Here's the pertinent clause in our county's standard services contract
boilerplate:

"Access to Records.  Contractor shall maintain fiscal records and all
other records pertinent to this Contract.  All fiscal records shall be
maintained pursuant to generally accepted accounting standards, and
other records shall be maintained to the extent necessary to clearly
reflect actions taken.  All such records shall be retained and kept
accessible for at least three years following final payment.  County's
authorized representatives shall have the right to direct access to all
of Contractor's books, documents, papers and records related to this
Contract for the purpose of conducting audits and examinations and
making copies, excerpts and transcripts.  County shall reimburse
Contractor for Contractor's cost of preparing copies."

We also outsource a lot of our social services. Generally those
contracts include a clause reverting any client case files, upon
contract closure, back to the county. Many include medical records
requirements as well. Note that the 3 year time period indicated above
is a fairly standard retention requirement for fiscal records in the
State of Oregon. 

Dwight Wallis, CRM
Records Administrator
Multnomah County Fleet, Records, Electronics, Distribution and Stores
(FREDS)
1620 S.E. 190th Avenue
Portland, OR 97233
Phone: (503)988-3741
Fax: (503)988-3754
[log in to unmask]

List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.
mailto:[log in to unmask]