Hawaii Administrative Rules
Title 17 - DEPARTMENT OF HUMAN SERVICES
Department of Human Services
Chapter 401.1 - VOCATIONAL REHABILITATION SERVICES
Section 17-401.1-37 - Disposition of case records
Universal Citation: HI Admin Rules 17-401.1-37
Current through August, 2024
(a) The division's record of services for applicants and eligible individuals shall be retained after case closure, as follows:
(1) Closed
records not requiring periodic or annual reviews, audit, post-employment
services, mediation or fair hearing, shall be stored in a locked file cabinet
for at least five State fiscal years and tabbed for destruction in the year
following the end of the five-year period.
(2) Closed records requiring follow-up action
that is known before or at closure shall be tabbed with appropriate labeling
indicating exception from destruction and stored by due date of the required
follow-up action.
(A) Tab "Do Not Destroy" on
all closed records to be kept beyond five years after closure for special
reasons.
(B) Tab "Annual Review" on
all closed records scheduled for review.
(C) Tab "Post-Employment Services" on all
closed records scheduled for such services.
(3) Closed records subjected to follow-up
action (periodic or annual review, audit, post-employment services, or
mediation or fair hearing), shall be stored for five State fiscal years
following the last and conclusive follow-up action, in a locked file cabinet
and tabbed for destruction in the year following the end of the five-year
period.
(b) At the beginning of each State fiscal year, closed case records tabbed for destruction shall be disposed of by each branch, section, or field office in which the closed records are stored.
(1) Unaudited
records past the fifth year shall be destroyed by shredding. If disposed of by
a company other than the division, the company must provide adequate assurance
of confidentiality and a receipt verifying that the records were disposed of
properly.
(2) Audited records shall
be destroyed only after audit and reports indicate no significant audit
exceptions or questions, in the same manner as unaudited records.
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