CMS Pub. 100-01, ch. 7, § 30.40.2

Contractors keep each permanent claims records file segment for a period of not less than 6

months or more than 1 1/2 years after the segment has been closed. The contractor bases the

selection of a retention period on its experience with the rate and frequency of reference and

other criteria. It also should avoid too early transfer to the storage facility, which could result in

volume recalls and delays. The contractor bases the exact length of the retention period on its

needs and on the arrangements worked out with the storage facility.

The following examples of segment accumulation and retention periods demonstrate some of the

ways in which these periods can vary.

EXAMPLES: Segment Files

Accumulation Period Retention Period Transfer

a. 6 months

7/1/05 - 12/31/05 6 months 7/1/06

1/1/06 - 6/30/06 6 months 1/1/07

1/1/06 - 6/30/06 12 months 7/1/06

1/1/06 - 6/30/06 18 months 1/1/07

b. 9 months

7/1/05 - 3/31/06 6 months 10/1/06

7/1/05 - 3/31/06 12 months 4/1/07

7/1/05 - 3/31/06 18 months 10/1/07

c. 12 months

1/1/05 - 12/31/05 6 months 7/1/06

1/1/05 - 12/31/05 12 months 1/1/07

1/1/05 - 12/31/05 18 months 7/1/07

d. 18 months

1/1/05 - 6/30/07 6 months 1/1/08

1/1/05 - 6/30/07 12 months 7/1/08

1/1/05 - 6/30/07 18 months 1/1/09

Accumulation Period Retention Period Transfer

e. 2 years

7/1/05 - 6/30/07 6 months 1/1/08

7/1/05 - 6/30/07 12 months 7/1/07

7/1/05 - 6/30/07 18 months 1/1/09