrieved.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after date of refund and then transfer to State Records Center. Retain in State Records Center for 5 years and then destroy.

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

Exempt. Internal Revenue Code, section 7213.


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 80960
TITLE: State income tax master list
DATES: 1980-
ARRANGEMENT: Alphabetical by obligor's name
ANNUAL ACCUMULATION: 0.80 cubic feet.

DESCRIPTION: This is an electronically maintained list of individuals who owe the state money. This list is transferred to the Director of Finance where it is combined with other electronically maintained lists. They are matched against an electronic list of individuals receiving income tax refunds. If a person is in arrears with the State, the refund is withheld from them and is used to pay the debt.

The Tax Commission was the agency that generated this listing. Recovery Services took action on this information and is responsible for maintaining these records for audits.

This series includes the warrant number.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then transfer to State Records Center. Retain in State Records Center for 4 years and then destroy provided all audits have been completed.

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

Private


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 80961
TITLE: Gotcha warrant register
DATES: 1979-
ARRANGEMENT: Numerical by transaction number
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: This is a record of the warrants documenting the monies captured through a computer matching program of obligations owed the state by an obligee or obligor. When the state owes a citizen a refund, the warrant list documents the amount credited to the individual's account.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 5 years and then destroy provided all audits have been completed.

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

Private


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 80962
TITLE: Medical collections case files
DATES: 1975-
ARRANGEMENT: Alphabetical by client's name
ANNUAL ACCUMULATION: 6.00 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 10 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: Retain in Office for 10 years after case is closed and then delete.

Paper copy: For records beginning in 2005 through 2008. Retain in Office for 1 year after case is closed and then transfer to State Records Center. Retain in State Records Center for 3 years and then destroy.

Paper copy: For records beginning in 2009 and continuing to the present. Retain in Office until scanned and quality checked and then destroy.

APPRAISAL

Administrative Fiscal Legal

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 33.

PRIMARY DESIGNATION

Exempt. 45 CFR parts 160 and 164


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 80964
TITLE: Record of changes
DATES: 1974-
ARRANGEMENT: Numerical by case number
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: This is a record of daily changes and updates made on the client's case file. This information is assessed rather than retrieving the client's entire file.

The information from 1974 to 1979 did not have any computer output microfiche generated. The paper copy for this time period needs to be retained according to this schedule.

Information produced after 1980 has computer output microfiche copies. However, this series is incomplete in microfiche form. This information is not directly audited. However, it can be used as supplementary information for an audit of related records/programs.

This series includes the case number, all data prior to the update, name of the data item (type of data), from item, and all data after updates have been entered.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after case is closed and then transfer to State Records Center. Retain in State Records Center for 5 years and then destroy.

Computer output microfiche master: Retain in Office for 8 years after case is closed and then destroy provided case is not reopened, not needed by agency.

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

Exempt. 45 CFR parts 160 and 164


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 80965
TITLE: Sexual harassment files
DATES: 1984-
ARRANGEMENT: Alphabetical by complainant's name, thereunder chronological

DESCRIPTION: This record series is an investigative file of an alleged sexual harassment complaint. The file spans from the date of the initial complaint to the date of resolution.

These records are used to document the office's action in the investigation of an alleged complaint, and is used to prevent any future litigation by an employee against the Department for failure to investigate or act on an alleged complaint.

This series includes a Complaint Form, Action Taken on Complaint, and Results of Action Taken on Complaint.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years after case is closed and then destroy provided no litigation is pending or anticipated.

APPRAISAL

Administrative Legal

PRIMARY DESIGNATION

Controlled


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 80966
TITLE: Transaction register file
DATES: 1981-
ARRANGEMENT: Numerical by transaction number
ANNUAL ACCUMULATION: 6.00 cubic feet.

DESCRIPTION: This is a record of the daily summary of adjustments, refunds, and other transactions that have taken place on that day. The money is posted when it first comes in and before any action takes place.

This series includes a transaction number, obligor and obligee's name, defendant and plaintiff's name, case number, case type, amount of transaction, action code number, county code number, and a list of any errors.

RETENTION

Retain 7 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 5 years and then destroy provided all audits have been completed.

APPRAISAL

Administrative Fiscal

The retention is at the request of the agency. When Recovery Services has been audited, the auditors have asked to see all daily reports. For this reason, the seven year retention has been requested.

PRIMARY DESIGNATION

Exempt. 45 CFR 303.21 (2008).


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 80967
TITLE: Third-party liability check files
DATES: 1982-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: This series is copies of checks paid to Recovery Services for support payments.

The original check can be found in the client's case file. These checks are kept as a backup copy in case the original check is mislaid or lost.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years or until all audits have been completed and then destroy provided audits are completed, originals are in file.

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

Private


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 80969
TITLE: Unemployment compensation garnishments: master list
DATES: 1982-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: This record series contains information on clients receiving unemployment benefits. The records shows actions taken to garnish the unemployment checks.

This series includes the amount code, the account code number, and the amount garnished.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then transfer to State Records Center. Retain in State Records Center for 4 years and then destroy provided all audits have been completed.

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

Private. R-845-005


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 80970
TITLE: Food stamp overpayment case files
DATES: 1981-
ARRANGEMENT: Alphabetical by client's name
ANNUAL ACCUMULATION: 3.50 cubic feet.

DESCRIPTION: This record series is a listing of client's who have received a food stamp overpayment. When an overpayment is not returned to the agency by the client, their name is turned over to Recovery Services to pursue collection by request or by legal action.

This record series applies to food stamp cases only.

This series includes a Case Summary, Report of Claim Determination, Application for Food Stamps, and Repayment of Extra Food Stamps.

RETENTION

Retain 7 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after date of closure and then transfer to State Records Center. Retain in State Records Center for 4 years and then destroy.

APPRAISAL

Administrative Fiscal Legal

At the time of collection an overpayment could not legally be pursued. They have no monetary value to the agency.

PRIMARY DESIGNATION

Private. Administrative Rule 845-400-002A.

SECONDARY DESIGNATION

Controlled. Administrative Rule 845-400-002B.


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 80988
TITLE: Active lost check affidavit files
DATES: 1983-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: This is a record of request for replacement of an apparent lost or stolen support check. The request is completed by the recipient. A Recovery Services accountant will process a Stop Payment on the original check. When an investigation determines that both warrants have been cashed, a client is prosecuted for check fraud. All other affidavits are deemed inactive.

This series includes the check number, case number, the client's name, and their current and past address.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after closure and then transfer to State Records Center. Retain in State Records Center for 3 years and then destroy.

APPRAISAL

Administrative Fiscal Legal

PRIMARY DESIGNATION

Private. UCA 63G-2-302 (2008).


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 83129
TITLE: Inactive lost check affidavit files
DATES: 1983-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: This is a record for replacement of an apparent lost or stolen support check. The request is completed by the recipient. A Recovery Services accountant will process a Stop Payment on the original check. When an investigation determines that both warrants have been cashed, a client is prosecuted for check fraud. All other affidavits are deemed inactive.

This series includes the check number, case number, client's name, and address.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 months after investigation is complete and then destroy.

APPRAISAL

Administrative Fiscal

Retention is at the request of the agency.

PRIMARY DESIGNATION

Exempt. 45 CFR 303.21 (2008).

SECONDARY DESIGNATION

Private. records are private when lost checks are claimed by obligor.


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 81751
TITLE: Warrant registers
DATES: 1970-
ARRANGEMENT: numerical by case number

DESCRIPTION: These records document warrant registers for the Department of Human Services, Executive Directors Office. Information includes warrants, checks, name, amount of warrant, and services rendered.

RETENTION

Retain 1 year.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year or until microfilmed and then destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Archives permanently.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 47.

PRIMARY DESIGNATION

Public


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 82014
TITLE: Medical collections tort case files
DATES: 1976-
ARRANGEMENT: Alphabetical by client's name
ANNUAL ACCUMULATION: 1.00 cubic foot.

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 10 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: Retain in Office for 10 years after resolution or settlement of case and then delete.

Paper copy: For records beginning in 2005 through 2008. Retain in Office for 1 year after resolution or settlement of case and then transfer to State Records Center. Retain in State Records Center for 3 years and then destroy.

Paper copy: For records beginning in 2009 and continuing to the present. Retain in Office until scanned and quality checked and then destroy.

APPRAISAL

Administrative Fiscal Legal

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 33.

PRIMARY DESIGNATION

Exempt. HIPAA, 45 CFR parts 160 and 164

SECONDARY DESIGNATION

Private. UCA 63G-2-302(2)(d)


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 81276
TITLE: Collection and payment statistics
DATES: 1974-
ARRANGEMENT: Chronological

DESCRIPTION: This record series is information which has been collected and used to build a history of Recovery Service collections and payments. Reports are made to show the State Legislature any increases or decreases in funds collected and not collected and the reason. Recovery Services does not usually go back beyond five years to gather this information.

This series includes the percentage of personnel, collections, cases, and payers; orders, consents, defaults, wage assignments and hearings; Daily Cash Code Report, graphs, Case Load Growth, Monthly Report, Budget Status, Collection of Statistics, Clean Up Report, Cost Statistics, Collection Report, Management Indicators, Monthly Production Report, and Opened and Closed Case Reports.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after date of report and then transfer to State Archives with authority to weed.

Paper: Retain in Office for 1 year after date of report or until administrative value has been met and then destroy.

APPRAISAL

Administrative Fiscal Historical

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. personal information related to obligor.

Exempt. 45 CFR 303.21 (2008).


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 81283
TITLE: Pass through incentive files
DATES: 1980-
ARRANGEMENT: Alphabetical by surname, thereunder chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: This is a record of payments made to out of state operations for their enforcement actions on Utah IV-D case files. A percentage of the money collected is paid to that state operation for enforcing child support obligations in their state for a parent in Utah.

Distribution: white and yellow copies to Finance. Finance returns yellow copy to Recovery Services with a check. Recovery Services retains the pink and golden rod copies.

This series includes the location of the absent parent, actions to establish paternity and obtain and enforce child support payments and the cost incurred as a result of the action; amount and source source of child support collections and distribution of collections; any fees charged or paid for child support enforcement; any other administrative cost or information required by the office, Incentive Warrant Distribution Register, warrant number, amount, code number, case number, incentive amount, posting date, Request for Refund or Fee Payment (pink NCR copies), request made in behalf of (name), date, purpose of request, remarks, and the requester's and an authorized person's signature.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after date of payment and then destroy provided not needed for any other type of action.

APPRAISAL

Administrative Fiscal Legal

Retention is based on 45 CFR 74 and 45 CFR 302.15.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Exempt. 45 CFR 303.21 (2008).


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 81288
TITLE: Child support case files (Salt Lake Office)
DATES: 1975-
ARRANGEMENT: Alphabetical by client surname
ANNUAL ACCUMULATION: 240.00 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 10 years after case closes.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: Retain in Office for 10 years after case is closed and then delete.

Paper: Retain in Office for 1 year after case is closed and then transfer to State Records Center. Retain in State Records Center for 3 years and then destroy.

Paper copy: Retain in Office until scanned and quality checked and then destroy.

APPRAISAL

Administrative Fiscal Legal

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 33.

PRIMARY DESIGNATION

Private. UCA 63G-2-302 (2008)

SECONDARY DESIGNATION

Exempt. UCA 63G-2-201(3)(b), 45 CFR 303.70, 45 CFR 205.50

Public


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 81292
TITLE: Public welfare liens
DATES: 1930-
ARRANGEMENT: Alphabetical by client's name

DESCRIPTION: This is a record of a notice of property liens and property lien releases filed in conjunction with a Social Service Client Case File. Assistance is given with the understanding that it is a loan and repayment will be required after the client's case is closed. When the property is signed over to the state, a lien is used to collect payment. This usually occurs after support has been terminated or after the death of the client.

This series includes Public Welfare Lien Agreement, Certificate of Discharge, Certificate of Amount of Assistance/Lien, Assistance Record, Family Record, Face Sheet, Application for Old Age Assistance, Application for Public Assistance, Affidavit, Authorization to Furnish Information, and Permission to Check Banks.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after closure and then transfer to State Records Center. Retain in State Records Center for 3 years and then destroy.

APPRAISAL

Administrative Fiscal Legal

PRIMARY DESIGNATION

Private. Administrative Rule 527-5-6

SECONDARY DESIGNATION

Controlled. Administrative Rule 527-5-7 psychiatric and psychological data


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 81299
TITLE: Medicaid invoices
DATES: 1977-
ARRANGEMENT: numerical by daily batch number

DESCRIPTION: This is a record of claims for reimbursement files by medical providers for services covered by medicare and medicaid.

This series includes medical invoices, Health Care Insurance Claim Form, Pharmacy Claim Form, outpatient claims, and long term care turn around documents.

This series includes the name of the client's health insurance (if he has any), the medicaid number of the health care provider, a description of the services performed and the charges, and the signature of the health care provider and the health care financing reviewer.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

Microfilm master: Retain in Office for 5 years after date of receipt and then destroy.

Computer magnetic storage media: Retain in Office for 5 years after date of receipt and then erase.

APPRAISAL

Administrative Fiscal

The office of record is the Division of Health Care Financing in the Department of Health. Their retention of nine years was approved by the State Records Committee on August 1, 1986. 42 CFR 455 requires the state to investigate complaints of medicaid fraud or abuse, but does not specify how far back in time the agency can investigate. UCA title chapter 20, False Claims Act, makes false claims for medical benefits a second degree felony. UCA 76-1-302 (1) (a) state that a prosecution for a felony must be commenced within 4 years after it is committed. This information could also be used to demand reimbursement from a patient for medical expenses paid by the state. The statue of limitations for such action is 8 years, UCA 78-12-22. 31 USCS 3729 defines false claims for payments against the federal government and includes medical insurance claims. 31 USCS 3731 sets a statue of limitations for bringing action on false claims of 6 years. However, two court cases stated that the statue of limitations for medicare overpayments did not begin to run until after the provider had been audited. U.S. vs. Normandy Nursinh Home, INC. D.C. Mass 1977 428 Federal Supplement 421 Civ A No. 75-950-F, and U.S. vs. Pisani C.A. N.J. 1981 646 Federal Reporter 2nd series 83. According to the Denver Regional office of the Health care Financing Agency, the government has 3 years in which to audit these records. Duplicate copies of the film are made due to the number of bureaus wanting access to them. Once they are ready to be stored, only one copy needs to be kept. This record series has been classifi

PRIMARY DESIGNATION

Private


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 80998
TITLE: Case file warrant registers
DATES: 1980-
ARRANGEMENT: Numerical by transaction number
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: This record series is a daily listing of all warrants issued to social service consumers who are receiving child support monies through the Office of Recovery Services. Refunds are paid to the defendant when an overpayment has been made. This list has been issued after the warrant has been cut.

This series includes the case number, document number, check amount, low organizational number, account number, and the cash code.

RETENTION

Retain 7 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 5 years and then destroy provided all audits have been completed.

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

Public. Non-personal information about the consumer

SECONDARY DESIGNATION

Private. Administrative Rule 845-005


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 81031
TITLE: Transmittal of collection files
DATES: 1979-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.80 cubic feet.

DESCRIPTION: This is a record of monies paid to a social services case officer by the obligor. The amount is distributed to the proper recipient. Bank deposit slips are attached to the transmittals. These funds can be collected by a worker at any district office.

This series includes copies of check, Transmittal of Collection Form, date, recipient's number, case number, the name of the recipient and payer, a description of explanation, and the total amount.

RETENTION

Retain 7 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after date of receipt and then transfer to State Records Center. Retain in State Records Center for 5 years and then destroy.

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

Private


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 81040
TITLE: Client account adjustment files
DATES: 1980-
ARRANGEMENT: Numerical by transaction number
ANNUAL ACCUMULATION: 5.00 cubic feet.

DESCRIPTION: This is a record of an adjustment made to the present account totals of a client's case file. The totals indicate a debt is owed to Recovery Services due to an action of collection taken by Recovery Services, the obligor, or the obligee.

This series includes a Transaction Cash Code Summary, code number, amount, adjustment request, case number, cost, liability, and delinquency balance; and a Payment Transfer Request.

RETENTION

Retain 7 years.

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after date of adjustment or until all audits are completed and then transfer to State Records Center. Retain in State Records Center for 5 years and then destroy.

Computer magnetic storage media: Retain in Office for 7 years and then erase provided all audits have been completed.

APPRAISAL

Administrative Fiscal

The office has requested that the paper copy be kept as the record copy rather than maintain the files on magnetic tape. The reason for this is that changes are made to the paper copy only. This is also the copy that auditors request to see. These records are used in audits for different programs.

PRIMARY DESIGNATION

Private


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 17307
TITLE: Closed job announcements
DATES: 1994-
ARRANGEMENT:

DESCRIPTION: Correspondence offering appointments to potential employees. These files contain offers that are declined. Those offers accepted will be maintained in the employee personnel file.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after position closes and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 43.

This disposition is based on the administrative needs expressed by the agency.

PRIMARY DESIGNATION

Private


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 17308
TITLE: Payroll registers
DATES: 1993-
ARRANGEMENT:

DESCRIPTION: This register is a numerical listing by check number or agency codes of all payroll checks issued by the municipality. It includes code, date, warrant number, name of employee, social security number, types and amounts of individual deductions, and may include hourly rate, and number of hours worked.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 3 years and then destroy.

Computer output microfiche master: Retain in State Records Center for 3 years and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 15.


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 17450
TITLE: Information services locater archive
DATES: 1995-
ARRANGEMENT: Chronological by run date
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These records contain information on clients derived from the Office of Recovery Services' locator service. They are used to show compliance with federal regulations and to research past residence or asset information on clients. Information includes address, employment and asset information.

RETENTION

Retain 15 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer output microfiche master: Retain in Office for 5 years and then transfer to State Records Center. Retain in State Records Center for 10 years and then destroy.

APPRAISAL

Administrative

This disposition is based on the administrative needs expressed by the agency.

PRIMARY DESIGNATION

Private


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 13746
TITLE: Purchase requisitions
DATES: 1985-
ARRANGEMENT: Numerical by requisition number

DESCRIPTION: Requisitions for supplies and equipment for current inventory.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper copy: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy provided no pending litigation or audit.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 13, Item 10.

PRIMARY DESIGNATION

Public


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 22551
TITLE: Bankruptcies and notices of default records
DATES: 1997-
ARRANGEMENT: Alphabetical by surname, thereunder, chronological by year
ANNUAL ACCUMULATION: 3.00 cubic feet.

DESCRIPTION: These records document official papers from the Bankruptcy Court. They indicate persons filing for bankruptcy and the type of bankruptcy filed. Other information includes filed cases, dismissed cases, discharged cases, and other documents from attorneys. The Notices of Default contain official documents from mortgage companies indicating that a default has occurred and the mortgage company is taking action to sell the property to pay off outstanding debts.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.

APPRAISAL

Administrative Fiscal

This retention is based on the administrative needs expressed by the agency for the purpose of conducting audits.

PRIMARY DESIGNATION

Private


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 22578
TITLE: Recovery Services client case files (Layton Office)
DATES: 1975-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 40.00 cubic feet.

DESCRIPTION: These files document case history files kept on persons from whom Recovery Services is attempting to collect money.

Information includes divorce decree, case log, document referral, computation of arrearages, notice of payment due, correspondence regarding the whereabouts of the obligor, request for refund, referral for duty of support and paternity action, intake sheet, client's responsibility, affidavit, assignment of collection of support payment, cancelled checks, transmittals, court order revoking probation, subpoena, summons, unable to locate return, Attorney General referral for legal action to recover an overpayment, check loss affidavit, waiver of rights, statement from receiver admitting overpayment, referral to computer, intake/locate, attorney referral for secondary action, close/suspend notice, and a location worksheet summary. 45 CFR 205.50 and 45 CFR 303.21 (1990), prohibit disclosure of information about applicants and recipients of public assistance and child support services. Also, 45 CFR 303.70 and 45 CFR 303.21 (1990), requires that information obtained from federal parent locater services is private.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center provided case is closed. Retain in State Records Center for 3 years and then destroy.

APPRAISAL

Administrative Fiscal Legal

This disposition is based on the requirements specified in 45 CFR part 74 and 45 CFR 302 (2004).

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA 63G-2-301 (2008)


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 22580
TITLE: Recovery Services client case files (Ogden Office)
DATES: 1975-
ARRANGEMENT: Alphabetical by client surname
ANNUAL ACCUMULATION: 40.00 cubic feet.

DESCRIPTION: These files document case history files kept on persons from whom Recovery Services is attempting to collect money.

Information includes divorce decree, case log, document referral, computation of arrearages, notice of payment due, correspondence regarding the whereabouts of the obligor, request for refund, referral for duty of support and paternity action, intake sheet, client's responsibility, affidavit, assignment of collection of support payment, cancelled checks, transmittals, court order revoking probation, subpoena, summons, unable to locate return, Attorney General referral for legal action to recover an overpayment, check loss affidavit, waiver of rights, statement from receiver admitting overpayment, referral to computer, intake/locate, attorney referral for secondary action, close/suspend notice, and a location worksheet summary. 45 CFR 205.50 (2004), prohibits disclosure of information about applicants and recipients of public assistance and child support services. Also, 45 CFR 303.70 (2004), requires that information obtained from federal parent locater services is private.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center provided case is closed. Retain in State Records Center for 3 years and then destroy.

APPRAISAL

Administrative Fiscal Legal

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA 63G-2-301 (2008)


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 22581
TITLE: Recovery Services client case files (Provo Office)
DATES: 1975-
ARRANGEMENT: Alphabetical by client surname
ANNUAL ACCUMULATION: 40.00 cubic feet.

DESCRIPTION: These files document case history files kept on persons from whom Recovery Services is attempting to collect money.

Information includes divorce decree, case log, document referral, computation of arrearages, notice of payment due, correspondence regarding the whereabouts of the obligor, request for refund, referral for duty of support and paternity action, intake sheet, client's responsibility, affidavit, assignment of collection of support payment, cancelled checks, transmittals, court order revoking probation, subpoena, summons, unable to locate return, Attorney General referral for legal action to recover an overpayment, check loss affidavit, waiver of rights, statement from receiver admitting overpayment, referral to computer, intake/locate, attorney referral for secondary action, close/suspend notice, and a location worksheet summary. 45 CFR 205.50 (2004), prohibits disclosure of information about applicants and recipients of public assistance and child support services. Also, 45 CFR 303.70 (2004), requires that information obtained from federal parent locater services is private.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center provided case is closed. Retain in State Records Center for 3 years and then destroy.

APPRAISAL

Administrative Fiscal Legal

PRIMARY DESIGNATION

Private. UCA 63G-2-302 (2008)

SECONDARY DESIGNATION

Public


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 22582
TITLE: Recovery Services client case files (Richfield Office)
DATES: 1975-
ARRANGEMENT: Alphabetical by client surname
ANNUAL ACCUMULATION: 40.00 cubic feet.

DESCRIPTION: These files document case history files kept on persons from whom Recovery Services is attempting to collect money.

Information includes divorce decree, case log, document referral, computation of arrearages, notice of payment due, correspondence regarding the whereabouts of the obligor, request for refund, referral for duty of support and paternity action, intake sheet, client's responsibility, affidavit, assignment of collection of support payment, cancelled checks, transmittals, court order revoking probation, subpoena, summons, unable to locate return, Attorney General referral for legal action to recover an overpayment, check loss affidavit, waiver of rights, statement from receiver admitting overpayment, referral to computer, intake/locate, attorney referral for secondary action, close/suspend notice, and a location worksheet summary. 45 CFR 205.50 (2004), prohibits disclosure of information about applicants and recipients of public assistance and child support services. Also, 45 CFR 303.70 (2004), requires that information obtained from federal parent locater services is private.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center provided case is closed. Retain in State Records Center for 3 years and then destroy.

APPRAISAL

Administrative Fiscal Legal

PRIMARY DESIGNATION

Private. UCA 63G-2-302 (2008)

SECONDARY DESIGNATION

Public


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 22583
TITLE: Recovery Services client case files (St. George Office)
DATES: 1975-
ARRANGEMENT: Alphabetical by client surname
ANNUAL ACCUMULATION: 40.00 cubic feet.

DESCRIPTION: These files document case history files kept on persons from whom Recovery Services is attempting to collect money.

Information includes divorce decree, case log, document referral, computation of arrearages, notice of payment due, correspondence regarding the whereabouts of the obligor, request for refund, referral for duty of support and paternity action, intake sheet, client's responsibility, affidavit, assignment of collection of support payment, cancelled checks, transmittals, court order revoking probation, subpoena, summons, unable to locate return, Attorney General referral for legal action to recover an overpayment, check loss affidavit, waiver of rights, statement from receiver admitting overpayment, referral to computer, intake/locate, attorney referral for secondary action, close/suspend notice, and a location worksheet summary. 45 CFR 205.50 (2004), prohibits disclosure of information about applicants and recipients of public assistance and child support services. Also, 45 CFR 303.70 (2004), requires that information obtained from federal parent locater services is private.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center provided case is closed. Retain in State Records Center for 3 years and then destroy.

APPRAISAL

Administrative Fiscal Legal

PRIMARY DESIGNATION

Private. UCA 63G-2-302 (2008)

SECONDARY DESIGNATION

Public


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 24376
TITLE: Electronic funds transfer authorizations
DATES: 1998-
ARRANGEMENT: Alphabetical by last name of program participant
ANNUAL ACCUMULATION: 9.00 cubic feet.

DESCRIPTION: These are agreements between the agency and the custodial parent participant receiving funds through the program. The participant submits personal banking information to the agency in order to facilitate the electronic transfer of child support funds recovered from the non-custodial parent to the specified account as the funds become available. Information includes name of program participant, date submitted, bank account number, banking institution number and authorizing signature.

RETENTION

Retain in office until agreement is rescinded.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until agreement is rescinded and then destroy.

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

Private


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 24430
TITLE: Publications
DATES: 1975-
ARRANGEMENT: Chronological by date.

DESCRIPTION: Any record, regardless of format, that is issued by a governmental entity for public distribution at the total or partial expense of that governmental entity. See Utah Code Section 9-7-101 8(a)(b) (2010) and 9-7-208 (2006)

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently with authority to weed.

APPRAISAL

Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 25.

These records serve to document the history of the agency and to inform the public of the agency's services and programs.

PRIMARY DESIGNATION

Public


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 2925
TITLE: Administrative correspondence
DATES: 1975-
ARRANGEMENT: Chronological

DESCRIPTION: Business-related correspondence that is routine or transitory in nature and does not offer unique information about agency functions or programs. These records include acknowledgment files and most day-to-day office and housekeeping correspondence. These records may originate on paper, electronic mail, or other media. This correspondence is filed separately from program and project case files.

RETENTION

Retain 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 47.

PRIMARY DESIGNATION

Public


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 3547
TITLE: Leave adjustment report
DATES: 1988-
ARRANGEMENT: none
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: Shows all leave adjustments made during a pay period. Shows category of adjustment, the amount, social security number and employee name.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 10.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA 63G-2-301 (1) (b) (2008)


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 6968
TITLE: Administrative order of satisfaction files
DATES: 1976-
ARRANGEMENT: Alphabetical by surname
ANNUAL ACCUMULATION: 20.00 cubic feet.

DESCRIPTION: Legal documents filed with the court stating that an order for collection of support has been satisfied and payment has been made in full. These records are generated to collect child support, establish paternity, establish orders and enforce child support.

This series includes an Abstract of Award and Satisfaction, judgment docket number, civil case number, court docket date, the time period which the judgment covers, the amount owed the plaintiff, plaintiff's name, and the defendant's name.

RETENTION

Retain 40 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: For records prior to and including 2001. Retain in Office for 2 years after being microfilmed and then destroy provided microfilm has passed inspection.

Microfilm duplicate: For records prior to and including 2001. Retain in Office for 25 years and then destroy provided no longer needed by agency.

Microfilm master: For records prior to and including 2001. Retain in State Records Center for 40 years and then destroy.

Paper: For records beginning in 2002 and continuing to the present. Retain in Office for 2 years after scanned and then transfer to State Records Center. Retain in State Records Center for 38 years and then destroy.

Computer data files: For records beginning in 2002 and continuing to the present. Retain in Office until administrative need ends and then delete.

APPRAISAL

Administrative Fiscal Legal

The Office of Recovery Services is required to maintain these records for a period of eight years. This is based on UC 78-12-22. The office may need to keep the records longer than that based on the age of the child and the period of collection. Microfilming is suggested for efficient retrieval and maintenance of records.¶The original copy of these records are kept on file with the courts, and copies should be requested from them. The agency is not responsible to supply copies to the public.

PRIMARY DESIGNATION

Private. UCA 63G-2-302 (2008).

SECONDARY DESIGNATION

Public. UCA 63G-2-301 (2008).

Exempt. 45 CFR 303.21 (2008).


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 6975
TITLE: Grant reduction case files
DATES: 1986-
ARRANGEMENT: Numerical by warrant number, thereunder chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: This is a record of checks issued by the Office of Recovery Services to various obligees and obligors.

Warrants are used in check fraud cases.

RETENTION

Retain 7 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years or until microfilmed and then destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Records Center for 7 years and then destroy.

Microfilm duplicate: Retain in Office for 7 years and then destroy provided all audits have been completed.

APPRAISAL

Administrative Fiscal Legal

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 25.

PRIMARY DESIGNATION

Exempt. 45 CFR 303.21 (2008).


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 7523
TITLE: Deposits with State Treasurer files
DATES: 1987-
ARRANGEMENT: Chronological

DESCRIPTION: Multi-copy deposit forms accompanying agency deposits to the State Treasurer's Office. These records also serve as a receipt of deposit.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper copy: Retain in Office for 1 year and then destroy.

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 17.

PRIMARY DESIGNATION

Public


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 7528
TITLE: Warrant requests
DATES: 1987-
ARRANGEMENT: Chronological by fiscal year

DESCRIPTION: Requests from state agencies to the Division of Finance to pay vendors for supplies and/or services the vendors have provided to the agencies.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper copy: Retain in Office for 1 year and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 49.

Discussion with the bureau chief discloses that they only use the most current information. Once an update is received, there is no further use for the old report. Previous decision: 12/13/85: 6 months/private.

PRIMARY DESIGNATION

Private


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 11762
TITLE: Major error transaction report
DATES: 1980-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 4.00 cubic feet.

DESCRIPTION: These reports document accounting transaction errors from daily lists of electronic data processing reports. The lists are used by the accounts recievable unit of the Office of Recovery Services (ORS) to identify errors for correction. Information includes transaction number, date, payment type, amount of payment, team number, ORS case number, and reason for error.

RETENTION

Retain 7 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 5 years and then destroy.

APPRAISAL

Administrative

This disposition is based on the needs expressed by the agency.

PRIMARY DESIGNATION

Public


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 11763
TITLE: No accounting case reports
DATES: 1980-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 4.00 cubic feet.

DESCRIPTION: These reports document daily printouts from the electronic data processing unit of the Office of Recovery Services (ORS). The purpose of these reports is to generate an accounting number to initiate a linkage to individual case files so that funds may be directed to specific cases. Information includes payor and payee lists, case type, transaction code number and amount, and date.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 5 years and then destroy.

APPRAISAL

Administrative

This disposition is based on the needs expressed by the agency.

PRIMARY DESIGNATION

Exempt. 45 CFR 303.21 (2008).


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 11774
TITLE: Minor errors transaction reports
DATES: 1980-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 6.00 cubic feet.

DESCRIPTION: These reports document daily electronic data processing print outs, lists, and accounting transactions that were not run. These lists are used by persons in the accounts receivable and customer services units of the Office of Recovery Services (ORS) to assess minor reporting errors. Information includes report lists, ORS case number, transaction number, date, payment type and amount, reason for error, and team number.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on the administrative needs expressed by the agency for the purpose of conducting audits.

PRIMARY DESIGNATION

Public


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 12074
TITLE: Child support $50.00 refund warrants
DATES: 1984-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: These records document reports created by the Department of Human Services, Electronic Data Processing, and generated through the Public Assistance Case Management Information System (PACMIS). The Office of Recovery Services retains these records to identify administrative errors in the posting of child support payments. A memorandum is sent to the associated agency and an order to issue a manual refund to the client is generated. This process is also known as a "$50.00 pass through". Information includes Family Support, Family Service, and Recovery Service case numbers; obligor's name; refund date; check number; Recovery Service team number and Family Support district number. Also included are memoranda and PACMIS reports.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 8 years and then destroy.

APPRAISAL

Administrative

This disposition is based on the administrative needs expressed by the agency.

PRIMARY DESIGNATION

Exempt. 45 CFR 303.21 (2008)


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 9586
TITLE: Court services closure files
DATES: 1987-
ARRANGEMENT: Alphabetical by surname

DESCRIPTION: Collection agency bonds are bonds filed by collection agencies in the state.

RETENTION

Retain 8 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then transfer to State Records Center. Retain in State Records Center for 5 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 14.

This disposition is based on the administrative needs expressed by the agency.

PRIMARY DESIGNATION

Private


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 9664
TITLE: Child support payment receipt books
DATES: 1976-
ARRANGEMENT: Alphabetical by office location, thereunder chronological
ANNUAL ACCUMULATION: 1.50 cubic feet.

DESCRIPTION: These receipts document child support payments made to the Office of Recovery Services, by individuals whom the agency has pending cases with. Information includes receipt number, account number, payor's name, date, amount of payment, and signature of agency official.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 13.

PRIMARY DESIGNATION

Public


AGENCY: Department of Human Services. Office of Recovery Services

SERIES: 9747
TITLE: Interdepartmental transfer requests
DATES: undated
ARRANGEMENT: None

DESCRIPTION: An accounting document that requests the transfer of funds between agencies for services rendered or materials purchased.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 26.

PRIMARY DESIGNATION

Private