Information and Referral Program:

• Electronic I & R cases will be deleted from QE2 three (3) years after termination.
• Paper I & R records are not subject to any retention requirement and may be destroyed upon termination. If paper records are kept after termination they can be destroyed three (3) years after termination.

Employment and Post Employment:

• 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

State Records Retention Center:

1. At a maximum, 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 or per office procedures, terminated and outcome cases may be sent to State Records Center after one (1) 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 Record Retention Schedule 39 (39-27),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-education-2015.pdf.

3. Any questions on how to send and retrieve materials to Records Retention Center email Brenda Wid, brenda.wid@nebraska.gov

4. In accordance with Record Retention Schedule 39 (39-27), Nebraska Department of Education-Vocational Rehabilitation, per Nebraska Secretary of State, terminated and outcomes cases will not be destroyed untilgive (5) years after the FY records closed.

 

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 (3) 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 c): "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."

State Policy: In accordance with Record Retention Schedule 39 (39-27), Nebraska Department of Education-Vocational Rehabilitation, per Nebraska Secretary of State, terminated and outcomes cases will not be destroyed until five (5) years after the FY records closed; thus, still in compliance with federal guidelines stated above.

Retention and Destruction Chart:

FY Records Closed	Last Expenditure Report	Destroyed
2011/2012	1/13/2014	1/13/2017
2012/2013	11/21/2014	11/21/2018
2013/2014	11/15/2015	11/15/2019
2014/2015	11/15/2016	11/15/2020
2015/2016	10/30/2017	10/30/2021
2016/2017	11/15/2018	11/15/2022
2017/2018	Not completed
2017/2018	Not completed