Information and Referral Program:

• Electronic I & R cases will be deleted from QE2 three years after termination.
• Paper I & R records are not subject to any retention requirement and may be destroy upon termination. If paper records are kept after termination they can be destroyed three years after termination.

Employment, Employment Warranty and Transition Programs:

• Paper records will be retained in the six part folder for one full fiscal year after termination or successful outcome. Example: FY 2005/2006 terminated and successful outcome cases will remain in the six part folder until September 30, 2007.
• After one fiscal year offices have the option of keeping the terminated or successful outcome cases in the six part folder or removing the contents into a labeled manila folder. This allows for quicker recycling of the six part folders. If teams choose this option and the consumer record is selected for review or audit the team will be responsible for putting the case file information back into the six part folder before being sent for review or audit.
• No terminated or outcome cases are to be maintained separate from the group of fiscal year terminated and outcome cases. Such practice compromises compliance with Federal and State rules on records retention

Retention and Destruction Chart:

FY Records Closed	Last Expenditure Report	3 years -- Destroy
2008/2009	4/15/2011	10/1/2014
2009/2010	5/9/2012	10/1/2015
2010/2011	1/2/2013	10/1/2016
2011/2012	1/13/2014	10/1/2017
2012/2013	11/21/2014	10/1/2018
2013/2014	Not completed	TBD
2014/2015	Not completed	TBD
2015/2016	Not completed	TBD

State Records Retention Center:

1. Fiscal year terminated and outcome cases after three fiscal years may be processed and sent to the State Records Center for storage until released for destruction. If space is an issue terminated and outcome cases may be sent to State Records Center after one fiscal year.
2. Offices who retain terminated and outcomes cases until the destruction date must complete the Records Disposition Report when the records are destroyed. This form is available in Schedule 39 Nebraska Department of Education-Vocational Rehabilitation on the Secretary of State's web site. The form is at the end of this Schedule or found at this link http://www.sos.ne.gov/records-management/pdf/39_113_website.pdf.
3. Information on how to send and retrieve materials to Records Retention Center can be found on the Inside NDE web site, Data Collection/Records Info, Records Retention Administrative Memo #710.

Federal rules require the retention of consumer records based on the submission date of the final Expenditure Report for the grant year in which the consumer was closed. This process pertains to the paper consumer records as well as electronic consumer records.

Federal Policy

Consumer records are retained until three years after the submission date of the final Expenditure Report for the grant year in which the consumer was closed.

The following is an excerpt from EDGAR stating the record retention policy:

EDGAR 34CFR 80.42(b): "Length of retention period. (1) Except as otherwise provided, records must be retained for three years from the starting date specified in paragraph (c) of this section. (c) Starting date of retention period. (1) General. When grant support is continued or renewed at annual or other intervals, the retention period for the records of each funding period starts on the day the grantee or subgrantee submits to the awarding agency its single or last expenditure report for that period."