DHHS - CHIP Policy Manual
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Table VIII Data Retention

Effective Date:  December 1, 2017

Previous Table

 

Documents are to be retained for the time frame specified in this table from the date the document was received by the agency.

 

Document Types

Retention Requirements
  • Applications

Original application for the current span of eligibility is permanent if eligibility has not been interrupted for more than 3 months.  Keep all other applications at least 6 years.

  • Adoption Papers

  • Bill of Sale/Sales Contract/Promissory Note/Repayment Agreement

  • Closed Case (all documents)

  • Court Documents

  • Fair Hearing

  • Handwritten Statements (in any category)

  • Lump Sum

  • Refund Request (79R)

  • Release of Information (114’s)

  • Reviews

  • Tax Filer Information (740/741)

  • Temporary Medical Card (695)

  • COBRA Health Insurance (116C)

  • Employer Health Insurance (116M)

  • Income

  • Investigations

  • Life Insurance/Other Insurance (Misc.)

  • Payments to Business Office/Other Misc. Payments

  • Returned Mail

  • Third Party Insurance (19)

 

6 Years

  • Citizenship/Alien Status

  • Identity

  • Social Security Number

  • Trusts

Permanent