DOH 960-106 June 2014 WASHINGTON STATE WIC

POLICY AND PROCEDURE MANUAL

VOLUME 2, CHAPTER 7

Record Retention

DOH 960-106 June 2014

WIC does not discriminate The U.S. Department of Agriculture WIC program prohibits discrimination against its customers on the bases of race, color, national origin, age, disability, and sex. See full USDA non- discrimination statement at: http://www.usda.gov/wps/portal/usda/usdahome?navtype=FT&navid=NON_DISCRIMINATION

If you wish to file a Civil Rights program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, found online at http://www.ascr.usda.gov/complaint_filing_cust.html, or at any USDA office, or call (866) 632- 9992 to request the form. You may also write a letter containing all of the information requested in the form. Send your completed complaint form or letter to us by mail at U.S. Department of Agriculture, Director, Office of Adjudication, 1400 Independence Avenue, S.W., Washington, D.C. 20250-9410, by fax (202) 690-7442 or email at program.intake@usda.gov.

Individuals who are deaf, hard of hearing, or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339; or (800) 845-6136 (Spanish). USDA is an equal opportunity provider and employer.

CHAPTER 7 RECORD RETENTION REQUIREMENTS

6/2014 Volume 2· Washington State WIC Manual Page i T A B L E O F C O N T E N T S

Section 1: Record Retention Requirements ................................................................................ 1 Record Retention Requirements .......................................................................................... 1

CHAPTER 7 RECORD RETENTION REQUIREMENTS

6/2014 Volume 2· Washington State WIC Manual Page ii

CHAPTER 7 RECORD RETENTION REQUIREMENTS Section 1

Record Retention Requirements 6/2014 Volume 2· Washington State WIC Manual Page 1 POLICY: Record Retention Requirements

Staff must keep specific WIC documents on file at the local agency for:  four years for client files and clinic operations documents  six years when related to WIC grant expenditures and accounting.

See the required record retention timeframes for specific WIC documents listed below.

PROCEDURE:

Staff:

A. Keep the following Client Services documents for four (4) years:

1. Signed check stubs.

2. Signed Transfer Card stubs.

3. Computer check stock inventory log.

4. WIC Check Replacement Form.

B. Keep the following documents for four (4) years:

1. Signed Rights and Responsibilities (R & R) forms (from date signed).

2. WIC prescription forms (from date signed).

3. Client file notes written in hard copy. Most WIC agencies use Client Services to document notes and don’t keep client notes on paper.

4. High Risk Care Plans, if not recorded in Client Services.

5. Files of clients who came to the clinic for a new certification or for recertification and were determined not eligible for WIC.

For example: When an applicant visits the clinic to apply and is found ineligible, staff print a Not Eligible letter from WIC website, fill it out, and make a copy of the letter to keep on file.

6. Nutrition education plans.

7. Documentation of required staff training.  Annual civil rights training.

CHAPTER 7 RECORD RETENTION REQUIREMENTS Section 1

Record Retention Requirements 6/2014 Volume 2· Washington State WIC Manual Page 2  Paraprofessional competency training documentation.  Nutrition training for paraprofessional CPA’s.  Breastfeeding training.

Keep staff training records for four years after employee leaves the agency.

8. Outreach documentation records.

9. Local agency Farmers Market Nutrition Program (FMNP) check issuance policies.

10. Farmers Market Nutrition Program check registers.

11. Local agency policies, such as returned formula policy and multi-month check issuance policy.

12. Approved policy waivers, such as client processing standards waiver.

13. Language Line usage logs.

14. Annual Breastfeeding Peer Counseling Grant Reports.

15. Local agency breast pump issuance policy.

16. Breast pump inventory.

17. Stolen breast pump reports.

18. Yearly self-evaluation plans.

C. Keep the following documents related to the WIC grant for six (6) years:

1. Agency fiscal and accounting records.

2. Expenditure report and supporting documents.

3. Time studies and supporting documents.

4. Grants management records.

5. Contracts.