Records Retention

CDHS Records Retention and Destruction

CDHS Policy

Records Retention:

Identify a contact person to work with the Records Retention Manager.  Inventory information must be retained by type and number of years before destrucition.  Obtain a copy of statute, rule or federal rule, which mandates retention period before destruction.  Prepare written requests for exception to the three years plus current year retention period.  Include copies of rules, regulations, statutes, etc., and where records are located.  Submit records request to the Records Retention Manager for the Department of Human Services.

Shredding:  Check Price Agreement for Authorized Vendors

HSB Guidelines

Records Retention and Destruction

Archives

Store any records to be retained in archive boxes only.  Boxes, control sheets, and/or labels may be ordered through Correctional Industries at 303-370-2165.  Label the contents of each box with archive label only.  You must include a tentative destroy date for future destruction.  Current Human Services policy states that the retention period is three years plus the current fiscal year unless under state statutes, federal statutes, litigation, or audit.  Prepare Control Sheets (describe contents).  Submit two copies plus the original Control Sheet to Administration & Preparedness Unit (APU).  The Division should maintain a copy of the control sheet for future reference.

Access To Records

Records that are stored on the ground floor of 1575 Sherman may be accessed by calling 303-866-5700.  Only permanent records are stored at State Archives.  To access, view, or pull records from State Archives, you must obtain a memo from the program area Division Director giving permission to access any records.  The memo must be shown to State Archives in order to access the records.  However, if the Division submits names of staff authorized to access records, the memo will be on file at State Archives.

Destruction of Archive Records

A copy of the Archive Control Sheet is sent to your division requesting authorization to destroy unit records.  Written authorization is sent to State Archives.  State Archives returns destruction notices and billing sheets to Administration & Preparedness once the requested desctruction is completed.  Administration & Preparedness will notify each division when records currently stored at 1575 Sherman destroy dates have been reached.  Division must grant written permission to destroy records first.  If records are to be maintained past the posted destruction date, a written explanation must be sent to Deb Robinson, Records Retention Manager, for approval.

Shredding

Shred-it comes once every four weeks.  Each division has a shredding bin.  There are additional shredding bins available for checkout and use, located on the ground floor.  Please contact Administration & Preparedness for checkout.   These bins will be billed back to the unit that uses them.  Please be prepared to provide COFRS codes upon return of the bin.