4.4.3 Record Retention Requirements

The following table outlines the required W-2 agency record retention time frames based on record type:

Record Type Required Retention Time frame W-2, JAL Job Access Loan , and EA Emergency Assistance case-related paper documents not scanned into ECF Electronic Case File . Three years after a case closes. Audio tapes of Fact Finding Reviews. Three years after the case closes. Case-related paper documents if any litigation, claim, or audit involving the case is unresolved. Note : The terms “litigation,” “claim,” and “audit” include lawsuits, Fact Finding Reviews, Departmental Reviews, Intentional Program Violation claims, federal or state audits, Legislative Audit Bureau audits, etc. Through the duration of the investigation, and three years from the date the issue was resolved.

Agencies may destroy paper documents properly scanned and stored in ECF at any time.

However, it is recommended that agencies retain paper documents scanned into ECF for at least a week in the event of a scanner operator error. This includes copies of:

Birth certificates;

Social Security cards;

Marriage certificates, etc.

Agencies must return original documents to the owner. (See 4.4.1 )

W-2 agencies must not delete any document from ECF unless the document is scanned under the wrong case. In this situation, the agency must either re-index the document to the correct case or delete and re-scan the document. See ECF Handbook sections 1.4 and 5.1.3 for more information.