The Commonwealth maintains a written index that identifies the records sufficient to document that the requirements of the Settlement Agreement are being implemented and the entities responsible for monitoring and ensuring that the records are made available (“Record Index”).

The Record Index specifies the following components for each record:

·         Identification and documentation of record locations

·         Timeframe for collecting and updating records as specified in the Settlement Agreement or as determined by DBHDS

·         Identification of a custodian of the records who is responsible for oversight of the collection, storage, and updates

·         A process to monitor/audit record completion.

The Record Index and all associated documents are timely available to the Independent Reviewer upon request. 

Records will be maintained in accordance with applicable Library of Virginia Records Retention and Disposition Schedules or longer, as necessary to demonstrate compliance with the Settlement Agreement.