Page 78

Nevada Division of Welfare and Supportive Services Energy Assistance Program Manual 1006 RECORD RETENTION

A. Definition of a Record A record includes, but is not limited to case record papers, exhibits, correspondence, photocopies, computer records, etc. Note: information created and stored by electronic media such as, but not limited to, e-mail, CD-Rom, computer, floppy disk or computer tape is an “official state record,” and therefore subject to record retention requirements as well. Welfare Administrative Manual, Chapter 1300, contains detailed information and requirements on the disposition of Division of Welfare and Supportive Services records, with which the Energy Assistance Program must comply. Any questions on record retention should be directed to the Coordinator of Budget & Statistics in Central Office. This person serves as the liaison between the Division and the State Records Manager, Nevada State Library, Division of Archives and Records. B. Purging and Shredding of Client Case Files EAP case files are purged and shredded annually. Inactive case files older than three (3) fiscal years are shredded (this does not count the current program year). Inactive case files are purged from the EAP office files and archived until such time as they meet the destruction criteria. Example: Current FY is 2015. Case files for FY 2012, 2013, and 2014 cannot be purged. Case files prior to FY 2012 can be purged (so FY 2011 and older can be purged). C. Purging and Shredding of Other EAP Records The Record Retention policy for other EAP records is as follows per the Division of Welfare and Supportive Services Budget and Statistics Unit: I. Program Files (includes contracts) – Six (6) fiscal years from the expiration of the contract; II. State Plans – Transfer to State Archives after six (6) calendar years; III. System Reports – Three (3) fiscal years. 1007 CONFIDENTIALITY The EAP adheres to federal, state, and agency confidentiality policies. See the Welfare Administrative Manual, Chapter 600, for a complete overview of the agency’s confidentiality policy. The State of Nevada restricts the use or disclosure of information concerning applicants and recipients only for purposes directly connected with the administrative needs of the program(s) the applicant or recipient is requesting/receiving. Every EAP applicant signs a general release of information providing a written consent for the program to conduct business as it pertains to the applicant and the members of the applicant’s household. The applicant should understand and agree that information will be 1) obtained to establish eligibility and benefits and 2) shared, if necessary, with other entities.

Before case information can be discussed on the phone a client must verify themselves by MTL 01/24 June 25, 2024 - 7 - Section 1000 - Case Management