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6. Agencies with whom information is shared are each responsible for obtaining appropriate <br /> consent(s) before allowing further sharing of client records. <br /> 7. The Participating Continuum of Care acknowledges that the Participating Agency, itself, bears <br /> primary responsibility for oversight for all sharing of data it has collected via the CHIN HMIS. <br /> 8. The Participating Agency agrees to place all client consent and authorization forms related to the <br /> CHIN HMIS in a file to be located at the Participating Agency's business address and that such forms <br /> will be made available to the HMIS Lead Agency for periodic audits.The Participating Agency will <br /> retain these CHIN-related client consent and authorization forms for a period of 7 years, after which <br /> time the forms will be discarded in a manner that ensures client confidentiality is rot compromised. <br /> 9. The Participating Agency acknowledges that clients who choose not to authorize sharing of <br /> information cannot be denied services for which they would otherwise be eligible. <br /> D. Custody of Data <br /> 1. The Participating Agency acknowledges, the Continuum of Care, and HMIS Lead Agency agrees, <br /> that the Participating Agency retains ownership over all information it enters into CHIN. <br /> 2. In the event that the CHIN HMIS ceases to exist, Participating Agencies will be notified and <br /> provided reasonable time to access and save client data on those served by the Participating Agency, <br /> as well as statistical and frequency data from the entire system.Thereafter, the in-ormation collected <br /> by the centralized server will be purged or appropriately stored. <br /> 3. In the event that HMIS Lead Agency ceases to exist, the custodianship of the data within the <br /> CHIN HMIS will be transferred to another organization for continuing administration and all CHIN <br /> Participating Agencies will be informed in a timely manner. <br /> IV. DATA ENTRY AND REGULAR USE OF THE CHIN HMIS <br /> 1. The Participating Continuum of Care upholds that the Participating Agency will not permit User <br /> ID's and Passwords to be shared among users. <br /> 2. The Participating Continuum of Care upholds that if a client has previously given the Participating <br /> Agency permission to share information with multiple agencies and then chooses to revoke that <br /> permission with regard to one or more of these agencies, the Participating Agency will contact its <br /> partner agency/agencies and explain that, at the client's request, portions of that client record will no <br /> longer be shared. The Participating Agency may request that CHIN designate a client's record as <br /> "Inactive"and remove it from system-wide view or revoke existing Client Consent Form for that <br /> Participating Agency. <br /> 3. The Participating Continuum of Care upholds that if the Participating Agency receives information <br /> that necessitates a client's information be entirely removed from CHIN, the Participating Agency will <br /> work with the client to complete a form provided by HMIS Lead Agency with respect to the deletion of <br /> the record, which will be sent to HMIS Lead Agency for de-activation of the client record. <br /> 4. The Participating Continuum of Care agrees that the Participating Agency wil enter all minimum <br /> required universal data elements as defined for all persons who are participating in services funded <br /> by HUD Supportive Housing Program, Shelter+ Care Program, or HUD Emergency Shelter Grant <br /> Program as permitted by the client using the CHIN Client Release of Information firm. <br /> 5. The Participating Continuum of Care agrees that the Participating Agency will enter data in a <br /> consistent manner, and will strive for real-time, or close to real-time, data entry. <br /> 6. The Participating Continuum of Care agrees that the Participating Agency will routinely review <br /> records it has entered in the CHIN HMIS for completeness and data accuracy in accordance with the <br /> Policies and Procedures. <br />