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<br />Page | 46 <br /> <br />7.14 Records Maintenance and Destruction <br />Lead/subgrantees must maintain records relating to this grant for a period of six years following the <br />date of final payment. See General Terms and Conditions, Section 26 RECORDS MAINTENANCE. <br />Paper records derived from HMIS which contain personally identifying information must be destroyed <br />within seven years after the last day the household received services from the lead/subgrantee. <br />7.15 HMIS <br />Lead/subgrantees providing direct service must enter client data into the Homeless Management <br />Information System (HMIS) for all temporary and permanent housing interventions regardless of <br />budget category in accordance with the most current HUD HMIS Data Standards. <br /> <br />Additionally, if the lead grantee is a county/city government, all Emergency Shelter, Transitional <br />Housing, Safe Haven, Homelessness Prevention or any Permanent Housing12 type programs funded <br />with local document recording fees must enter client data in HMIS. <br /> <br />Balance of State Continuum of Care (BoS CoC) agencies using the State HMIS: All data must be <br />collected, entered, and stored in accordance with the Agency Partner Agreement. For assistance with a <br />HMIS related question or issue, submit a ticket through Commerce’s HMIS Helpdesk Form. Please visit <br />the Commerce HMIS website for forms, information on training, past newsletters and additional HMIS <br />related resources. <br /> <br />Counties not using the State HMIS (data integration counties), must work with Commerce to provide <br />full CSV exports every three months/quarterly. When Commerce is able to accept monthly imports, <br />Counties must upload data to the State’s HMIS using XML or CSV schema compliant with current HUD <br />HMIS Data Standards. Uploads must occur no later than the 30th calendar day following the end of <br />each month. Counties not able to export and upload data to the State HMIS using an approved format <br />must use the State HMIS for direct data entry. <br /> <br />Paper records derived from HMIS, which contain personally identifying information, must be destroyed <br />within seven years after the last day the household received services from the lead/subgrantee. <br /> HMIS Data Quality <br />HMIS participating agencies are required to provide quality data to the best of their ability. Balance of <br />State Continuum of Care (BoS CoC) agencies must enter HMIS data in accordance with requirements <br />outlined in the HMIS Data Quality Plan. <br />Maintaining a high level of data quality is important for effective program evaluation. Data quality has <br />four elements. Data quality requirements and targets for the elements listed below are identified in <br />the HMIS Data Quality Plan. <br />✓ Timeliness <br />✓ Completeness <br />✓ Accuracy <br />✓ Consistency <br /> <br />12 PH – Permanent Supportive Housing, PH – Housing Only, PH – Housing with Services, PH – Rapid Re-Housing