Records Retention Requirements. The Contractor shall preserve and make available all of its records pertaining to the performance under this Contract for a period of seven (7) years from the date of final payment under this Contract, and for such period, if any, as is required by applicable statute or by any other section of this Contract. If the Contract is completely or partially terminated, the records relating to the work terminated shall be preserved and made available for period of seven (7) years from the date of termination or of any resulting final settlement. Records that relate to Appeals, litigation, or the settlements of Claims arising out of the performance of this Contract, or costs and expenses of any such agreements as to which exception has been taken by the State Contractor or any of his duly Authorized Representatives, shall be retained by Contractor until such Appeals, litigation, Claims or exceptions have been disposed of.
Records Retention Requirements. Under the Code of Virginia, § 42.1-85, the Library of Virginia (LVA) has the authority to issue regulations governing the retention and disposition of state and local public records. In accordance with this statute, copies of all contracts executed on behalf of the School Board shall be maintained in the Procurement Office for a period of five (5) years following the date of contract execution, or for the period as defined in the current retention schedule issued by the LVA.
Records Retention Requirements. The recipient must retain all records pertinent to this Award for a period of three years, beginning on a date as described in 2 C.F.R. § 200.333. While electronic storage of records (backed up as appropriate) is preferable, the recipient has the option to store records in hardcopy (paper) format. For the purposes of this section, the term “records” includes but is not limited to:
Records Retention Requirements. The City shall maintain all records related to drug and alcohol testing for each represented officer in the Human Resources Office. Such records shall be kept apart from the general personnel files in a secure location with controlled access. The following records shall be maintained for a minimum of five (5) years:
1. Records of alcohol test results indicating an alcohol concentration of .02 or greater.
2. Records of verified positive drug test results.
3. Documentation of refusal to take required alcohol and/or drug tests.
4. Evaluations and referrals.
5. Copy of annual report. The following records shall be maintained for a minimum of two (2) years:
1. Records related to alcohol and drug collection process and training. The following records shall be maintained for a minimum of one (1) year:
1. Records of negative and canceled drug test results and alcohol test results with a concentration of less than .
02. No records containing driver information required by this policy shall be released except as provided as follows:
1. Upon written request of the represented officer.
2. Upon written authorization of the represented officer, records will be disclosed to a subsequent employer subject to use as specified by the represented officer.
3. Upon specific, written authorization by the represented officer, records will be released to an identified person, for use only as specified by the represented officer. Records may be disclosed to a decision-maker in a lawsuit, grievance, or other proceeding initiated by or on behalf of the represented officer, including, but not limited to a workers’ compensation, unemployment compensation or other proceeding relating to a benefit sought by the represented officer.
Records Retention Requirements. All records pertaining to this Contract must be stored at a secure data storage facility which meets DCH specifications for fire and water safeguards. Contractor must be able to readily retrieve all data and information for review and must have a secure backup process. Contractor shall preserve and make available all of its records pertaining to the performance under this Contract for a period of seven (7) years from the date of final payment under this Contract, and for such period, if any, as is required by applicable statute or by any other section of this Contract. If the Contract is completely or partially terminated, the records relating to the work terminated shall be preserved and made available for a period of seven (7) years from the date of termination or of any resulting final settlement. Records that relate to appeals, litigation, or the settlement of claims arising out of the performance of this Contract, or costs and expenses of any such agreements as to which exception has been taken by the State Contractor, or any of his duly authorized representatives shall be retained by Contractor until such appeals, litigation, claims or exceptions have been disposed of.
Records Retention Requirements. Contractor shall preserve and make available all of its records pertaining to the performance under this Contract for a period of five (5) years from the date of final payment under this Contract, and for such period, if any, as is required by applicable statute or by any other section of this Contract. If the Contract is completely or partially terminated, the records relating to the work terminated shall be preserved and made available for period of five (5) years from the date of termination or of any resulting final settlement. Records that relate to appeals, litigation, or the settlements of claims arising out of the performance of this Contract, or costs and expenses of any such agreements as to which exception has been taken by the State Contractor or any of his duly authorized representatives, shall be retained by Contractor until such appeals, litigation, claims or exceptions have been disposed of.
Records Retention Requirements. 1. Each subrecipient must retain all records pertinent to the Award for a period of three years, beginning on a date as described in 2 C.F.R. § 200.333, or such longer period as may be required under applicable state law. While electronic storage of records (backed up as
a. Copies of all contracts and all documents related to a contract, including the Request for Proposal (RFP), all proposals/bids received, all meeting minutes or other documentation of the evaluation and selection of contractors, any disclosed conflicts of interest regarding a contract, all signed conflict of interest forms (if applicable), all conflict of interest and other procurement rules governing a particular contract, and any bid protests;
b. Copies of all subawards, including the funding opportunity announcement or equivalent, all applications received, all meeting minutes or other documentation of the evaluation and selection of subrecipients, any disclosed conflicts of interest regarding a subaward, and all signed conflict of interest forms (if applicable);
c. All documentation of site visits, reports, audits, and other monitoring of contractors (vendors) and subrecipients (if applicable);
d. All financial and accounting records, including records of disbursements to contractors (vendors) and subrecipients, and documentation of the allowability of Administrative Costs charged to this Award;
e. All supporting documentation for the performance outcome and other information reported on the recipient’s SF-425s, SF-PPRs, Milestones Forms, and Status of Performance Reports; and
f. Any reports, publications, and data sets from any research conducted under the Award.
2. If any litigation, claim, investigation, or audit relating to the Award or an activity funded with Award funds is started before the expiration of the three year period, the records must be retained until all litigation, claims, investigations, or audit findings involving the records have been resolved and final action taken.
3. Each subrecipient that makes a subaward must include in its legal agreement with its subrecipient a requirement that that subrecipient retain all records in compliance with 2
4. Each subrecipient that enters a contract to complete all or part of the approved scope of work of its grant agreement must include in its legal agreement with the contractor a requirement that the contractor retain all records in compliance with 2 C.F.R. § 200.333.
Records Retention Requirements. The Design-Builder certifies that it will comply with the record retention requirements detailed in 2 CFR § 200.334. The Design- Builder further certifies that Design-Builder will retain all records as required by 2 CFR § 200.334 for a period of three years after grantees or subgrantees submit final expenditure reports or quarterly or annual financial reports, as applicable, and all other pending matters are closed.
Records Retention Requirements. The Contractor shall maintain detailed records evidencing all expenses incurred pursuant to this Contract, the provision of services under the Contract, and complaints, for the purpose of audit and evaluation by DOM and other federal or State personnel. All records, including training records, pertaining to the Contract must be readily retrievable within three (3) workdays for review at the request of DOM and its authorized representatives. All records shall be maintained and available for review by authorized federal and State personnel during the entire term of the Contract and for a period of five (5) years thereafter, unless an audit is in progress or there is pending litigation. When an auditor pending litigation has not been completed at the end of the five (5) year period, records shall be retained until all issues are finally resolved.
Records Retention Requirements. A. Provider agrees that all records, documents, writings or other information, including, but not limited to, financial records, census records, client records and documentation of legal compliance with Ohio Administrative Code requirements, produced by Provider under this Contract, and all records, documents, writings or other information, including but not limited to financial, census and client used by Provider in the performance of this Contract are treated according to the following terms:
(1) All records relating to costs, work performed and supporting documentation for invoices submitted to the Agency by the Provider along with copies of all deliverables submitted to the Agency pursuant to this Contract will be retained and made available by the Provider for inspection and audit by the Agency other relevant agents of the State of Ohio (including, but not limited to, the County Prosecutor, ODJFS, the Auditor of the State of Ohio, the Inspector General of Ohio, or any duly authorized law enforcement officials), and the United States Department of Health and Human Services for a minimum of three years after reimbursement for services rendered under this Contract.
(2) If an audit, litigation, or other action is initiated during the time period of the agreement, the Provider shall retain such records until the action is concluded and all issues resolved or the three years have expired, whichever is later.
B. Provider agrees that it will not use any information, systems, or records made available to it for any purpose other than to fulfill the contractual duties specified herein, without permission of the Agency. Provider further agrees to maintain the confidentiality of all children and families served. No information on children served will be released for research or other publication without the express written consent of the Agency Director.
C. Provider agrees to keep all financial records in a manner consistent with generally accepted accounting principles.
D. Provider agrees that each financial transaction shall be fully supported by appropriate documentation. Provider further agrees that such documentation shall be available for examination within a reasonable period of time, but not later than sixty days, after a written request has been made.
