Colorado WIC Program Policies and Procedures Section 4: Organization and Management Revised: 01/01/2024

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Retention of WIC Records and Reports

Policy: Local WIC programs shall retain WIC records for the time period indicated.

Regulation: 7 CFR 246.25 (a)

Procedure/Additional Guidance: The following list summarizes WIC's policies on retention of records and reports. Local health agencies may have local policies that require a longer retention period.

REPORT/RECORD KEEP FOR Agency Budget 6 years Agency Contract 6 years Caseload Management Work Sheets At agency discretion Compass User Access Verification Reports 3 ½ years* Grocer complaint forms 3 ½ years* Mandatory reports 5 years (or longer based on agency requirements) Nutrition Education Plan 2 years* Receipts 6 years Retailer Orientation Reports 3 ½ years Retailer Monitoring Reports 6 years Secure Compass User ID Forms/Compass Access Request Form 3 ½ years* Staff meeting minutes At agency discretion Time Certification 6 years Ward Road Pharmacy/Sentido Health special formula signed invoices 3 ½ years* WIC client records 5 years (per Compass parameter) For any records not specifically called out in the table above, record retention is 3 ½ years.

*Years should be counted from the end of the applicable fiscal year. Example: Secure Compass User ID forms w-ith any date between October 2018 and September 2019 (FY 2019) should be kept at least through March 2023.

Alteration of WIC Records  Do not alter WIC records.  Correct paper records by crossing out the errors and initialing them. Never use correction fluid (white- out). This policy protects WIC staff should participant records be subpoenaed in legal actions or in audits.