Office of the State Long-Term Care Ombudsman staff and volunteers and regional ombudsman staff and volunteers shall adhere to the following program record requirements:

1. (1)

   1. (A) Documents relating to casework should be scanned and attached electronically to the case file.
   2. (B) Once saved electronically, the hard copy of these documents shall be securely destroyed no later than when the case is closed.
   3. (C) The electronic files shall be saved by the office pursuant to the required retention schedule;

2. (2)

   1. (A) Volunteer notes sent via email to the regional program shall be attached to the monthly routine visit report to which it corresponds.
   2. (B) Once the information has been attached to the database, the original report shall be securely destroyed;
3. (3) Hard copies of case documentation shall not be stored outside of the office-approved case document system;
4. (4) Case documentation shall not be stored electronically outside of the office-approved case documentation system; and

5. (5)

   1. (A) Documents relating to confidential activities shall be scanned and attached electronically to the activity entry.
   2. (B) Once saved electronically, the hard copy of these documents shall be securely destroyed.