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98 | P a g e October 25 6. PROGRAM INTEGRITY 6.1Requirements for Recipients’ Records GENERAL RULE: Each sub-grantee shall retain all program records in an orderly fashion, for audit and review purposes, for a period of eight (8) years from the end of the contract period. The sub-grantee shall retain fiscal records and documents for eight (8) years from the end of the master contract period. All LIHEAP applicant documentation must be uploaded in Perceptive within 30 days of eligibility determination. Note: Record retention policy for Subsidized Rent Households in which the household is eligible for a benefit for the five (5) year eligibility period requires the records to be kept for eight (8) years from the end of the eligibility period. 6.2 Organization of Recipient Records RESPONSIBILITY: The sub-grantee is responsible for initiating and maintaining records for each applicant or recipient of assistance. Current applications, redeterminations, change slips, correspondence, and verifications shall be filed in this record. Any other documentation that makes clear what is happening in the case shall be included. In CHIMES, check to be sure that the date of determination is entered, and that the benefit is accurate. The sub-grantee shall maintain the case notes in CHIMES to ensure any pertinent information is documented so the present circumstances in the case will be understood at the time of the next change. Personal identifiable information (PII) of clients must be protected. Common PII information: • Full name(s) • SSNs and Dates of birth • Full address • Banking and other accounts information REQUIRED CONTENTS OF FILE: Case documentation may be kept in hard copy files, as secure digital records, or both. Whichever method is used case files should contain the following: • APPLICATIONS AND REDETERMINATIONS • CORRESPONDENCE