Administrative Rules of Montana
Department 37 - PUBLIC HEALTH AND HUMAN SERVICES
Chapter 37.57 - MATERNAL AND CHILD HEALTH
Subchapter 37.57.1 - Handicapped Children's Services Program
Rule 37.57.118 - PROGRAM RECORDS

(1) The department will retain specialty clinic participants case files of CSHS services provided for a client for a period of five years after the child reaches the age of 18 as set forth in the Montana Secretary of State records retention schedule, records series title "Specialty Clinic Participant Case Files."

(2) Prior to destroying specialty clinic participant case files, the department will advertise that the case files may be obtained by those to whom they pertain by publishing a notice in Montana's major newspapers once per week for three consecutive weeks.

(3) Case files remaining unclaimed for three months after the public notice described in (2) is completed will be destroyed after the department receives the approval of the state records committee required by 2-6-212, MCA.

(4) The department will retain CSHS financial assistance case files for five years from the last service date, as set forth in the Montana Secretary of State records retention schedule, records series title "Financial Assistance Case Files."

(5) The financial assistance case files will be destroyed after the program receives approval from the state records committee required under 2-6-212, MCA.

(6) The department will retain CSHS clinic billing files for five calendar years as set forth in the Montana Secretary of State records retention schedule, record series title "Clinic Billing Reimbursement Records."

(7) Clinic billing files will be destroyed after the program receives approval from the state records committee required under 2-6-212, MCA.

(8) The department will retain all electronic data as set forth in the Montana Secretary of State records retention schedule, records series title "CHRIS Files."