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ESA SNAP Policy Manual 5  Retention of records: − ESA will retain all SNAP program records in an orderly fashion. For audit and review purposes, all information used to determine eligibility will be retained in accordance with the approved DHS Record and Retention Schedule, DCRS 19-0002. Records are retained for three years after the current calendar year and then destroyed. − ESA will retain fiscal records and accountable documents for three 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 ESA has determined and documented that no further action to liquidate the obligation is appropriate. Fiscal records and accountable documents include claims and documentation of lost benefits. − Records concerning IPV disqualifications and the corresponding notices to the household will be kept indefinitely. This retention will continue until the state agency either confirms the death of the individual associated with the record or receives advice from FNS through the disqualified recipient database system edit report. The advice will indicate that all records linked to a specific individual, including the disqualified recipient database record, can be permanently deleted due to the individual reaching their 80th birthday. − The state agency is responsible for removing disqualification records from the disqualified recipient database when the supporting documents become inaccurate, irrelevant or incomplete. To fulfill this obligation, the state agency must adhere to a specified records management program. Details about this program must be accessible for review by FNS. 1.5 Rights and Responsibilities 1.5.1 Applicant Rights All SNAP applicants and recipients (customers) have rights under various District and federal laws. Applicants have the right to:  Apply for SNAP without delay, including the following rights: − File an incomplete application as long as it includes a name, address and signature. − Receive and file an application for benefits the same day they contact ESA. − Be informed of the verification requirements and that the household has 10 days to provide the information. − Have an application mailed or emailed on the same business day to individuals requesting an application. − Apply for benefits at any time, including while a fair hearing request is pending or after a hearing decision has been made. − Receive help in making appropriate accommodations for completing both an application and interview when required. − Request a face-to-face interview when needed. Return