Department of Health and Human Services. Office of Recovery Services

7523--Deposits with State Treasurer files
7528--Warrant requests
6968--Administrative order of satisfaction files
9747--Interdepartmental transfer requests
11762--Major error transaction report
11774--Minor errors transaction reports
17450--Information services locater archive
22551--Bankruptcies and notices of default records
24376--Electronic funds transfer authorizations
24430--Publications
30215--Administrative orders
81751--Warrant registers
82014--Medical collections tort case files
80939--Health care provider overpayment files
80952--Receipts records
80962--Medical collections case files
80988--Active lost check affidavit files
81276--Collection and payment statistics
81040--Client account adjustment files
81292--Public welfare liens
83129--Inactive lost check affidavit files
30642--Paternity establishment records
30636--Child support case files
84344--Executive correspondence

AGENCY: Department of Health and Human Services. Office of Recovery Services

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

DESCRIPTION: Cash receipt transaction forms accompanying agency deposits to the State Treasurer's Office.

RETENTION

Retain for 3 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Cash receipt transaction form (fi-33), GRS-1806

AUTHORIZED: 03/25/1991

FORMAT MANAGEMENT

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

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

APPRAISAL

PRIMARY DESIGNATION

Public


AGENCY: Department of Health and 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

Retain for 7 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is proposed and has not yet been approved.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years and then destroy.

APPRAISAL

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 Health and Human Services. Office of Recovery Services

SERIES: 6968
TITLE: Administrative order of satisfaction files
DATES: 1976-
ARRANGEMENT: Alphabetical by surname

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 for 40 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

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 Health and Human Services. Office of Recovery Services

SERIES: 9747
TITLE: Interdepartmental transfer requests
DATES: 1991-
ARRANGEMENT: None

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

RETENTION

Retain for 3 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

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

PRIMARY DESIGNATION

Private


AGENCY: Department of Health and Human Services. Office of Recovery Services

SERIES: 11762
TITLE: Major error transaction report
DATES: 1980-
ARRANGEMENT: Chronological

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 for 7 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

APPROVED: 12/1993

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 Health and Human Services. Office of Recovery Services

SERIES: 11774
TITLE: Minor errors transaction reports
DATES: 1980-
ARRANGEMENT: Chronological

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

Retain for 3 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

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 Health and Human Services. Office of Recovery Services

SERIES: 17450
TITLE: Information services locater archive
DATES: 1995-
ARRANGEMENT: Chronological by run date

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 for 15 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

APPROVED: 03/1998

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 Health and 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

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 for 3 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

APPROVED: 04/2000

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 Health and Human Services. Office of Recovery Services

SERIES: 24376
TITLE: Electronic funds transfer authorizations
DATES: 1998-
ARRANGEMENT: Alphabetical by last name of program participant

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 until final action

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

APPROVED: 10/2002

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

Private


AGENCY: Department of Health and 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

Permanent. Retain until administrative need ends

DISPOSITION

Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Publications, GRS-1678

AUTHORIZED: 09/18/2002

FORMAT MANAGEMENT

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

APPRAISAL

Historical

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 Health and Human Services. Office of Recovery Services

SERIES: 30215
TITLE: Administrative orders
DATES: 2008-
ARRANGEMENT: Database.

DESCRIPTION: These orders are established under the authority of the Utah Administrative Procedures Act as described in Utah Code 63G-4, and are issued by an Office of Recovery Services Presiding Officer for the purpose of enforcing child and medical support obligations in accordance with the Office's legal mandate as described in Utah Code 62A-11-104. The orders include names of respondents, Office of Recovery Services case numbers, presiding officer's signature, order date, mailing certificate, and may include other related documents. Each order includes specific provisions and determinations such as a base child support obligation amount, arrears timeframe and judgment amount, medical support, genetic test costs/results, immediate income withholding, retained support, and controlling order.

RETENTION

Retain for 40 year(s) after case is closed

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

APPROVED: 03/2022

FORMAT MANAGEMENT

Computer data files: Retain in Office for 40 years after case is closed and then delete.

APPRAISAL

Administrative Fiscal Legal

Statute of limitations is defined as either four years after the youngest child reaches majority, or eight years from the date of entry of the sum certain judgment, whichever is longer (Utah Code 78B-5-202(6) (2014))

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. Utah Code 63G-2-302(2)(b,d) (2021)


AGENCY: Department of Health and Human Services. Office of Recovery Services

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

DESCRIPTION: Actual warrant or check cut from warrant request to pay for services rendered.

RETENTION

Retain for 7 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule State government accounts payable and receivable records, GRS-1854

AUTHORIZED: 05/30/2019

FORMAT MANAGEMENT

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

Microfilm master: Retain in Archives for 7 years and then destroy.

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

Public


AGENCY: Department of Health and Human Services. Office of Recovery Services

SERIES: 82014
TITLE: Medical collections tort case files
DATES: 1976-
ARRANGEMENT: Alphabetical by client's name

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 for 10 year(s) after resolution of issue

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is proposed and has not yet been approved.

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

PRIMARY DESIGNATION

Exempt. HIPAA, 45 CFR parts 160 and 164

SECONDARY DESIGNATION

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


AGENCY: Department of Health and Human Services. Office of Recovery Services

SERIES: 80939
TITLE: Health care provider overpayment files
DATES: 1982-
ARRANGEMENT: Alphabetical by health care provider

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

DISPOSITION

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

APPROVED: 09/2005

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 Health and 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 for 5 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

APPROVED: 09/1988

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.

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

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

Private


AGENCY: Department of Health and Human Services. Office of Recovery Services

SERIES: 80962
TITLE: Medical collections case files
DATES: 1975-
ARRANGEMENT: Alphabetical by client's name

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 for 10 year(s) after case is closed

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

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

PRIMARY DESIGNATION

Exempt. 45 CFR parts 160 and 164


AGENCY: Department of Health and Human Services. Office of Recovery Services

SERIES: 80988
TITLE: Active lost check affidavit files
DATES: 1983-
ARRANGEMENT: Chronological

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 for 4 year(s) after resolution of issue

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

APPROVED: 09/2005

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 Health and 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

Permanent. Retain for 3 year(s)

DISPOSITION

Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

APPROVED: 09/1988

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal Historical

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. personal information related to obligor.

Exempt. 45 CFR 303.21 (2008).


AGENCY: Department of Health and Human Services. Office of Recovery Services

SERIES: 81040
TITLE: Client account adjustment files
DATES: 1980-
ARRANGEMENT: Numerical by transaction number

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 for 7 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

APPROVED: 09/1988

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 Health and 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 for 4 year(s) after resolution of issue

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

APPROVED: 09/2005

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 Health and Human Services. Office of Recovery Services

SERIES: 83129
TITLE: Inactive lost check affidavit files
DATES: 1983-
ARRANGEMENT: Chronological

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

Retain for 3 month(s) after case is closed

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

APPROVED: 09/1988

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 Health and Human Services. Office of Recovery Services

SERIES: 30642
TITLE: Paternity establishment records
DATES: 2006-
ARRANGEMENT: Database

DESCRIPTION: These records document the biological paternity of a child, and may include requests for genetic testing, genetic testing lab results, lab affidavit, photos, paternity questionnaire, paternity affidavit, genetic test results notification letters, genetic testing exclusion, out of state birth certificates and voluntary declaration of paternity.

RETENTION

Retain for 40 year(s) after case is closed

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the Records Management Committee.

APPROVED: 10/2023

FORMAT MANAGEMENT

Computer data files: Retain in Office for 40 years after case is closed and then delete.

APPRAISAL

Administrative Legal

PRIMARY DESIGNATION

Private. Utah Code 63G-2-302(3)(c) (2023). See also Utah Code 78B-15-511 (2008).


AGENCY: Department of Health and Human Services. Office of Recovery Services

SERIES: 30636
TITLE: Child support case files
DATES: 2006-
ARRANGEMENT: Alphabetical by client surname.

DESCRIPTION: These records support the agency's mandate to establish and enforce orders for paternity, and child and medical support, and to review and modify child support orders. Case files are created for case participants, including obligors, obligees, and the child or children. Contents of each case file vary according to the individual circumstance of each case, and contain information related to the Office's responsibilities described in Utah Code 26B-9: Recovery Services, and may include the following types of information: Application for Child Support Services, income, employment, medical and dental insurance, copies of judicial court orders, interstate documents, correspondence, and related records. Administrative orders and paternity establishment records are documented within the case file, but are managed as a separate records series.

RETENTION

Retain for 22 year(s) after date of birth of youngest child or for 4 year(s) after case is closed, whichever is greater

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the Records Management Committee.

APPROVED: 10/2023

FORMAT MANAGEMENT

Computer data files: Retain in Office until youngest child reaches 22 years of age or until 4 years after case closure, whichever is later and then delete.

APPRAISAL

Administrative Fiscal Legal

PRIMARY DESIGNATION

Private. Utah Code 63G-2-302(2)(b) (2023)

SECONDARY DESIGNATION

Exempt. Utah Code 63G-2-201(3)(b) (2023)

Public. Utah Code 63G-2-201(2) (2023)


AGENCY: Department of Health and 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

Permanent. Retain for 5 year(s)

DISPOSITION

Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule State agency executive correspondence, GRS-1758

AUTHORIZED: 03/18/2015

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 1990 Utah General Schedule 1, Item 9.

PRIMARY DESIGNATION

Public