Common use of Documentation and File Maintenance Clause in Contracts

Documentation and File Maintenance. The Subrecipient understands that all books and records pertaining to this Agreement, including payroll and attendance records of participating employees, are subject to inspection by the County, federal or state agencies and others for auditing, monitoring or investigating activities pursuant to any contract resulting from this Agreement. All records shall be maintained for a period of seven (7) years beyond the completion of this Agreement. If the Subrecipient receives notice of any litigation or claim involving the grant award or otherwise relating to this Agreement, Subrecipient shall retain records until otherwise instructed by the County. 1. Case Files shall be maintained for every enrolled participant. Subrecipient shall have a physical file and an electronic file (e.g. CalJOBS electronic file). At a minimum, participant physical and electronic case files shall include documentation of the following: a. Program eligibility and determination of need; b. Participant signature evidence of Equal Opportunity (EO), Zero Tolerance & Code of Conduct, and Programmatic Grievance forms; c. All source documents needed for validation (as referenced in applicable County of Orange Policies and State Directives and Information); d. All MIS forms; e. Initial and/or Comprehensive Assessments, as applicable; f. Individual Employment Plan (IEP), including all updates of services provided, completed and signed by participant; g. Completed resume; h. Approved Individual Training Account (ITA) documents (if applicable); i. Progress reports, timesheets, and attendance reports; j. Signed Employer or Worksite Agreement, timesheets, certificate of completion, and other related documents for On-the-Job Training (OJT) or Transitional Jobs, Work Experience (WEX), as applicable; k. Supportive Services documentation, including participant signature of receipt; and l. Case management notes in CalJOBS showing provision of all substantial services provided. m. Participant physical and electronic case files shall reflect both quality services and regulatory compliance.

Documentation and File Maintenance. The Subrecipient understands that all books and records pertaining to this Agreement, including payroll and attendance records of participating employees, are subject to inspection by the County, federal or state agencies and others for auditing, monitoring or investigating activities pursuant to any contract resulting from this Agreement. All records shall be maintained for a period of seven (7) years beyond the completion of this Agreement. If the Subrecipient receives notice of any litigation or claim involving the grant award or otherwise relating to this Agreement, Subrecipient shall retain records until otherwise instructed by the County. 1. Case Files shall be maintained for every enrolled participant. Subrecipient shall have a physical file and an electronic file (e.g. CalJOBS electronic file). At a minimum, participant physical and electronic case files shall include documentation of the following: a. Program eligibility and determination of need; b. Participant signature evidence of Equal Opportunity (EO), Zero Tolerance & Code of Conduct, and Programmatic Grievance forms; c. All source documents needed for validation (as referenced in applicable County of Orange Policies and State Directives and Information); d. All MIS forms; e. Initial and/or Comprehensive Assessments, as applicable; f. e. Individual Employment Plan (IEP), including all updates of services provided, completed and signed by participant; g. f. Completed resume; h. g. Approved Individual Training Account (ITA) documents (if applicable); i. h. Progress reports, timesheets, and attendance reports; j. i. Signed Employer or Worksite Agreement, timesheets, certificate of completion, and other related documents for On-the-the- Job Training (OJT) or Transitional Jobs, Work Experience (WEX), as applicable; k. j. Supportive Services documentation, including participant signature of receipt; and l. k. Case management notes in CalJOBS showing provision of all substantial services provided. m. l. Participant physical and electronic case files shall reflect both quality services and regulatory compliance.