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Points of Contact <br /> CITY's Agents: See Attachment I <br /> Records and Documentation <br /> For purposes of the CITY's administrative functions, it is necessary to fully document the <br /> expenses incurred under the terms of this MOU for the provision of disaster related services. <br /> The cost accounting and record keeping requirements also include requirements of the state <br /> and Federal governments for disaster assistance. <br /> Record Keeping <br /> Records must be created and maintained for each separate service site, i.e., a separate <br /> file for each site operated, or a separate set of records for each separate mass feeding <br /> site, etc. Depending on the nature of the goods and/or services provided, additional <br /> records must be created and maintained. Failure to properly document costs may result <br /> in reduced reimbursements. CITY staff can assist the CITY with explanations and samples <br /> of proper documentation. No HIPPA covered records should be maintained in the files. <br /> Record Management <br /> The CITY must have a record management system and all records related to disaster <br /> related goods and/or services under this MOU furnished by the CITY must be <br /> transferred to the COUNTY as requested. All records must clearly identify the site where <br /> goods and/or services were provided and the date provided. Nothing in this MOU shall <br /> pre-empt the existing record keeping protocols of the CITY. However, if the CITY's <br /> records do not meet state emergency management or FEMA record keeping <br /> requirements, then additional records must be created and maintained for the CITY's <br /> use in its disaster accounting and cost recovery processes. <br /> Record Retention <br /> Federal record retention requirements are spelled out in Title 2 of the Code of Federal <br /> Regulations, §200.333. Records for Federal disaster assistance must be retained for not <br /> less than 3 years after the closure of the final project under the Public Assistance <br /> program. In some cases, this may require the maintenance of records for a decade or <br /> longer. Some state's records retention requirements may exceed Federal requirements. <br /> 4 of 13 <br />