Series Title (Agency Series #): Description, Retention (Legal Citation)
Client Satisfaction Surveys (DOH18-001): Documents survey required by the provisions of the HIV Care Grant (Ryan White Title I and II Grant). Funding for this grant is provided by the federal HIV/AIDS Bureau (DHHS). The survey indicates client satisfaction with contractor services. Includes original surveys and summary reports for each contractor providing services. Survey information includes information about the contractor, a description of services provided, number of persons served, and a breakdown of client responses.
Retention: Retain 3 years. (45 CFR 74.20)
Contract Administration Records (DOH18-002): Documents the management of contractor activities and payments for all contracts related to the administration of the Ryan White Grant. Records may include reports, copies of payment vouchers (including payment memos and invoices), contract approvals, contract amendments, contract review checklist, data entry screens, contract routing form, copy of contract, certificates of insurance, contractor information (bankruptcies, lawsuits, etc), and related correspondence.
Retention: Retain 10 years. (MOAR 166-150-0005(7))
HIV Services Planning Council Records (DOH18-004): Records documenting the proceedings of the council. The council is required by the provisions of the Ryan White Grant and is responsible for setting priorities and amounts of funding for each service supported by the grant. Records may include minutes, agendas, exhibits, resolutions, staff reports, indexes, tape recordings, committee minutes and reports, and significant correspondence and memoranda.
Retention: Retain permanently. (MOAR 166-150-0005(15))
Needs Assessment Survey (DOH18-005): Used by the HIV Services Planning Council to determine services needed for clients. Survey documents are provided in both English and Español. Records include original survey documents and summary of survey results. Information includes health services needed, mental health services needed, support services, demographic information about respondent, and comments.
Retention: Retain 3 years. (45 CFR 74.20)
Titles I and II HIV Care Grant (Ryan White Grant) Records (DOH18-006): Records documenting the significant steps related to the application for and administration of the county's Ryan White grant. This grant is in place to authorize emergency funding to areas that are disproportionately affected by the HIV/AIDS epidemic and to provide health and support services to people living with HIV/AIDS. Records include original applications, amendments, financial and progress reports, budgets, final reports, reference material, correspondence, and related records.
Retention: Retain permanently. (MOAR 166-150-0110(17))