1018-9          ARCHIVING aND DESTRUCTION OF FILES

A Work Services case is considered closed then the ATAPAlaska Temporary Assistance Program case is closed without employment or when the family closes with employment and has received 12 months of post-TA services.  Closed client files must be retained by WSPWork Services Providers for a retention period of 5 years.

WSPWork Services Providers must develop options for securely storing files electronically.  While being stored, contracted WSPWork Services Providers must ensure that while files are in their custody they are accessible to DPA upon request.  Files may be requested by Quality Assurance, Legislative Audit, for departmental investigations and/or legal action.  If audits, litigation or claims are ongoing, records must be retained until the situation is fully resolved even if that extends beyond the retention period. 

When the retention period has been reached, the WSPWork Services Provider will submit an electronic Excel file to dpa.policy@hss.soa.directak.net identifying each client ID, client last name, client first name, and date of work services closure.  After review, the DPA Policy team will respond to the WSPWork Services Provider to confirm which files are approved for destruction. 

The WSPWork Services Provider will include their file destruction process in their Internal Procedure Manual.