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Family Assistance Client Files

RDA Number
1717
Effective Date
Record Series Abstract
The records series consist of information regarding application, identity, address, income, citizenship verification, change report form, correspondence, client notices, benefit issuance amount, disposition of case information, request for benefit replacement and other collaborative supporting verification.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Files are cut off when the Federal Government notifies the State that the records are no longer needed and or when the client is deceased or reaches their 80th birthday.
Total Retention Years
0
Total Retention Months
0
Retention End Action
Permanent
Disposition Notes
Recipient/Client files are created through data entry by program staff to the ACCENT database. Reported case changes and updates are also input via data entry. All information contained in the ACCENT database is considered of administrative and fiscal importance. Family Assistance recipient/client files are to be kept indefinitely. In addition, Child Support, Temporary Assistance to Needy Families(TANF), Disability Determination Services(DDS) and DHS Office of Inspector General(OIG) utilize the data collected in ACCENT in their respective program functionality. At any time during the life of a recipient/client, one could apply for or have an indirect or renewed need for benefits or claims. Recipient/Client information in the ACCENT database allows the agency to determine the necessary and allowable benefits assistance to be awarded, or other financial obligations required to be reimbursed by the recipient/client. If there is, or has been, an intended program violation (IPV), the agency will serve notice to the household and all records will be kept indefinitely per 7 CFR 272(d)(2).
Allotment Code
345
Record Location
Client files are located Statewide in all DHS county offices and accessed via computer by authorized program staff.
File Arrangement
Alpha and Numeric
Date Range
1990 - Current
Annual Accumulation
15.9 gigabytes
Current Volume
311 gigabytes
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
United States Department of Agriculture(USDA,Internal Revenue Service(IRS), Health & Human Services(HHS), Office of Child Support Enforcement(OCSE)
Essential Record
Yes - Original
Essential Record Stored
The essential record is housed in the ACCENT database which is maintained and stored offsite at Iron Mountain Data Center in Colorado.
Essential Record Media Type
Electronic
Confidential
No
Confidential Legal Citation
45 CFR 92.42 7 CFR 272.1 / DHS Rules Chapter 1240-01-13
Does this Record Series Contain Sensitive Information?
No
Record Sample PDF
System Name
ACCENT
Hardware Description
IBM ZOS 1.13 Mainframe
Software Description
IMS Data Base; COBOL, TELON Software
System Location
IBM Data Center Boulder, Colorado
Backup Procedures
Database backups are taken each weekend and are kept for 6 weeks in the IBM secured data center. Three weeks of disaster recovery backups are sent to a secured offsite location. Currently the offsite vendor is "Iron Mountain" in Colorado. IMS Database Change Accumulations are created daily, stored off-site, and are available if needed for disaster recovery/forward processing along with the disaster recovery database backups.
Disaster Recovery
The goal of the Disaster Recovery is to restore the use of the ACCENT system to the user community as quickly as possible following any disaster which impacts the availability of this system to the users. Recovery of this system must be given a high priority since it impacts the delivery of benefits to our clients. Workers use the Offline Interview form and the Interview Checklist when ACCENT is not available. New employees are trained during TOPNET (Worker Training) how to conduct an interview in the unlikely event that ACCENT is not available.
Data Migration Description
All modifications and enhancements to ACCENT programs must be made in the development region. Unit testing is performed in this same region, using test data created by the programmers and functional tests created by the analysts. Once a program has been successfully unit tested by the programmers and functional tests created by the analysts the program is compiled into the acceptance test region for testing by acceptance test staff. Acceptance test consists of state office policy staff and DHS analysts. A program must pass formal acceptance testing before it can be moved into the production region. The migration of all new or changed code is controlled through the Member Migration Form which must be signed by the ACCENT Project Director or backup, the Acceptance Tester and the Acceptance Test Team Manager.
Legacy Revision UUID
376