14 - IT Requirements Repository.xlsx
XLSX spreadsheet 20 KB Posted
- Attached to
- Perkins Loan Servicing Federal contract opportunity
- Solicitation number
- 91003124R0017
About this file
This document is a Retention Record Schedule that outlines the record retention requirements for various types of records related to Perkins Loan servicing. The records are grouped into categories such as Conversion Records, Operations Records, Financial Records, Interface Records, Borrower Records, and Other Records. The retention periods vary from 12 months to 7 years, depending on the record type.
The document is related to a federal contract opportunity for Perkins Loan Servicing, Solicitation Number 91003124R0017. The solicitation encourages offerors to review the attachments, which contain the project requirements and deliverables. Offerors are required to submit electronic proposals by November 4, 2024, at 4:00 pm Eastern Time. The Department of Education Contracts and Acquisition Management is the federal agency responsible for this contract opportunity.
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Text version
retention
| Record Retention Schedule for USDS Servicer Records | ||||
| # | Record "group" | Description of the Record Item | Retention Period | Retention Period Start |
| 1 | Conversion Record | 45 Day notice (fwded from FSA via email) | 2 years | Date of Receipt |
| 2 | Conversion Record | Conversion Files from sending servicer (EA27, EA80 and Supplement files) | 2 years | Date of Receipt |
| 3 | Conversion Record | Data in staging area from Conversion process | Servicer discretion | n/a |
| 4 | Conversion Record | Reconciliation and Reject Reports | 2 years | Date of Creation |
| 5 | Conversion Record | Loan Detail Schedule | 2 years | Date of Creation |
| 6 | Conversion Record | Bill of Sale (and associated documents) | 2 years | Date of Creation |
| 7 | Conversion Record | FMS Invoice file sent to FMS | 2 years | Date of Creation |
| 8 | Operations record | GL Summary files sent to FMS | 2 years | Date of Creation |
| 9 | Operations record | 0 - 9 day 'transmittal' spreadsheet from sellers | 2 years | Date of Receipt |
| 10 | Operations record | Operational Reports Sent to FSA | 2 years | Date of Creation |
| 11 | Financial record | Reconciliations completed by servicers | 7 years | Date of Creation |
| 12 | Financial record | Lockbox files rec'd by servicers | 7 years | Date of Receipt |
| 13 | Financial record | pay.gov files rec'd by servicers | 7 years | Date of Creation |
| 14 | Financial record | pay.gov files sent by servicers | 7 years | Date of Receipt |
| 15 | Financial record | CDs sent from Bank of America (check/lockbox data) | 7 years | Date of Receipt |
| 16 | Interface Record | COD files from COD | 12 months | Date of Receipt |
| 17 | Interface Record | Outgoing files sent to COD | 12 months | Date of Creation |
| 18 | Interface Record | Hard copy Clearinghouse files from NSLDS | 12 months | Date of Receipt |
| 19 | Interface Record | Soft copy Clearinghouse files from NSLDS | 12 months | Date of Receipt |
| 20 | Interface Record | NSLDS files out | 12 months | Date of Creation |
| 21 | Interface Record | NSLDS files in | 12 months | Date of Receipt |
| 22 | Interface Record | DMCS files out | 12 months | Date of Creation |
| 23 | Interface Record | DMCS files in | 12 months | Date of Receipt |
| 24 | Interface Record | TPD files out | 12 months | Date of Creation |
| 25 | Interface Record | TPD files in | 12 months | Date of Receipt |
| 26 | Interface Record | Refund files sent out | 12 months | Date of Creation |
| 27 | Interface Record | Treasury confirmation files rec'd | 12 months | Date of Receipt |
| 28 | Interface Record | Crosswalk files rec'd | 12 months | Date of Receipt |
| 29 | Interface Record | Cancellation files rec'd | 12 months | Date of Receipt |
| 30 | Interface Record | Servicer to Servicer file sent | 12 months | Date of Creation |
| 31 | Interface Record | Servicer to Servicer file rec'd | 12 months | Date of Receipt |
| 32 | Operations record | Call recordings | 12 months | Date of Creation |
| 33 | Operations record | Security clearance info sent to Servicers with results | Servicer discretion | Date of Receipt |
| 34 | Borrower Record | Borrower Demographic Data, Enrollment Data, Loan Data and Financial Transaction Data | 5 years | Date Paid in Full, Discharged or Transferred |
| 35 | Borrower Record | Servicing Account Notations | 5 years | Date Paid in Full, Discharged or Transferred |
| 36 | Borrower Record | Prom notes (orig or copy image) - hard/soft copy | 5 years | Date Paid in Full, Discharged or Transferred |
| 37 | Borrower Record | Monthly statements and other outbound bills/correspondence sent to borrowers | 5 years | Date Paid in Full, Discharged or Transferred |
| 38 | Borrower Record | Deferment forms | 5 years | Date Paid in Full, Discharged or Transferred |
| 39 | Borrower Record | Forbearance forms | 5 years | Date Paid in Full, Discharged or Transferred |
| 40 | Borrower Record | Hard copy/image correspondence (other than forb/defer) | 5 years | Date Paid in Full, Discharged or Transferred |
| 41 | Borrower Record | Loan Data from conversion converted to production system | 5 years | Date Paid in Full, Discharged or Transferred |
| 42 | Borrower Record | Discharge documents information sent to servicer | 5 years | Date Paid in Full, Discharged or Transferred |
| 43 | Borrower Record | Bankruptcy documents information send to servicer | 5 years | Date Paid in Full, Discharged or Transferred |
| 44 | Borrower Record | Emails sent to servicer from borrowers | 5 years | Date Paid in Full, Discharged or Transferred |
| 45 | Borrower Record | Emails sent to borrowers from servicer | 5 years | Date Paid in Full, Discharged or Transferred |
| 46 | Financial Record | Support for general ledger journal entries | 7 years | Date of Receipt |
| 47 | Financial Record | Support for refunds paid | 7 years | Date of Creation |
| 48 | Other Record | General Records - Instructions from govt agencies, loan reporting corrections/deletion, cohort default rate reviews, enrollment data received from other sources (non-clearinghouse), etc | 5 years | Date of Receipt |
| 49 | Other Record | Security access forms (for access to ED owned data ) | 5 years | From Termination of access |
| 50 | Other Record | System release approvals, authorizations, etc. | 12 months | Date of Receipt |
| NOTE: There may be a business need to keep items longer than the retention period listed above (i.e. audits) | ||||
| NOTE: Some items above may not apply to all federal servicers (i.e. FMS invoice file only used for Purchases) |
&F &A &P
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