Funding-Source-Aware Record Retention
Claims paid from Federal funds auto-archive on a 3-year schedule; claims paid from state funds follow a 5-year schedule. Retention respects the fund that paid, not a flat system-wide clock.
Key benefits
- · SourceFund.FundingSourceType drives per-claim retention
- · Federal-only funded claims → 3-year retention
- · Any state-funded claims → 5-year retention
- · Auto-archive on the right calendar for the source that paid
- · Compliance with both VOCA federal and state record-retention statutes
Why retention matters per fund
Federal VOCA rules say “keep records for 3 years after grant closeout.” State statutes typically say “keep records for 5 years.” If a claim was paid partly from Federal and partly from state funds, state rules govern. Programs that apply a single system-wide retention clock either over-retain (storage cost, unnecessary exposure) or under-retain (compliance failure).
How VCPMS handles it
Every SourceFund has a FundingSourceType (Federal / State / Local / Other). When a claim is paid, VCPMS records which fund(s) paid what. When the claim becomes eligible for archive, VCPMS picks the retention window based on the most-restrictive applicable fund: 5 years if any state fund paid, 3 years if only Federal.
Why this is rare
Most platforms don’t model retention-per-fund. VCPMS does because state program auditors routinely ask the retention question, and the only correct answer is “it depends on which fund paid.”