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us-co/regulation/10-ccr-2506-1/4.902.5 — Retention of Case Records · Axiom

Retention of Case Records

6 rules

Each local office shall retain all program records in an orderly fashion for audit and review purposes for no less than three (3) years from the month of origin of each record. In addition: A. The local office shall retain fiscal records and accountable documents for three (3) years from the date of fiscal or administrative closure. Fiscal closure means that obligations for or against the federal government have been liquidated. Administrative closure means that the state agency has determined and documented that no further action to liquidate the obligation is appropriate. Fiscal records and accountable documents include, but are not limited to, claims and documentation of lost benefits. B. Case records relating to intentional program violation (IPV) disqualifications and related notices to the household shall be retained indefinitely until the local office obtains reliable information that the individual who was disqualified has died or until the information is received from the national disqualified recipient database system that all records associated with a particular individual, including the disqualified client database record, may be permanently removed from the database because of the individual's eightieth (80th) birthday.

in view

Whole section

Encodings · 6

program_record_minimum_retention_yearsCO reg. 4.902.5 · parameter

10 CCR 2506-1 section 4.902.5

name: program_record_minimum_retention_years
kind: parameter
dtype: Count
source: 10 CCR 2506-1 section 4.902.5
metadata:
  proof:
    atoms:
      - path: versions[0].formula
        kind: parameter
        source:
          corpus_citation_path: us-co/regulation/10-ccr-2506-1/4.902.5
          excerpt: no less than three (3) years from the month of origin
versions:
  - effective_from: '2025-10-01'
    formula: '3'

fiscal_record_minimum_retention_years_after_closureCO reg. 4.902.5 · parameter

10 CCR 2506-1 section 4.902.5(A)

name: fiscal_record_minimum_retention_years_after_closure
kind: parameter
dtype: Count
source: 10 CCR 2506-1 section 4.902.5(A)
metadata:
  proof:
    atoms:
      - path: versions[0].formula
        kind: parameter
        source:
          corpus_citation_path: us-co/regulation/10-ccr-2506-1/4.902.5
          excerpt: >-
            fiscal records and accountable documents for three (3) years from
            the date of fiscal or administrative closure
versions:
  - effective_from: '2025-10-01'
    formula: '3'

ipv_database_removal_birthday_ageCO reg. 4.902.5 · parameter

10 CCR 2506-1 section 4.902.5(B)

name: ipv_database_removal_birthday_age
kind: parameter
dtype: Count
source: 10 CCR 2506-1 section 4.902.5(B)
metadata:
  proof:
    atoms:
      - path: versions[0].formula
        kind: parameter
        source:
          corpus_citation_path: us-co/regulation/10-ccr-2506-1/4.902.5
          excerpt: because of the individual's eightieth (80th) birthday
versions:
  - effective_from: '2025-10-01'
    formula: '80'

program_record_retention_requiredCO reg. 4.902.5 · derived

10 CCR 2506-1 section 4.902.5

name: program_record_retention_required
kind: derived
entity: ProgramRecord
dtype: Judgment
period: Month
source: 10 CCR 2506-1 section 4.902.5
metadata:
  proof:
    atoms:
      - path: versions[0].formula
        kind: formula
        source:
          corpus_citation_path: us-co/regulation/10-ccr-2506-1/4.902.5
      - path: versions[0].formula
        kind: import
        import:
          target: >-
            us-co:regulations/10-ccr-2506-1/4.902.5#program_record_minimum_retention_years
          output: program_record_minimum_retention_years
          hash: sha256:local
versions:
  - effective_from: '2025-10-01'
    formula: >-
      record_age_years_from_month_of_origin <=
      program_record_minimum_retention_years

fiscal_record_retention_required_after_closureCO reg. 4.902.5 · derived

10 CCR 2506-1 section 4.902.5(A)

name: fiscal_record_retention_required_after_closure
kind: derived
entity: ProgramRecord
dtype: Judgment
period: Month
source: 10 CCR 2506-1 section 4.902.5(A)
metadata:
  proof:
    atoms:
      - path: versions[0].formula
        kind: formula
        source:
          corpus_citation_path: us-co/regulation/10-ccr-2506-1/4.902.5
      - path: versions[0].formula
        kind: import
        import:
          target: >-
            us-co:regulations/10-ccr-2506-1/4.902.5#fiscal_record_minimum_retention_years_after_closure
          output: fiscal_record_minimum_retention_years_after_closure
          hash: sha256:local
versions:
  - effective_from: '2025-10-01'
    formula: >-
      record_is_fiscal_record_or_accountable_document

      and years_since_fiscal_or_administrative_closure <=
      fiscal_record_minimum_retention_years_after_closure

ipv_case_record_retention_requiredCO reg. 4.902.5 · derived

10 CCR 2506-1 section 4.902.5(B)

name: ipv_case_record_retention_required
kind: derived
entity: ProgramRecord
dtype: Judgment
period: Month
source: 10 CCR 2506-1 section 4.902.5(B)
metadata:
  proof:
    atoms:
      - path: versions[0].formula
        kind: formula
        source:
          corpus_citation_path: us-co/regulation/10-ccr-2506-1/4.902.5
      - path: versions[0].formula
        kind: import
        import:
          target: >-
            us-co:regulations/10-ccr-2506-1/4.902.5#ipv_database_removal_birthday_age
          output: ipv_database_removal_birthday_age
          hash: sha256:local
versions:
  - effective_from: '2025-10-01'
    formula: |-
      record_relates_to_ipv_disqualification_or_related_household_notice
      and not reliable_information_disqualified_individual_died
      and not (
          information_received_from_national_disqualified_recipient_database_system_records_may_be_removed
          and disqualified_individual_age >= ipv_database_removal_birthday_age
      )

▸rulespec code

Shown source

regulations/10-ccr-2506-1/4.902.5.yaml

Displaying the canonical repository encoding.

View on GitHub

Rules

program_record_minimum_retention_years

Parameter

source: 10 CCR 2506-1 section 4.902.5

- name: program_record_minimum_retention_years
  kind: parameter
  dtype: Count
  source: 10 CCR 2506-1 section 4.902.5
  metadata:
    proof:
      atoms:
        - path: versions[0].formula
          kind: parameter
          source:
            corpus_citation_path: us-co/regulation/10-ccr-2506-1/4.902.5
            excerpt: no less than three (3) years from the month of origin
  versions:
    - effective_from: '2025-10-01'
      formula: '3'

fiscal_record_minimum_retention_years_after_closure

Parameter

source: 10 CCR 2506-1 section 4.902.5(A)

- name: fiscal_record_minimum_retention_years_after_closure
  kind: parameter
  dtype: Count
  source: 10 CCR 2506-1 section 4.902.5(A)
  metadata:
    proof:
      atoms:
        - path: versions[0].formula
          kind: parameter
          source:
            corpus_citation_path: us-co/regulation/10-ccr-2506-1/4.902.5
            excerpt: >-
              fiscal records and accountable documents for three (3) years from the date of fiscal
              or administrative closure
  versions:
    - effective_from: '2025-10-01'
      formula: '3'

ipv_database_removal_birthday_age

Parameter

source: 10 CCR 2506-1 section 4.902.5(B)

- name: ipv_database_removal_birthday_age
  kind: parameter
  dtype: Count
  source: 10 CCR 2506-1 section 4.902.5(B)
  metadata:
    proof:
      atoms:
        - path: versions[0].formula
          kind: parameter
          source:
            corpus_citation_path: us-co/regulation/10-ccr-2506-1/4.902.5
            excerpt: because of the individual's eightieth (80th) birthday
  versions:
    - effective_from: '2025-10-01'
      formula: '80'

program_record_retention_required

Derived

source: 10 CCR 2506-1 section 4.902.5

- name: program_record_retention_required
  kind: derived
  entity: ProgramRecord
  dtype: Judgment
  period: Month
  source: 10 CCR 2506-1 section 4.902.5
  metadata:
    proof:
      atoms:
        - path: versions[0].formula
          kind: formula
          source:
            corpus_citation_path: us-co/regulation/10-ccr-2506-1/4.902.5
        - path: versions[0].formula
          kind: import
          import:
            target: us-co:regulations/10-ccr-2506-1/4.902.5#program_record_minimum_retention_years
            output: program_record_minimum_retention_years
            hash: sha256:local
  versions:
    - effective_from: '2025-10-01'
      formula: record_age_years_from_month_of_origin <= program_record_minimum_retention_years

fiscal_record_retention_required_after_closure

Derived

source: 10 CCR 2506-1 section 4.902.5(A)

- name: fiscal_record_retention_required_after_closure
  kind: derived
  entity: ProgramRecord
  dtype: Judgment
  period: Month
  source: 10 CCR 2506-1 section 4.902.5(A)
  metadata:
    proof:
      atoms:
        - path: versions[0].formula
          kind: formula
          source:
            corpus_citation_path: us-co/regulation/10-ccr-2506-1/4.902.5
        - path: versions[0].formula
          kind: import
          import:
            target: >-
              us-co:regulations/10-ccr-2506-1/4.902.5#fiscal_record_minimum_retention_years_after_closure
            output: fiscal_record_minimum_retention_years_after_closure
            hash: sha256:local
  versions:
    - effective_from: '2025-10-01'
      formula: >-
        record_is_fiscal_record_or_accountable_document

        and years_since_fiscal_or_administrative_closure <=
        fiscal_record_minimum_retention_years_after_closure

ipv_case_record_retention_required

Derived

source: 10 CCR 2506-1 section 4.902.5(B)

- name: ipv_case_record_retention_required
  kind: derived
  entity: ProgramRecord
  dtype: Judgment
  period: Month
  source: 10 CCR 2506-1 section 4.902.5(B)
  metadata:
    proof:
      atoms:
        - path: versions[0].formula
          kind: formula
          source:
            corpus_citation_path: us-co/regulation/10-ccr-2506-1/4.902.5
        - path: versions[0].formula
          kind: import
          import:
            target: us-co:regulations/10-ccr-2506-1/4.902.5#ipv_database_removal_birthday_age
            output: ipv_database_removal_birthday_age
            hash: sha256:local
  versions:
    - effective_from: '2025-10-01'
      formula: |-
        record_relates_to_ipv_disqualification_or_related_household_notice
        and not reliable_information_disqualified_individual_died
        and not (
            information_received_from_national_disqualified_recipient_database_system_records_may_be_removed
            and disqualified_individual_age >= ipv_database_removal_birthday_age
        )

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Retention of Case Records

6 rules

Official source

graph ↗build calculator ↗

in view

Whole section

Encodings · 6

program_record_minimum_retention_yearsCO reg. 4.902.5 · parameter

10 CCR 2506-1 section 4.902.5

name: program_record_minimum_retention_years
kind: parameter
dtype: Count
source: 10 CCR 2506-1 section 4.902.5
metadata:
  proof:
    atoms:
      - path: versions[0].formula
        kind: parameter
        source:
          corpus_citation_path: us-co/regulation/10-ccr-2506-1/4.902.5
          excerpt: no less than three (3) years from the month of origin
versions:
  - effective_from: '2025-10-01'
    formula: '3'

fiscal_record_minimum_retention_years_after_closureCO reg. 4.902.5 · parameter

10 CCR 2506-1 section 4.902.5(A)

name: fiscal_record_minimum_retention_years_after_closure
kind: parameter
dtype: Count
source: 10 CCR 2506-1 section 4.902.5(A)
metadata:
  proof:
    atoms:
      - path: versions[0].formula
        kind: parameter
        source:
          corpus_citation_path: us-co/regulation/10-ccr-2506-1/4.902.5
          excerpt: >-
            fiscal records and accountable documents for three (3) years from
            the date of fiscal or administrative closure
versions:
  - effective_from: '2025-10-01'
    formula: '3'

ipv_database_removal_birthday_ageCO reg. 4.902.5 · parameter

10 CCR 2506-1 section 4.902.5(B)

name: ipv_database_removal_birthday_age
kind: parameter
dtype: Count
source: 10 CCR 2506-1 section 4.902.5(B)
metadata:
  proof:
    atoms:
      - path: versions[0].formula
        kind: parameter
        source:
          corpus_citation_path: us-co/regulation/10-ccr-2506-1/4.902.5
          excerpt: because of the individual's eightieth (80th) birthday
versions:
  - effective_from: '2025-10-01'
    formula: '80'

program_record_retention_requiredCO reg. 4.902.5 · derived

10 CCR 2506-1 section 4.902.5

name: program_record_retention_required
kind: derived
entity: ProgramRecord
dtype: Judgment
period: Month
source: 10 CCR 2506-1 section 4.902.5
metadata:
  proof:
    atoms:
      - path: versions[0].formula
        kind: formula
        source:
          corpus_citation_path: us-co/regulation/10-ccr-2506-1/4.902.5
      - path: versions[0].formula
        kind: import
        import:
          target: >-
            us-co:regulations/10-ccr-2506-1/4.902.5#program_record_minimum_retention_years
          output: program_record_minimum_retention_years
          hash: sha256:local
versions:
  - effective_from: '2025-10-01'
    formula: >-
      record_age_years_from_month_of_origin <=
      program_record_minimum_retention_years

fiscal_record_retention_required_after_closureCO reg. 4.902.5 · derived

10 CCR 2506-1 section 4.902.5(A)

name: fiscal_record_retention_required_after_closure
kind: derived
entity: ProgramRecord
dtype: Judgment
period: Month
source: 10 CCR 2506-1 section 4.902.5(A)
metadata:
  proof:
    atoms:
      - path: versions[0].formula
        kind: formula
        source:
          corpus_citation_path: us-co/regulation/10-ccr-2506-1/4.902.5
      - path: versions[0].formula
        kind: import
        import:
          target: >-
            us-co:regulations/10-ccr-2506-1/4.902.5#fiscal_record_minimum_retention_years_after_closure
          output: fiscal_record_minimum_retention_years_after_closure
          hash: sha256:local
versions:
  - effective_from: '2025-10-01'
    formula: >-
      record_is_fiscal_record_or_accountable_document

      and years_since_fiscal_or_administrative_closure <=
      fiscal_record_minimum_retention_years_after_closure

ipv_case_record_retention_requiredCO reg. 4.902.5 · derived

10 CCR 2506-1 section 4.902.5(B)

name: ipv_case_record_retention_required
kind: derived
entity: ProgramRecord
dtype: Judgment
period: Month
source: 10 CCR 2506-1 section 4.902.5(B)
metadata:
  proof:
    atoms:
      - path: versions[0].formula
        kind: formula
        source:
          corpus_citation_path: us-co/regulation/10-ccr-2506-1/4.902.5
      - path: versions[0].formula
        kind: import
        import:
          target: >-
            us-co:regulations/10-ccr-2506-1/4.902.5#ipv_database_removal_birthday_age
          output: ipv_database_removal_birthday_age
          hash: sha256:local
versions:
  - effective_from: '2025-10-01'
    formula: |-
      record_relates_to_ipv_disqualification_or_related_household_notice
      and not reliable_information_disqualified_individual_died
      and not (
          information_received_from_national_disqualified_recipient_database_system_records_may_be_removed
          and disqualified_individual_age >= ipv_database_removal_birthday_age
      )

▸rulespec code

Shown source

regulations/10-ccr-2506-1/4.902.5.yaml

Displaying the canonical repository encoding.

View on GitHub

Rules

program_record_minimum_retention_years

Parameter

source: 10 CCR 2506-1 section 4.902.5

- name: program_record_minimum_retention_years
  kind: parameter
  dtype: Count
  source: 10 CCR 2506-1 section 4.902.5
  metadata:
    proof:
      atoms:
        - path: versions[0].formula
          kind: parameter
          source:
            corpus_citation_path: us-co/regulation/10-ccr-2506-1/4.902.5
            excerpt: no less than three (3) years from the month of origin
  versions:
    - effective_from: '2025-10-01'
      formula: '3'

fiscal_record_minimum_retention_years_after_closure

Parameter

source: 10 CCR 2506-1 section 4.902.5(A)

- name: fiscal_record_minimum_retention_years_after_closure
  kind: parameter
  dtype: Count
  source: 10 CCR 2506-1 section 4.902.5(A)
  metadata:
    proof:
      atoms:
        - path: versions[0].formula
          kind: parameter
          source:
            corpus_citation_path: us-co/regulation/10-ccr-2506-1/4.902.5
            excerpt: >-
              fiscal records and accountable documents for three (3) years from the date of fiscal
              or administrative closure
  versions:
    - effective_from: '2025-10-01'
      formula: '3'

ipv_database_removal_birthday_age

Parameter

source: 10 CCR 2506-1 section 4.902.5(B)

- name: ipv_database_removal_birthday_age
  kind: parameter
  dtype: Count
  source: 10 CCR 2506-1 section 4.902.5(B)
  metadata:
    proof:
      atoms:
        - path: versions[0].formula
          kind: parameter
          source:
            corpus_citation_path: us-co/regulation/10-ccr-2506-1/4.902.5
            excerpt: because of the individual's eightieth (80th) birthday
  versions:
    - effective_from: '2025-10-01'
      formula: '80'

program_record_retention_required

Derived

source: 10 CCR 2506-1 section 4.902.5

- name: program_record_retention_required
  kind: derived
  entity: ProgramRecord
  dtype: Judgment
  period: Month
  source: 10 CCR 2506-1 section 4.902.5
  metadata:
    proof:
      atoms:
        - path: versions[0].formula
          kind: formula
          source:
            corpus_citation_path: us-co/regulation/10-ccr-2506-1/4.902.5
        - path: versions[0].formula
          kind: import
          import:
            target: us-co:regulations/10-ccr-2506-1/4.902.5#program_record_minimum_retention_years
            output: program_record_minimum_retention_years
            hash: sha256:local
  versions:
    - effective_from: '2025-10-01'
      formula: record_age_years_from_month_of_origin <= program_record_minimum_retention_years

fiscal_record_retention_required_after_closure

Derived

source: 10 CCR 2506-1 section 4.902.5(A)

- name: fiscal_record_retention_required_after_closure
  kind: derived
  entity: ProgramRecord
  dtype: Judgment
  period: Month
  source: 10 CCR 2506-1 section 4.902.5(A)
  metadata:
    proof:
      atoms:
        - path: versions[0].formula
          kind: formula
          source:
            corpus_citation_path: us-co/regulation/10-ccr-2506-1/4.902.5
        - path: versions[0].formula
          kind: import
          import:
            target: >-
              us-co:regulations/10-ccr-2506-1/4.902.5#fiscal_record_minimum_retention_years_after_closure
            output: fiscal_record_minimum_retention_years_after_closure
            hash: sha256:local
  versions:
    - effective_from: '2025-10-01'
      formula: >-
        record_is_fiscal_record_or_accountable_document

        and years_since_fiscal_or_administrative_closure <=
        fiscal_record_minimum_retention_years_after_closure

ipv_case_record_retention_required

Derived

source: 10 CCR 2506-1 section 4.902.5(B)

- name: ipv_case_record_retention_required
  kind: derived
  entity: ProgramRecord
  dtype: Judgment
  period: Month
  source: 10 CCR 2506-1 section 4.902.5(B)
  metadata:
    proof:
      atoms:
        - path: versions[0].formula
          kind: formula
          source:
            corpus_citation_path: us-co/regulation/10-ccr-2506-1/4.902.5
        - path: versions[0].formula
          kind: import
          import:
            target: us-co:regulations/10-ccr-2506-1/4.902.5#ipv_database_removal_birthday_age
            output: ipv_database_removal_birthday_age
            hash: sha256:local
  versions:
    - effective_from: '2025-10-01'
      formula: |-
        record_relates_to_ipv_disqualification_or_related_household_notice
        and not reliable_information_disqualified_individual_died
        and not (
            information_received_from_national_disqualified_recipient_database_system_records_may_be_removed
            and disqualified_individual_age >= ipv_database_removal_birthday_age
        )