WIC Administration Retention Schedule (WIC1)

Clinic Correspondence (WIC1-009): Correspondence, memoranda, and similar records which document and add significant information to the program or primary functional responsibility of WIC clinics. Includes letters sent and received, memoranda, notes, and other records related to specific programs or primary functions.
Retention: Retain 3 years. (7 CFR 246.25)

Clinic Transaction Register (WIC1-003): Documents all interactions between the WIC clinic and clients. Information is generated by state WIC office and transmitted to county WIC programs. Register shows family number, vendor number, client name and number, action date, action code, termination reason, and program adds and drops.
Retention: Retain 1 year. (7 CFR 246.25)

Correspondence: Records that: 1. document communications created or received by an agency AND 2. directly relate to an agency program or agency administration AND 3. are not otherwise specified in the Multnomah County Retention Schedules. Records may include but are not limited to letters, memoranda, notes and electronic messages that communicate formal approvals, directions for action, and information about contracts, purchases, grants, personnel and particular projects or programs.
Retention: File with the associated program or administrative records. Communications not meeting the above criteria do not need to be filed and may be retained as needed. (OAR 166-150-0005(10)) Updated 01/08/2018

Lost Or Stolen WIC Voucher Report (WIC1-005): Used to report lost or stolen WIC vouchers to the state WIC office. Report shows office number, date reported, listing of missing vouchers and indication of whether they were stolen or lost, date issued, participant name, client identification number, client signature, replacement voucher number(s), and clinic staff signature.
Retention: Retain 1 year. (7 CFR 246.25)

Medical Case Files - WIC (WIC1-008): Documents services provided to WIC clients at county health clinics. Files are maintained by family and include separate sections for the mother and all eligible children. Records include intake forms, risk assessments, medical criteria, nutritional criteria, growth graphs, eligibility certifications, case correspondence, and related records.
Retention: Retain 10 years after last service. (MOAR 166-150-0065(20); OAR 410-141-3520(10)) Retention updated 09/25/18

Time Records (WIC1-006): Records documenting hours worked, leave hours accrued, and leave hours taken by agency employees. Information usually includes employee name and social security number, hours worked, type and number of leave hours taken, total hours, dates, and related data.
Retention: Retain 5 years. (MOAR 166-150-0155(3))

WIC Alpha Master Listing (WIC1-001): Documents all active WIC clients during the reporting month. Report (BWICV07P) shows clinic number, client identification number, client name and address, date of birth, WIC code (for child or mother), phone number, and action date.
Retention: Retain current listing. (Unscheduled)

WIC Voucher Registers (WIC1-002): Documents all WIC vouchers issued by the state WIC program and distributed by county clinics. Includes computer report sent by state (BWIC777R-3) and manual register maintained in the WIC office. Registers show family number, voucher number, voucher amount, participant name, date issued, and recipient signature (manual register only).
Retention: Retain 3 years after issuance of final expenditure report for period to which reports pertain.(7 CFR 246.25)

WIC Vouchers (WIC1-004): Clinic copy of the WIC voucher issued to clients. The record copy is transferred to the state WIC program. Voucher shows clinic name, client name, date issued, and voucher amount.
Retention: Retain 6 months. (7 CFR 246.25)