Alaska Administrative Code
Title 7 - Health and Social Services
Part 6 - Miscellaneous
Chapter 78 - Grant Programs
7 AAC 78.255 - Transfer of records

Universal Citation: 7 AK Admin Code 7 AAC 78.255

Current through November 28, 2024

(a) The provisions of this section apply to the records of a grantee or a subcontractor that relate to a grant award, including the records of each recipient of service under the grant award, if the grantee's business or organization closes or ceases to exist as a service provider under the grant, or if the records must be transferred for any other reason.

(b) If a grantee decides to close or cease to exist as a service provider under a grant, the grantee shall notify the department in writing within 48 hours of the decision. A notice under this subsection must

(1) be signed by the grantee's board of directors or chief executive officer;

(2) indicate whether the grantee will retain and store the grantee's records in an appropriate, secure fashion, or transfer its records to
(A) a continuing board or other officers;

(B) the department; or

(C) another organization; and

(3) include a formal plan for the transfer of records that includes
(A) a description of how and when the grantee will notify each recipient of service regarding where the files will be transferred, and how the recipient can continue to receive services and obtain a copy of that recipient's records; the plan for notice under this subparagraph must include those recipients for whom the grantee has on file a signed release allowing the recipient's files to be transferred, and those for whom a signed release has not been obtained;

(B) a complete list of all files being transferred; and

(C) a complete list of all recipients of services who will be sent the notice under (A) of this paragraph.

(c) The department may require the grantee to transfer its records to a successor organization selected by the department.

(d) Before storage or transfer, the grantee must

(1) box all paper records and ensure, with respect to treatment records, that records of minors are in separate boxes from records of adults;

(2) contact the department for instructions regarding the most appropriate way to transfer electronic records, including the need for encryption of confidential records; and

(3) ensure that financial and operating records are in separate boxes from treatment records.

(e) Records transferred under this section are subject to 7 AAC 78.250.

(f) If records are transferred to the department, the department will, at the written request of a recipient of services, copy records to be sent to the recipient's next service provider.

Authority:AS 18.05.040

AS 18.08.010

AS 18.08.080

AS 18.25.100

AS 18.28.010

AS 18.28.050

AS 29.60.600

AS 44.29.020

AS 47.05.010

AS 47.20.075

AS 47.20.110

AS 47.27.005

AS 47.27.050

AS 47.30.477

AS 47.30.530

AS 47.37.030

AS 47.37.045

AS 47.40.041

AS 47.40.120

AS 47.80.130

Disclaimer: These regulations may not be the most recent version. Alaska may have more current or accurate information. We make no warranties or guarantees about the accuracy, completeness, or adequacy of the information contained on this site or the information linked to on the state site. Please check official sources.
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