The CAO will properly maintain in secured files all documentation relating to the receipt, issuance, voiding and destruction of controlled documents. Access to these files is limited to the Executive Director (or delegate) and the Issuing Officer. Management Directive 210.5
The CAO uses the following guidelines:
Maintain completed recording logs in locked storage.
Maintain recording logs in numerical sequence.
Maintain controlled documents by type.
Maintain controlled documents in numerical sequence.
The retention requirements for documentation relating to controlled documents are based on State and Federal regulations.
The CAO will retain documentation related to controlled documents as follows:
Retain the recording logs for the period required by State and Federal regulations in accordance with the Record Disposition Schedule.
Retain bank statements or other documents that verify account expenditures of emergency fund advancements for three years from the date of receipt or until an audit is completed.
Destroy checkbooks and ledgers from which emergency checks and county disbursements are written in sequence. Retain the two most recently completed checkbooks and the checkbook in current use.
Retain all controlled documents that substantiate the issuance of Federal benefits for three years, starting from the month of origin.
Retain controlled document reports with a retention period starting from the month of origin.
Reviewed July 30, 2013