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Program Provider/Assessment Files

RDA Number
2341
Effective Date
Record Series Abstract
Documents relating to closed DHS provider files including assessment related documentation, provider applications, correspondence, disqualified letters, agreement letters, activity logs, annual reviews, scanned forms, plans and other collateral documentation relating to the provider.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
When the provider's agreement has been fulfilled and is inactive.
Total Retention Years
5
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Files are created for each provider, these records are maintained on site. Both paper and electronic versions are kept for 5 years after cut off, then destroyed according to state approved methods.
Allotment Code
345
Record Location
Statewide in all 95 county office and provider locations.
File Arrangement
Alpha and Numeric
Date Range
1970-current
Annual Accumulation
1.5 Gigabytes 73 Cu.Ft.
Current Volume
7.5 Gigabytes 363 Cu.Ft.
Record Value
Administrative
Fiscal
Legal
Audit Requirements
Both
Information Shared Outside the State
Yes
Shared Agencies
USDA
Essential Record
Yes - Original
Essential Record Stored
Original records are stored electronically with Strategic Technology Solutions (STS) in their 4 server locations across the State.
Essential Record Media Type
Electronic
Confidential
No
Does this Record Series Contain Sensitive Information?
No
Agency Retention
5 years
Record Sample PDF
System Name
EAV (Enrollment and Attendance Verification)
Hardware Description
The electronic records are permanently stored in folders on a Strategic Technology Solutions (STS) NAS device. Metadata is stored in a database on an STS server. All hardware for maintaining the records series shall be maintained in accordance with the current standards of STS.
Software Description
Documents and their metadata are captured by using multi-function devices and scanning the document by pressing the appropriate button on the multi-function device using Lexmark Document Distributor software.
System Location
Department of Human Services uses the EAV System. The electronic records are kept on a NAS device maintained and supported by STS at their Data Center.
Backup Procedures
Backup procedures shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Backup procedures shall be reviewed and tested annually.
Disaster Recovery
The Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of the Strategic Technology Solutions (STS). Disaster Recovery plans shall be reviewed annually.
Data Migration Description
EAV documents are scanned via state mfp on the state network to a folder on an STS NAS device. A DHS .net web application is used to access the stored documents.
Legacy Revision UUID
790