RECORDS, AUDITS AND DATA SECURITY Clause Samples
The RECORDS, AUDITS AND DATA SECURITY clause establishes requirements for maintaining, accessing, and protecting records and data related to the agreement. It typically obligates one or both parties to keep accurate records of relevant transactions and activities, allows for periodic audits by the other party or a third party, and sets standards for safeguarding sensitive or confidential information. This clause ensures transparency, accountability, and compliance with legal or contractual obligations, while also mitigating risks associated with data breaches or improper recordkeeping.
RECORDS, AUDITS AND DATA SECURITY. 5.1. Records, Retention, Audits, Inspections and Investigations
5.1.1. The Provider shall establish and maintain books, records and documents (including electronic storage media) sufficient to reflect all income and expenditures of funds provided by the Department under this Contract.
5.1.2. Retention of all client records, financial records, supporting documents, statistical records, and any other documents (including electronic storage media) pertinent to this Contract shall be maintained by the Provider during the term of this Contract and retained for a period of six (6) years after completion of the Contract or longer when required by law. In the event an audit is required under this Contract, records shall be retained for a minimum period of six (6) years after the audit report is issued or until resolution of any audit findings or litigation based on the terms of this Contract, at no additional cost to the Department.
5.1.3. Upon demand, at no additional cost to the Department, the Provider will facilitate the duplication and transfer of any records or documents during the term of this Contract and the required retention period in Section 5.1.2.
5.1.4. These records shall be made available at all reasonable times for inspection, review, copying, or audit by Federal, State, or other personnel duly authorized by the Department.
5.1.5. At all reasonable times for as long as records are maintained, persons duly authorized by the Department and Federal auditors, pursuant to 2 CFR § 200.336, shall be allowed full access to and the right to examine any of the Provider’s contracts and related records and documents, regardless of the form in which kept.
5.1.6. A financial and compliance audit shall be provided to the Department as specified in this Contract and in Attachment
5.1.7. The Provider shall comply and cooperate immediately with any inspections, reviews, investigations, or audits deemed necessary by The Office of the Inspector General (section 20.055, F.S.).
5.1.8. No record may be withheld nor may the Provider attempt to limit the scope of any of the foregoing inspections, reviews, copying, transfers or audits based on any claim that any record is exempt from public inspection or is confidential, proprietary or trade secret in nature; provided, however, that this provision does not limit any exemption to public inspection or copying to any such record.
RECORDS, AUDITS AND DATA SECURITY. A-5.1 Inspections and Corrective Action
RECORDS, AUDITS AND DATA SECURITY. 5.1. Records, Retention, Audits, Inspections and Investigations
5.1.1. The Provider shall establish and maintain books, records and documents (including electronic storage media) sufficient to reflect all income and expenditures of funds provided by the Department under this Contract. Upon demand, at no additional cost to the Department, the Provider shall facilitate the duplication and transfer of any records or documents during the term of this Contract and the required retention period in 5.1.
RECORDS, AUDITS AND DATA SECURITY. A-5.1. Section 5.7. of the Standard Integrated Contract is added to read as follows:
RECORDS, AUDITS AND DATA SECURITY. There are no additional provisions to this section of the Standard Contract.
RECORDS, AUDITS AND DATA SECURITY. 5.1.1 The Contractor shall establish and maintain books, records and documents (including electronic storage media) sufficient to reflect all income and expenditures of funds provided by KHA under this Contract.
5.1.2 Retention of all client records, financial records, supporting documents, statistical records, and any other documents (including electronic storage media) pertinent to this Contract shall be maintained by the Contractor during the term of this Contract and retained for a period of six (6) years after completion of the Contract or longer when required by law. In the event an audit is required under this Contract, records shall be retained for a minimum period of six (6) years after the audit report is issued or until resolution of any audit findings or litigation based on the terms of this Contract, at no additional cost to KHA.
5.1.3 Upon demand, at no additional cost to KHA, the Contractor will facilitate the duplication and transfer of any records or documents during the term of this Contract and the required retention period in Section 5.1.2.
5.1.4 These records shall be made available at all reasonable times for inspection, review, copying, or audit by Federal, State, or other personnel duly authorized by KHA or the Department.
5.1.5 At all reasonable times for as long as records are maintained, persons duly authorized by KHA or the Department and Federal auditors, pursuant to 2 CFR § 200.336, shall be allowed full access to and the right to examine any of the Contractor’s contracts and related records and documents, regardless of the form in which kept.
5.1.6 The Contractor shall cooperate and assist KHA in complying with any financial and compliance audit required by the Department, including, but not limited to, providing all documents and information requested by KHA in connection therewith.
5.1.7 The Contractor shall comply and cooperate immediately with any inspections, reviews, investigations, or audits deemed necessary by The Office of the Inspector General of the State of Florida (section 20.055, F.S.) or the Inspector General of the City of Jacksonville.
5.1.8 No record may be withheld nor may the Contractor attempt to limit the scope of any of the foregoing inspections, reviews, copying, transfers or audits based on any claim that any record is exempt from public inspection or is confidential, proprietary or trade secret in nature; provided, however, that this provision does not limit any exemption to public inspection or copy...
RECORDS, AUDITS AND DATA SECURITY. A.5.1. In addition to the requirements in 5.1. of this Contract:
A.5.1.1. The Provider shall protect and ensure that all Subcontractors protect confidential records from disclosure and protect confidentiality of individuals served in accordance with federal and state law, including but not limited to, §397.501(7), §394.455(3), §394.4615, §414.295, F.S., 42 CFR 2, and 45 CFR Part 164.
A.5.1.2. The Provider shall assume all financial responsibility for record requests of the Department or of the public, record storage and retrieval costs.
A.5.1.3. Clinical records shall be kept secure from unauthorized access and maintained in accordance with 42 Code of Federal Regulations, Part 2 and §397.501(7), F.S. Providers shall have record management procedures regarding content, organization, access, and use of records. Clinical records shall be retained for a minimum of seven years in accordance with 65D-30.0041(2), F.A.C.
RECORDS, AUDITS AND DATA SECURITY. 7.1. Records, Retention, Audits, Inspections, and Investigations
RECORDS, AUDITS AND DATA SECURITY. There are no additional provisions to this section of the CF Standard Integrated Contract.
RECORDS, AUDITS AND DATA SECURITY