Archive Status Category Guide

An Archive Guide I had to craft and is used all the time for the Certification files.

Archive Status Category Guide

DS3 vs Record Retention Schedule

DS3 Status

Type of Archive status

Retention Schedule

Notes

Active

Off site

 1.1

Offsite storage may include site reviews

Inactive – Application Withdrawn

Not archived

N/A

Sent back to provider

Inactive – Certified but Enrollment Pending

Not archived

NA/

Can convert to an NE

Inactive – Decertified/Disenrolled/Terminated

Involuntary

1.4

Major Department Action may include site reviews

Inactive –Denied Initial Application

Not archived

N/A

Sent back to provider

Inactive –Denied Renewal Application

Involuntary

1.4

Sent back to provider

Inactive –Did Not Reapply, Cert. Expired

Voluntary

1.2

Voluntary closure

Inactive – Initial Application Pending

Not archived

N/A

Just received may convert to a denial, withdrawn, enrollment pending or active

Inactive –Returned Incomplete Application

Not archived

NA/

Sent back to provider

Inactive –Voluntary Closure

Voluntary includes -NE

1.2

Provider requests to close may include site reviews

Voluntary Closed – Auxiliary

Not a DS3 Status

1.3

Includes forgotten items found after main file has been archived

Involuntary Closed – Auxillary

Not a DS3 Status

1.5

Includes forgotten items found after main file has been archived

 

Sue Darby
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