Special reminders about record retention and disposition:
- The schedules only apply to original documents, not copies.
- The schedules apply to all aspects of conducting state business, administrative, financial and management records, not just to consumer records.
- When a document falls under two different retention schedules, the stricter schedule applies.
- The funding source often determines how long a record must be retained.
- Records associated with federally funded grant programs shall be retained for at least 10 years and for three years after the program has ended, provided the organization had a clean audit. DMA-PI and the Medicaid Investigations Unit can go back up to 10 years to investigate or to request recoupment of funds.
Records Management and Documentation Resources
APSM 45-2 Records Management and Documentation Manuals
The files posted below assist with APSM 45-2 records management and documentation. For additional information and resources related to provider policies, manuals, guidelines and forms, visit the NC Tracks Provider Policies, Manuals, Guidelines and Forms page.
- Records Management (RM) and Documentation Manual (DM) for Providers of Publicly-Funded MH/DD/SA Services
- RM and DM Final Draft - July 2016
- RM and DM Appendix - July 2016
If there are records management or records retention questions, please contact firstname.lastname@example.org.