GS #20: Community Mental Health Services Programs retention schedule.

This record will document the past and current members of the Board of Directors for the Community Mental Health Services (CMHS) Program. The records may include photographs and biographies.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0001; approved 5/1/2007

The County Board of Commissioners provides oversight to the community mental health agency (a department of county government). The record will include correspondence and decisions of the Board. This record series does not apply to community mental health organizations o mental health authorities.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0002; approved 5/1/2007

This record will document bylaws promulgated to govern the organization, operation and procedures of the CMHS Program.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0003; approved 5/1/2007

The Annual Report contains yearly statements about the financial performance and operations of the program. One copy of each annual report should be retained for historical reference.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0004; approved 5/1/2007

A strategic plan is used by the CMHS Program to align its organization and budget structure with organizational priorities, missions, and objectives. The plan may include a mission statement, a description of the agency's long-term goals and objectives, and strategies or means the agency plans to use to achieve these general goals and objectives. The strategic plan may also identify external factors that could affect achievement of long-term goals.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0005; approved 5/1/2007

These records will document grants received and/or administered by the CMHS Program. The records may include grant award letters, financial reports, final reports, work papers, and correspondence

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0006; approved 5/1/2007

This record will include a master inventory of equipment and property and may also include documentation of additions and deletions to the inventory. Records may be in hard copy or electronic format

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0007; approved 5/1/2007

These files may include the RFP, peer reviews, score sheets, etc.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0008; approved 5/1/2007

Transitory correspondence is written communication of short term interest which has no documentary value and need not be retained more than 30 days (CR+0/1). This type of correspondence message has limited administrative and evidential value which is lost soon after the communication is received. Transitory messages do not set policy, establish guidelines or procedures, certify a transaction or become a receipt. Examples of transitory correspondence include letters of transmittal that do not add information to the transmitted materials, routine requests for information which require no: administrative action, policy decision, special compilation or research. This type of record also includes invitations to work-related events, notifications of an upcoming meeting, and similar records.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0009; approved 5/1/2007

General correspondence does not pertain to a specific project or case, and it is often organized chronologically or by correspondent's name. General correspondence may include referral correspondence. If the correspondence does pertain to a specific project or case, it should be filed with that project or case file. General correspondence may exist in a variety of formats, including memos, letters, notes and electronic mail messages. This series also includes automated or manual tools that index and/or track when correspondence was received, the topic of the correspondence, who is responsible for responding to the correspondence, and when the correspondence is considered closed for further action.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0010; approved 5/1/2007

These records are used to support administrative analysis, program and project planning, procedure development and programmatic activities for a department or agency. Subject files are generally organized alphabetically by topic. Document types may include periodic activity reports (narrative and statistical), special reports, topical correspondence, research materials, project planning notes, organizational charts, agency descriptions, etc. Subject files do NOT include case files, files related to individual program activities, human resources files, and accounting records. Subject files should be retained while the topic is still considered to be o active interest. For topics that will always be active, the office may want to consider cutting-off the file every year and creating a new file for subsequent years.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0011; approved 5/1/2007

These records include manuals, regulations, orders, circulars, information sheets, memos, etc. They do not include distribution and reference copies, or the documentation that is used to develop the policy, procedure or directive.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0012; approved 5/1/2007

These records document the official activities of public bodies that are subject to the provisions of the Open Meetings Act (such as official governing boards, commissions, committees, advisory boards, task forces or other legislatively mandated decision-making bodies). These records include original approved (sometimes signed) meeting minutes, agendas, audio/visual recordings, and other supporting documentation. Audio/visual recordings may be destroyed after the meeting minutes are approved. These records do not include meeting notices, bulletins, or documentation of expenditures.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0013; approved 5/1/2007

These records document the official activities of public bodies that are subject to the provisions of the Open Meetings Act (such as official governing boards, commissions, committees, advisory boards, task forces or other legislatively mandated decision-making bodies). These records include original approved (sometimes signed) meeting minutes, agendas, audio/visual recordings, and other supporting documentation related to closed meeting sessions only

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0014; approved 5/1/2007

These records may include meeting minutes, agendas, and distribution materials related to staff meetings.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0015; approved 5/1/2007

These records will document requests for information and public records maintained by Community Mental Health Services Programs. They may include requests for information, correspondence, a copy of the information released, and billing documentation.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0016; approved 5/1/2007

These files are maintained for budget planning and allocation purposes and may include copies of the following: revenue details, expenditure details, budget projections, recommendations, estimates, related correspondence, etc.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0017; approved 5/1/2007

These files document any litigation to which the Community Mental Health Services Program is a party. Documents may include depositions transcripts, decisions, correspondence, data, exhibits, research materials, reports, press releases, media clippings, etc.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0018; approved 5/1/2007

Federal law [OSHA 29 CFR1910.1200.g] requires that employers provide Material Safety Data Sheets to staff regarding any hazardous material on the premises. These sheets include information about the product manufacturer, composition, physical and chemical properties, identification of hazards, fire hazard, accidental release measures, handling and storage, first aid measures, toxicology, ecological information, disposal and transport considerations, as well as any regulatory information.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0019; approved 5/1/2007; OSHA 29 CFR1910.1200.g

These may be automated or manual planners and calendars that are used to track an individual employee's work-related meetings, assignments and tasks.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0020; approved 5/1/2007

This record may include photographs, negatives, films, videotapes, digital videos and photos, filmstrips, audiotapes and slides. These materials may be created to document promotional activities, training, agency accomplishments, special events, initiatives, personnel and other activities of general interest. They do not relate to specific project or case files.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0021; approved 5/1/2007

These records will document who visited a particular office, what entity that person represented, which employee or office was visited, when they arrived and when they left. They may be used to track visitor statistics and/or for security purposes.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0022; approved 5/1/2007

This record will document original contracts and agreements between the Community Mental Health Services Program and all other entities, including the Department of Community Health. The records will include the contract and any supporting documentation.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0023; approved 5/1/2007

These records will include imprest cash and disbursement vouchers, travel expense vouchers, payment vouchers, purchase requisitions and orders, cash disbursement journals, billings, packing slips, approvals, reconciliations, and any other supporting documentation for a payment.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0024; approved 5/1/2007

These records will document money received from revenue sources.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0025; approved 5/1/2007

This record will contain general journal entries and general ledgers used to document corrections, miscellaneous adjustments, expenditure and revenue adjustments, year-end adjusting entries, and various other transactions.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0026; approved 5/1/2007

This record may include daily cash receipt logs, cash receipts, deposit slips, journals, bank reconciliations, and other supporting documentation

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0027; approved 5/1/2007

These records are used to support the year-end closing function. The records may include correspondence, documentation describing closeout problems and resolution, accounts receivable documents, accounts payable documents, etc.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0028; approved 5/1/2007

This record will include approved fee schedules, pro-ration reports, third party billings, private pay billings, related revenue supporting documentation, etc.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0029; approved 5/1/2007

This record will include purchase requisitions and purchase orders.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0030; approved 5/1/2007

The Michigan Legislature passed the Family Support Subsidy Act in 1983. The Family Support Subsidy Program provides financial assistance to families who care for their children with severe disabilities at home. The Department of Community Health and the CMHS Programs administer and implement the Act. These records are maintained to document family support subsidy assistance for children 18 years of age or younger. The records will include the application, the child's birth certificate, a copy of the family's most recently filed Michigan Income Tax Return (MI 1040), written proof from the local or intermediate school district that certifies that the child is eligible, and the child's Social Security number.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0031; approved 5/1/2007

Federal Form I-9 includes verification by employers of identity and immigration status of all new employees. Federal code 8 CFR 274A.2 (1998) requires that employers maintain signed copies of I-9 forms for 3 years after the date of hire or one year after termination (EVT), whichever is later.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0032; approved 5/1/2007; MCL 8 CFR 274A.2 (1998)

Congress passed the Consolidated Omnibus Budget Reconciliation Act (COBRA) health benefit provisions in 1986. The law amends the Employee Retirement Income Security Act, the Internal Revenue Code and the Public Health Service Act to provide continuation of group health coverage that otherwise might be terminated. COBRA provides certain former employees, retirees, spouses, former spouses, and dependent children the right to temporary continuation of health coverage at group rates. This record will include copies of all COBRA required notices, any valid documentation or signed acknowledgements that the notices were received by the employee or qualified beneficiary, detailed documentation related to any instance in which COBRA continuation is not offered, and all related correspondence

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0033; approved 5/1/2007

These files are maintained for each employee and contain records that document all human resources related transactions that occurred during the employees' period of active employment. Documentation within the file may include the following: resumes, applications, withholding cards beneficiary designations, performance evaluations, pay adjustments, name and address changes, service ratings, insurance information, counseling and disciplinary documents, correspondence, etc. This file remains active until the employee makes a departure other than a leave of absence.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0034; approved 5/1/2007

These records contain all documents that support appointment and selection activity for employment. The files may contain selection criteria, evaluation of candidates, position descriptions, applications, interview questions, reference checks, and appointment recommendations and notifications.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0035; approved 5/1/2007

These records may include time cards, timesheets, etc. and are used to document the attendance and hours worked by date and time. The records may be signed by the employee.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0036; approved 5/1/2007

These files document Worker's Disability Compensation claims due to on-the-job injury or illness. Documentation may include the initial injury claim form, accident reports, notice of commencement of compensation payments, employee wage data, copies of time and attendance records, medical documentation and reports, correspondence, etc.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0037; approved 5/1/2007

These records may contain the following documentation: medical leave applications, insurance forms (including long term disability forms), leave extension requests, medical certifications by physician, application for continuation of insurances, doctor's release, supporting medical documentation, blood tests, vision and hearing tests, etc.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0038; approved 5/1/2007

These records may contain the following documentation: medical leave applications, insurance forms (including long term disability forms), leave extension requests, medical certifications by physician, application for continuation of insurances, doctor's release, supporting medical documentation, blood tests, vision and hearing tests, etc.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0039; approved 5/1/2007

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0040; approved 5/1/2007

These files are maintained to document grievances filed against employers. The records may include pre-hearing reports, grievance forms, correspondence, summary sheets, employee history information, decisions, etc.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0041; approved 5/1/2007

These files may include a request to Employer for Wage and Separation Information (UA-555), Notice of Determination or Redetermination (UA-1302), check stubs, charge statements (US-1136), Credit Statements (UA-1137), Notice of Overpayment Adjustment (UA-1141), Notice to Employer of Receipt of Protest (UA-1142), etc.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0042; approved 5/1/2007

These records may include ground rules, proposals and counter proposals, final contracts, secondary negotiations, meeting minutes, collective bargaining agreements, and correspondence. Retention is based upon expiration of the contract.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0043; approved 5/1/2007

These records document the investigation into all discrimination complaints. The records may include correspondence, complaint detail, management, staff, and/or witness statements, and other investigatory records

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0044; approved 5/1/2007

These records may include reasonable accommodation request submitted by employees, evaluations, responses, and copies of medical documentation.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0045; approved 5/1/2007

In accordance with 29 CFR 1904.2, this record documents all recordable occupational injuries and illnesses occurring at worksites.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0046; approved 5/1/2007; MCL 29 CFR 1904.2

This listing, filed annually, contains year-to-date wage and tax information.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0047; approved 5/1/2007

This record will document internal and external training received by CMHS Program employees and is used to verify that employees have met licensing and Department of Community Health requirements. The record may include tests, handouts, sign-in sheets, and other supporting documentation. Records may be in hard copy or electronic format.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0048; approved 5/1/2007

Direct service workers in specialized residential settings are required to take initial and ongoing training relevant to the type of care delivered. Training is obtained from individuals or training organizations that use a curriculum which has been reviewed and approved by the Michigan Department of Community Health. Employee competency is assessed annually. This record will document training and certification of direct service workers and will contain transcripts.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0049; approved 5/1/2007

Recipient rights' training is provided on an annual basis to employees, providers, and others in the health network system. Training is also provided to new employees as part of their orientation. This record will contain attendance slips documenting employees who have received recipient rights' training.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0050; approved 5/1/2007

Credentialing is the process of validating the qualifications of a licensed practitioner or facility to provide services in a health care network or its components. This record will document a review of providers to verify that they are in compliance with CMHS Program and Michigan Department of Community Health credentialing standards and guidelines.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0051; approved 5/1/2007

Before receiving any services from a CMHS Program, each individual must be given proper notice of his or her rights. The State of Michigan has established certain safeguards designed to protect the rights of individuals who receive mental health or developmental disability services through the CMHS system. These rights come from the Mental Health Code as well as state and federal statutory and case law. In addition to outlining the consumer's rights, the Mental Health Code and applicable administrative rules provide consumers with information identifying what they should do in the event they feel their rights have been violated. If the consumer feels that any of their rights under the Mental Health Code or the rules promulgated under the Act have been violated, they have the right to file a complaint. These files will document consumer complaints and may contain a complaint form, investigation notes, treatment plans, progress notes, correspondence, reports, and other supporting documentation.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0052; approved 5/1/2007

This letter is sent to the consumer or consumer guardian confirming that a complaint has been received and will be investigated.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0053; approved 5/1/2007

In the event of the death of a CMHS consumer, reviews are conducted to determine if there has been any variance from established policies and procedures for care or service on the part of employees. This record will include the Death Review Report documenting review findings and any supporting client information.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0054; approved 5/1/2007

This record will document advice provided to the public by the CMHS Program when an inquiry is received. The record is used to ensure that the advice provided is standard and consistent.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0055; approved 5/1/2007

These letters will document the denial of treatment, length of treatment o type of treatment for a consumer.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0056; approved 5/1/2007

These records will document grievances from consumers or other persons and may be related to initial access to service, denial of hospitalization, provider care authorization, claims or payment, family support subsidy, denial of services, provider contract disputes, credentialing, etc.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0057; approved 5/1/2007

This information is found in the consumer case record and will document the basic identification information for a consumer including the final face sheet, final discharge summary, and diagnosis.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0058; approved 5/1/2007

This information is found in the consumer case record and will document adult consumers who are receiving services and/or support from the CMHS Program, a contracted provider of the CMHS Program, or a vendor under valid contract with the CMHS Program. The case records will contain clinical/medical information including consents, releases, treatment plans, financial status updates, reports, plans and strategies, evaluations, assessments, testing, consumer contact sheets, health and history reviews, progress notes, charge slips, PES, medication reviews, psychological evaluations, medication order sheets, bridge scripts, medication consent forms, labs, Aims test, health provider correspondence, discharges, transfers, third party information, self-determination agreements, etc. Records may be in hard copy or electronic format.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0059; approved 5/1/2007

Non-medical and non-psychological treatment and case management information including correspondence and copies of information from other agencies.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0060; approved 5/1/2007

These records will document consumers under the age of majority who are receiving services and/or support from the CMHS Program, a contracted provider of the CMHS Program, or a vendor under valid contract with the CMHS Program. The case records may contain face sheets, consents, releases, treatment plans, financial status updates, reports, plans and strategies, evaluations, assessments, testing, consumer contact sheets, health and history reviews, progress notes, charge slips, PES, medication reviews, psychological evaluations, medication order sheets, bridge scripts, medication consent forms, labs, Aims test, health provider correspondence, discharges, transfers, third party information, etc. Records may be in hard copy or electronic format.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0061; approved 5/1/2007

Non-medical and non-psychological treatment and case management information including correspondence and copies of information from other agencies.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0062; approved 5/1/2007

Some CMHS Programs have acted in the past as a child-placing agency for foster care. The CMHS Program holds the license and is responsible for the monitoring and compliance of the foster family home with state rules and regulations. The records may include the Children Foster Hom Licensing Transaction Record, Foster Family Home Rules Compliance Record, Reference Reply Letters, Physician Statements, Health and Fire Clearance, Zoning Clearance, Family Home Licensing or Certification, Licensing Recommendation Summary, Family Home Study Narrative, Licensing Record Clearance Request, etc.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0063; approved 5/1/2007

This database will contain client demographic data and will also contain billing data.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0064; approved 5/1/2007

These materials are maintained to document the development of data systems. The records may include the initial request, flow charts, record layouts, program change requests, system discrepancy notices, job control language, program narratives, report detail, report descriptions, printer spacing charts, sample printouts, etc.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0065; approved 5/1/2007

These records may contain computer program description sheets, program modification requests, record description sheets, report distribution sheets, report samples, job workflow, source listings, test data or information on test data, computer run sheets, program documentation check lists, etc.

DTMB General Schedule #20 (Community Mental Health Services Programs), item 20.0066; approved 5/1/2007