Common use of Records and Documentation Clause in Contracts

Records and Documentation. The Subrecipient must retain, secure and ensure the accuracy of all program files and records in compliance with WIOA requirements, related federal and state regulations, and the County’s record retention requirements. Files must be retained for seven (7) years after the County reports final expenditures to the funding source. The Subrecipient must allow the County and representatives of other regulatory authority’ access to all records, program materials, staff, and participants related to the provision of services described in this contract within 48 hours of the request. The Subrecipient is responsible for always maintaining and securing customer files, as well as ensuring privacy and protection of all personal information collected from participants per applicable laws, regulations and County policies. Confidentiality of customer information must be maintained, and all files must be properly stored in a secured space with limited staff access. Each staff member who has contact with customers or customer information must receive training on confidentiality requirements. The Subrecipient acknowledges that the use or disclosure of customer information for purposes other than the effective delivery of the services described in this contract is strictly prohibited. The staff of the Subrecipient may have access to this information only on a “need to know” basis. The Subrecipient must inform employees that inappropriate use of such information may result in disciplinary action, including discharge, or criminal prosecution if the employee knowingly uses the information for fraudulent purposes.

Records and Documentation. The Subrecipient must retain, secure secure, and ensure the accuracy of all program files and records in compliance with WIOA requirements, related federal and state regulations, and the County’s record retention requirements. Files must be retained for seven (7) years after the County reports final expenditures to the funding source. The Subrecipient must allow the County and representatives of other regulatory authority’ access to all records, program materials, staff, and participants related to the provision of services described in this contract within 48 hours of the request. The Subrecipient is responsible for always maintaining and securing customer files, as well as ensuring privacy and protection of all personal information collected from participants per applicable laws, regulations regulations, and County policies. Confidentiality of customer information must be maintained, and all files must be properly stored in a secured space with limited staff access. Each staff member who has contact with customers or customer information must receive training on confidentiality requirements. The Subrecipient acknowledges that the use or disclosure of customer information for purposes other than the effective delivery of the services described in this contract is strictly prohibited. The Subrecipient staff of the Subrecipient may have access to this information only on a “need to know” basis. The Subrecipient must inform employees that inappropriate use of such information may result in disciplinary action, including discharge, or criminal prosecution if the employee knowingly uses the information for fraudulent purposes.

Records and Documentation. The Subrecipient must retain, secure and ensure the accuracy of all program files and records in compliance with WIOA requirements, related federal and state regulations, and the County’s record retention requirements. Files must be retained for seven (7) years after the County reports final expenditures to the funding source. The Subrecipient must allow the County and representatives of other regulatory authority’ access to all records, program materials, staff, and participants related to the provision of services described in this contract within 48 hours of the request. The Subrecipient is responsible for always maintaining and securing customer filesfiles at all times, as well as ensuring privacy and protection of all personal information collected from participants per applicable laws, regulations and County policies. Confidentiality of customer information must be maintained, and all files must be properly stored in a secured space with limited staff access. Each staff member who has contact with customers or customer information must receive training on confidentiality requirements. The Subrecipient acknowledges that the use or disclosure of customer information for purposes other than the effective delivery of the services described in this contract is strictly prohibited. The Subrecipient staff of the Subrecipient may have access to this information only on a “need to know” basis. The Subrecipient must inform employees that inappropriate use of such information may result in disciplinary action, including discharge, or criminal prosecution if the employee knowingly uses the information for fraudulent purposes.