DISPOSITION OF MATCHED ITEMS. Records created by SAVE to verify immigration status or employment authorization are stored and retained in the VIS Repository for ten (10) years from the date of the completion of the verification process unless the records are part of an on-going investigation in which case they may be retained until completion of the investigation. Copies of immigration documents submitted electronically to DHS in response to a request for additional verification will be maintained until the completion of the verification process. Electronic records are retained for ten years in accordance with the relevant National Archives and Records Administration records control schedule, N1-566-08-007.
DISPOSITION OF MATCHED ITEMS. VHA and CMS will retain the electronic files received from the other Party only for the period of time required for any processing related to the matching program and will then destroy the data by electronic purging, unless VHA or CMS are required to retain the information for enrollment, billing, payment, program audit purposes, or legal evidentiary purposes or where they are required by law to retain the information. The CMS FFE and AE will retain data for such purposes and under the same terms. In case of such retention, VHA and CMS will retire the retained data in their SOR in accordance with the applicable Federal Records Retention Schedule (44 U.S.C. § 3303a). VHA and CMS will not create permanent files or separate systems comprised solely of the data provided by the other agency.
DISPOSITION OF MATCHED ITEMS. The Privacy Act requires that each matching agreement specify procedures for the retention and timely destruction of identifiable records created by a recipient agency or non-federal agency in such matching program. 5 U.S.C. § 552a(o)(1)(F). The Privacy Act also requires that each matching agreement specify procedures governing the use by the recipient agency or non-federal agency of records provided in a matching program by a source agency, including procedures governing return of the records to the source agency or destruction of records used in such program. 5 U.S.C. § 552a(o)(1)(I). The following provisions specify the retention periods for the records contained in the input file provided by the state agency and for the NDNH records in the output file provided by OCSE, which includes the information contained in those records, even NDNH records that are not labeled as such. Electronic files and information and any paper printouts must be disposed of as provided in the Security Addendum at III. 23. and 28.
DISPOSITION OF MATCHED ITEMS. Records created by the SAVE Program to verify immigration status or employment authorization are stored and retained in the VIS Repository for ten (10) years from the date of the completion of the verification process unless the records are part of an on-going investigation in which case they may be retained until completion of the investigation. Copies of immigration documents submitted in paper form or electronically as an attachment to the Form G-845 to DHS in response to a request for additional verification will be maintained until the completion of the verification process. Following this process, DHS-USCIS destroys the paper copies. Electronic records are retained for ten years in accordance with the relevant National Archives and Records Administration records control schedule, N1-566-08-007.
DISPOSITION OF MATCHED ITEMS. The SPAAs will retain all identifiable records resulting from a match for the period of time required for any processing related to the matching program. The SPAA will destroy all individually-identifiable records at the completion of each quarterly matching period, except for those records that must be retained in the individual's permanent case file in order to meet evidentiary requirements.
DISPOSITION OF MATCHED ITEMS. The Privacy Act requires that each matching agreement specify procedures for the retention and timely destruction of identifiable records created by a recipient agency in such matching program 5 U.S.C. § 552a(o)(1)(F). After the retention periods for the records contained in the SSA finder files and the NDNH records provided to SSA, OCSE and SSA shall destroy the records, in accordance with the security addendum herein, including the erasure of all electronic records.
DISPOSITION OF MATCHED ITEMS. A. SSA and CMS will retain the electronic submission and response files received from the other party only for the period of time required to complete a verification necessary for the applicable eligibility determination, redetermination, or renewal under this matching program and will then destroy all such files by electronic purging, except to the extent required to retain files longer to meet evidentiary requirements, for internal audits, for accuracy checks, or to adjudicate appeals. In the case of such longer retention, the parties will retire the retained files in accordance with the applicable federal records retention schedule (44 U.S.C. §3303a). The parties will not create permanent files or a separate system comprised solely of the data provided by the other party.
B. SSA will not maintain PII in the submission files received from CMS for future verification purposes, except as provided in Section XI for General Accountability Office (GAO) audit purposes. The submission files provided by CMS remain the property of CMS.
DISPOSITION OF MATCHED ITEMS. ED will retain all identifiable records received from DHS-USCIS for a period not to exceed 15 years after final repayment or audit of a student financial obligation, or after student record information is transferred to an alternate record keeping system (i.e., loan servicing system), whichever is sooner in accordance with the requirements of the Department of Education Comprehensive Records Retention and Disposition Schedule, 072 FSA Application, Origination, and Disbursement Records. At the conclusion of the mandatory retention period, these records will be destroyed. This procedure is consistent with legal retention requirements established by ED in conjunction with the National Archives and Records Administration, pursuant to 44 U.S.C. § 3101 et. seq. Electronic records created by DHS-USCIS in the process of verifying immigration and citizenship status are stored and retained in the VIS Repository for ten years from the date of the completion of the verification, unless the records are part of an ongoing investigation, in which case they may be retained until completion of the investigation. See National Archives and Records Administration records control schedule, N1-566-08- 007. Copies of immigration documents submitted in paper form as an attachment to the Form G-845 to DHS in response to a request for additional verification will be maintained until the completion of the verification process. Following this process, DHS-USCIS destroys the paper copies. Photocopies mailed to DHS in response to a request to submit a Form G-845 will be maintained by the institution of higher education for three years after the end of the award period for which Title IV, HEA program assistance was awarded and disbursed, consistent with the provisions of 34 CFR 668.24.
DISPOSITION OF MATCHED ITEMS. DMDC will not retain matched items except as necessary to monitor implementation or results of this matching program or as required by law. The SPAA will retain the identifiable records (hits) received from DMDC only for the time period required for any processing related to the matching program and then destroy the records unless the information must be retained in individual file folders to meet evidentiary requirements. In the latter instance, the SPAA will retire identifiable records in accordance with state law or regulation. Information about individuals verified as "non-hits" (record subjects who are not both federal personnel and public assistance beneficiaries) will be destroyed immediately upon such verification.
DISPOSITION OF MATCHED ITEMS. A. ED will retain all matched records received from the VA data file(s) with identifying information in accordance with the requirements of the Department of Education Comprehensive Records Retention and Disposition Schedule, 072 FSA Application, Origination, and Disbursement Records (DAA-0441-2013-0002) (ED 072). ED is currently in the process of preparing, and submitting for the National Archives and Records Administration’s (NARA) review, amendments to ED 072. ED will not destroy the aforementioned records until such time as NARA approves these amendments.
B. VA will use only those records of Federal student aid applicants that are identified as Veterans. Input records transmitted by ED to VA are only retained by VA until the next business day’s input file is received by VA from ED, at which time the prior ED file is eliminated from the VA system.
