Case control cards are a manual record of information contained in cases entering and leaving the DDS.

Disposition:

Retain the information for a minimum of 12 months following final case release from the DDS.

A consultative Provider File contains records maintained on individuals who perform consultative examinations for the DDS and all support staff who participate in the examination.

Disposition:

Purge every 6 years, unless tied to an open audit.

Equipment and supply files are records of the purchase, use, or disposal, of office equipment, furniture, or supplies.

Disposition:

Destroy after final resolution of Federal Audit.

Facilities management files contain physical layout or design records, such as floor and parking plans.

Disposition:

Destroy when superseded or obsolete.

Fee schedules and revised schedules are stipulated fees the DDS is authorized to pay for services performed by a physician.

Disposition:

Destroy after final resolution of Federal Audit.

General communication files contain routine correspondence.

Disposition:

Destroy after 6 years.

Issuance files contain manuals, directives, handbooks, and other formal policy and procedural issuances prepared and released by SSA.

Disposition:

Destroy when superseded or discontinued.

Letter of credit transaction files contain monthly reports which provide SSA with data to reconcile letter of credit accounts with future funding accounts.

Disposition:

Destroy after final resolution of Federal Audit.

Office service records are records of communications, transportation, custodial, or other services such as installation or repair of phones, maintenance of heating, lighting, cooling, or electrical systems.

Disposition:

Destroy after 6 years.

Payment voucher signature authorization files contain the SF-1194 (Authorization Signature Cards): These contain the signatures of State agency personnel authorized to sign payment vouchers and similar records.

Disposition:

Destroy when superseded

Reference files contain general information records that require no action and are not required to document a particular action, project, or case.

Examples of reference files include but are not limited to, cards, listings, indexes, registers, and similar records used in controlling the handling of disability claims, reading files (i.e., extra copies of outgoing communications maintained by office staff members).

Disposition:

Destroy after 6 years.

Residual files are nonmedical material retained after the case has left the DDS.

Disposition:

Retain until claim is adjudicated and then dispose of material when no longer needed.

Routine reports are “Routine Non-Controlled Reports” such as highlights, cost reduction reports, and routine statistical records.

Disposition:

Destroy after 6 years.

The SSA data acquisition and response file contains tapes, printouts, edits and alerts produced by the system.

Disposition:

Retain at least 5 days (to allow for edit correction) and not more than 90 days (to allow for case reconstruction).

State agency payment voucher files and related records contain form TUS-5401, Payment Vouchers (LC) prepared to obtain Federal funds from selected commercial banks or any document generated by electronic transfer of funds.

Disposition:

Destroy after final resolution of Federal Audit.

State payment vouchers and related records relate to payment for CEs, purchase of evidence of record and applicant travel.

Disposition:

Destroy after final resolution of Federal Audit.

Technical and reference publications are maintained solely for convenience or reference.

Disposition:

Destroy when superseded or obsolete.