evekhm/cms_iom_500 huggingface dataset:
(General Information, Eligibility, and Entitlement Manual)
Exhibit 14 - Inspection Checklist - Facility Standards for Records Storage Facilities (Rev. 38, Issued: 05- 26-06, Effective: 06- 26-06, Implement ation: 06- 26-06)  Facility Standards for Records Storage Facilities  Inspection Checklist (Effective date of checklist September 2005)  Agency:   Facility:  Common Name:   Facility:  Street Address   Facility:  City, State & Zip   Facility Director or Representative:  <<Typed name>>  <<Typed Title>>   Comments explaining or disagreeing with inspection findings are attached.  Inspector:  <<Typed name>>                                                      Date  <<Typed Title>>  Facility Description:
(General Information, Eligibility, and Entitlement Manual)
Compliance with 36 CFR 1228.228 Facility Requirements  1228.228 paragraph:  Requirement  OK No Other  (a) The facility must be constructed with non- combustible materials and building elements, including walls, columns, and floors.     (a) exception 1  If the roof is constructed of combustible material it is protected by a properly installed and maintained wet -pipe automatic sprinkler system.     (a) exception 2  Existing records storage facility with combustible building elements has an approved waiver from NAS that allows continued use until October 1, 2009 provided documentation has been submitted that indicates a fire -suppression system designed to mitigate the risk is present.     (b) A facility with two or more stories must be design ed or certified by a licensed fire protection engineer and civil/structural engineer to avoid catastrophic failure of the structure due to an uncontrolled fire on one of the intermediate levels.     (c) The building must be sited a minimum of five feet above and 100 feet from any 100 year flood plain areas, or be protected by an appropriate flood wall (see FEMA flood maps)     (d) The facility must be designed in accordance with national, regional, state or local building codes (whichever is most stringe nt) to provide protection from building collapse or failure of essential equipment from earthquake hazards, tornadoes, hurricanes, and other natural disasters.     (e) Roads, fire lanes, and parking areas must permit unrestricted access for emergency vehicles.     (f) A floor load limit must be established for the records storage area by a licensed structural engineer.  The allowable load limit must be posted in a conspicuous place and must not be exceeded.    (g) The facility must ensure that the roof membrane does not permit water to penetrate the roof. (New buildings: effective 9/28/2005; existing buildings: effective 10/1/2009)     1228.228 paragraph:  Requirement  OK No Other  (h) Piping (with the exception of sprinkler piping and storm water roof drainage piping) must not be run through the records storage area unless supplemental measures  are used to prevent water leaks . (New buildings: effective 9/28/2005; existing buildings: effective 10/1/2009)     (i)(1)  All storage shelving must be designed and installed to provide seismic bracing  that meets the requirements of the applicable state, regional, and local building code (whichever is most stringent).
(General Information, Eligibility, and Entitlement Manual)
effective 10/1/2009)     (i)(1)  All storage shelving must be designed and installed to provide seismic bracing  that meets the requirements of the applicable state, regional, and local building code (whichever is most stringent).    (i)(2)  Racking systems, steel shelving, or other open- shelf records storage equipment must be braced to prevent collapse under full load.  Each shelving unit must be industrial style shelving rated at least 50 lbs per cubic foot supported by the shelf.     (i)(3)  Compact shelving, if used, must be designed to permit proper air circulation and fire protection     (j) The records storage area must be equipped with an anti -intrusion alarm system  meeting the requirements of UL 1076, Proprietary Burglar Alarm Units and Systems (level AA) . The alarm system must be monitored in accordance with UL 611, Central Station Burglar Alarm S ystems.     (k) The facility must comply with the requirements for a Level III facility. (Appendix A -- see separate checklist)     (l) Records contaminated by hazardous materials  must be stored in separate areas having separate air handling systems from  other records.    (m) The facility must have an Integrated Pest Management program.     (n)
(General Information, Eligibility, and Entitlement Manual)
The following additional requirements apply only to new facilities:    (n)(1)    (1) No mechanical equipment containing motors in excess of 1 HP within records storage areas (excluding material handling and conveyance equipment that have operating thermal breakers on the motor).    1228.228 paragraph:  Requirement  OK No Other  (n)(2)   (2) No high- voltage electrical distribution equipment (i.e., 13.2kv or higher) in records storage areas.     (n)(3)    (3) A redundant source of primary electrical service  should be provided  .  Manual switching between sources of service is acceptable.  (See text in rule; applies to HVAC, fire and security alarms.)     (n)(4)  (4) For new facilities that store permanent records:     (n)(4)a   a. A facility storing permanent records must be kept under positive pressure.     (n)(4)b   b. No intake louvers in loading dock areas, parking or other areas subject to vehicle traffic.     (n)(4)c  c. Separate air supply and exhaust system for loading docks.
(General Information, Eligibility, and Entitlement Manual)
Compliance with 36 CFR 1228.230 Fire Safety Requirements  1228.230 paragraph:  Requirement  OK No Other  (a) The fire detection and protection system must be designed or reviewed by a licensed fire protection engineer.  Review requires submission of a report under the seal of a licensed fire protection engineer; see rule text for minimum requirements.     (b)(1)  All walls separating records storage areas from each other and from storage  areas within the building must be 3 -hour fire resistant.     (b)(2)  The quantity of Federal records stored in a single fire compartment shall not exceed 250,000 cubic feet.     (c)(1)  For existing records storage facilities, at least 1 -hour rated fire barrier walls must be provided between the records storage area(s) and other auxiliary spaces.     1228.230 paragraph:  Requirement  OK No Other  (c)(2)(a)  For new records storage facility, 2- hour-rated fire barrier walls must be provided between the records storage area(s) and other auxiliary spaces.     (c)(2)(b)  For new facilities, at least one exterior wall of each stack area must be designed with a maximum fire resistive rating of one -hour, or, if rated more than one -hour, there must be at least one knock- out panel in one exterior wall of each stack.     (d) Penetrations in the walls must not reduce the specified fire resistance ratings.     (e) The fire resistive rating of the roof must be a minimum of  hour.    (e) alternate  Unrated roof is protected in accordance with NFPA 13.     (f) Openings in fire barrier walls must be protected by self -closing or automatic Class A fire doors, or equivalent doors that maintain the same rating as the wall.     (g) Roof support structures that cross or penetrate fire barrier walls must be cut and independently supported on each side of the fire barrier wall.     (h) If fire barrier walls are erected with expansion joints, the joints must be protected to their full height.     (i) Building columns in records storage areas must be 1- hour fire resistant.     (i) alternate  Unrated columns are protected in accordance with NFPA 13.    (j)(1)  Automatic roof vents for routine ventilation purposes must not be designed into new records storage facilities.    (j)(2)  Automatic roof vents, designed solely to vent in the case of a fire, with a temperature rating of at least twice that
(General Information, Eligibility, and Entitlement Manual)
Automatic roof vents for routine ventilation purposes must not be designed into new records storage facilities.    (j)(2)  Automatic roof vents, designed solely to vent in the case of a fire, with a temperature rating of at least twice that of the sprinkler heads are acceptable.     1228.230 paragraph:  Requirement  OK No Other  (k) Where lightweight steel roof or floor supporting members are present, they must be protected either by applying a 10-minute fire resistive coating to the top chords of the joists, or by retrofitting the sprinkler system with large drop sprinkler heads.  (see rule text)     (l) Open flame (oil or gas) unit heaters or equipment, if used, must be installed or used in any  records storage area in accordance with NFPA 54 and the UMC.     (m) For existing records storage facilities, boiler rooms or rooms containing equipment operating with a fuel supply  must be separated from records storage areas by a 2 -hour rated fire barrier wall with no openings directly from those rooms to the records storage area(s).  Such areas must be vented directly outside to a location where fumes will not be drawn back into the facility.     (n) For new records storage facilities, boiler rooms  or rooms containing equipment operating with a fuel supply  must be separated from records storage areas by a 4 -hour rated fire barrier wall with no openings directly from those rooms to the records storage area(s).  Such areas must be vented directly outside to a location where fumes will not be drawn back into the facility.     (o) For new records storage facilities, fuel supply lines must not be installed in areas containing records, and must be separated from such areas with 4 -hour-rated construction.    (p) Equipment rows running perpendicular to the wall must comply with NFPA 101 Life Safety Code, with respect to egress requirements.     (q)(1)  No oil -type transformers, except thermally protected devices included in light ballasts, may be installed in records storage areas.     (q)(2)  All electrical wiring must be in metal conduit, except that armored cable may be used where flexible wiring connections to light fixtures are required     (q)(3)  Battery charging areas for electric forklifts must be separated from records storage areas with at least a 2 -hour rated fire barrier wall.     1228.230 paragraph:  Requirement  OK No Other  (r)
(General Information, Eligibility, and Entitlement Manual)
fixtures are required     (q)(3)  Battery charging areas for electric forklifts must be separated from records storage areas with at least a 2 -hour rated fire barrier wall.     1228.230 paragraph:  Requirement  OK No Other  (r) Hazardous materials  must not be stored in records storage areas.     (s) All records storage and adjoining areas must be protected by a professionally designed fire -safety detection and suppression system that is designed to limit the maximum anticipated loss from any single fire event to a maximum of 300 cubic feet of records destroyed.  For systems in accordance with App. B, attach checklist.  For other designs, see  1228.242 for documentation requirements.
(General Information, Eligibility, and Entitlement Manual)
Compliance with 36 CFR 1228.232, Environmental Control Requirements  1228.232 Paragraph:  Requirement  OK No Other  (a) Paper -based temporary records must be stored under environmental conditions that prevent the active growth of mold.  (See rule text)     (b) Nontextual temporary records, including microforms and audiovisual and electronic records, must be stored in records storage space that will ensure their preservation for their full retention period.  Effective 9/28/2005 for new records storage facility and 10/1/2009 for existing facilities. (See rule text)     (c) Paper -based permanent, unscheduled, and sample/select records must be stored in records storage space that provides 24 hour/365 day s per year air conditioning equivalent to that required for office space.  (See rule text)  Effective date: New facilities, 9/28/2005; existing facilities 10/1/2009    (d) Nontextual permanent, unscheduled and/or sample/select records:  see parts 1230, 1232, and/or 1234 of 36 CFR Chapter XII.      List of Attachments  Description  Yes N/A Minimum Security Requirements Check List (Appendix A)    Fire-Safety Check List (Appendix B)    Certification of fire -safety detection and suppression system (36 CFR 1228.242)    Exceptions caused by Code Conflicts (36 CFR 1228.234)    Waiver request(s) (36 CFR 1228.236)    Other: (Describe)                          Notes  Reference ( and )  Comments                                 Facility Standards for Records Storage Facilities  Supplemental Check Lists: Appendix A and Appendix B   Compliance with Federal Facility Security Standards, Level III  (36 CFR Part 1228 Appendix A) (Complete for ALL facilities)  Citation  Requirement  OK No Part S1 Control of facility parking     S2 Receiving/shipping procedures     S3 Intrusion detection system with central monitoring     S4 Meets Life Safety Standards     Citation  Requirement  OK No Part S5 Adequate exits from records storage areas     S6 High security locks on entrances/exits     S7 Visitor control/screening system     S8 Prevent unauthorized access to utility areas     S9 Provide emergency power to critical systems     S10 Conduct background security checks and/or establish security control procedures for service contract personnel
(General Information, Eligibility, and Entitlement Manual)
Compliance with 36 CFR Part 1228 Appendix B  (Complete this section ONLY if the facility claims to be using the system described in Appendix B)  Paragraph  Requirement  OK No Part 2a. The records storage height must not exceed the nominal 15 feet (+/ -3 inches) records storage height.     2b. All records storage and adjoining areas must be protected by automatic wet pipe sprinklers.     2c.1 1. The sprinkler system must be rated at no higher than 285 degrees Fahrenheit utilizing quick response (QR) fire sprinkler heads.     2c.2 2. The sprinkler system must be designed by a licensed fire protection engineer to provide the specified density for the most remote 1,500 square feet of floor area at the most remote sprinkler head in accordance with NF PA 13 (1996), Standard for the Installation of Sprinkler Systems.     2c.3 3. Installation of the sprinkler system must be in accordance with NFPA 13 (1996), Standard for the Installation of Sprinkler Systems.     2c.4 4. Contractors Material and Test Certificates per NFPA 13 chapter 8.     2c.5 5. Hydraulic Calculations.     2d.1 1. Maximum spacing of the sprinkler heads must be on a 10-foot grid.     Paragraph  Requirement  OK No Part 2d.2 2. The positioning of the heads must provide complete, unobstructed coverage, with a clearance of  not less than 18 inches, but not more than 60 inches, from the top of the highest stored materials.     2e. The sprinkler system must be equipped with a water -flow alarm connected to a continuously staffed fire department or central station, with responsibility for immediate response.     2f.1 1. A manual fire alarm system must be provided with central station services or other automatic means of notifying the municipal fire department.     2f.2 2. A manual alarm pull station must be located adjacent to each exit.     2g. All water cutoff valves in the sprinkler system must be equipped with automatic closure alarm connected to a continuously staffed station, with responsibility for immediate response.     2h. A dependable water supply free of interruption must be provided.  This normally requires a backup supply system having sufficient pressure and capacity to meet both fire hose and sprinkler requirements for 2 hours.    2i. Interior stand- pipe stations equipped
(General Information, Eligibility, and Entitlement Manual)
A dependable water supply free of interruption must be provided.  This normally requires a backup supply system having sufficient pressure and capacity to meet both fire hose and sprinkler requirements for 2 hours.    2i. Interior stand- pipe stations equipped with 1  inch diameter hose m ay be provided in the records storage areas if required by the local fire department, enabling any point in the records storage area to be reached by a 50-foot hose stream from a 100- foot hose lay.  If hose is provided, the cabinets must be marked For Fir e Department Use Only.     2j. Where fire hose cabinets are not required, stand -pipes must be provided at each floor landing in the building core or stair shaft.  Hose outlets must have easily removable adapter and cap.  Threads and valves must be compati ble with the local fire departments equipment.  Spacing must be so that any point in the records storage area can be reached with a 50 -foot hose stream from a 100-foot hose lay.     Paragraph  Requirement  OK No Part 2k. In addition to the designated sprinkler flow demand, 500 gpm must be provided for hose stream demand.  The hose stream demand must be calculated into the system at the base of the main sprinkler riser.     2l.1 1. Fire hydrants must be located within 250 feet of each exterior entrance or other access to the records center that could be used by fire -fighters.     2l.2 2. All hydrants must be at least 50 feet away from the building walls and adjacent to a roadway usable by fire apparatus.  Fire hydrants must have at least two 2 - inch hose outlets and a pumper connection.  Al l threads must be compatible with local standards.     2m. Portable water -type fire extinguishers (2 gallon stored-pressure type) must be provided at each fire alarm striking station (see also NFPA 10).     2n.1 1. Where provided, the walking surface of the catwalks must be of expanded metal at least 0.09- inch thickness with a 2 -inch mesh length. The surface opening ratio must be equal or greater than 0.75.    2n.2 2. The sprinkler water demand for protection over bays with catwalks where records are not  oriented perpendicular to the aisles must be calculated to give 0.3 gpm per square foot for the most remote 2,000 square feet.
(General Information, Eligibility, and Entitlement Manual)
Notes  Reference  Comments              Reference  Comments             40  Shared System Maintainer, Part A/Part B (A/B)/Durable Medical Equipment (DME) Medicare Administrative Contractor (MAC) and the Single Testing Contractor (STC) Responsibilities for System Releases  (Rev. 97, Issued: 01- 15-16, Effective: 09 -21-15, Implementation: 09- 21-15)  40.1  Standardized Terminology for Cl aims Processing Systems (Rev. 97, Issued: 01- 15-16, Effective: 09- 21-15, Implementation: 09- 21-15) (Rev. 105 , Issued: 06 -02-17, Effective: 07- 03-17, Implementation: 07- 03-17)  The SSMs, MACs and the STC shall use standardized terminology to refer to common systems maintenance elements in all discussions, reporting, and documentation. Using common terminology will minimize confusion and misunderstanding for CMS, SSMs, MACs and the STC.  The MACs and the STC shall examine their use of the system status inform ation issued by the SSMs to determine if they have internal applications that need to be adjusted to adopt the standardized terminology. If they have internal systems or processes that must be modified to reflect the standardization required by this instru ction, they shall make those changes to coincide with the shared system changes.   40.1.1 - Standard Terminology Chart  (Rev. 105, Issued: 06 -02-17, Effective: 07- 03-17, Implementation: 07- 03-17)
(General Information, Eligibility, and Entitlement Manual)
40.1.1 - Standard Terminology Chart  (Rev. 105, Issued: 06 -02-17, Effective: 07- 03-17, Implementation: 07- 03-17)   STANDARD TERMINOLOGY  DESCRIPTION  QUESTION (QCN)  Request for assistance and/or reported potential system problem. For questions, the MACs and the STC shall contact the SSMs helpdesk to log their question.  PROBLEM  Confirmed system and/or documentation problem  Change Request (CR)  Any software modification made to the system as a result of a CMS mandate or maintainer initiated action  CMS STATUS  CMS needs take action by answering a question, finalizing an instruction, etc.  NSC (non- system change) STATUS  CMS CR does not require shared system change. May require A/B MAC maintenance  RESEARCH STATUS  The SSM completes high level review of required changes by analyzing them and determining the intent of the change request  REQUIREMENTS (REQS) STATUS  The SSM finalizes the business requirements  WALKTHROUGH STATUS  The SSM presents the systems solution to the CR in a structured walkthrough discussion with CMS and Beta testers  WORK STATUS  The SSM completes technical design, coding and unit testing the system change     STANDARD TERMINOLOGY  DESCRIPTION  ALPHA TESTING  Functional testing performed by the SSM, after successful unit testing of the new or modified code; which   starts approximately ninety (90) days prior to the implementation of the Change Request.  The testing verifies all changed components function appropriately within the full environment at the SSM site in a controlled environment.    BETA TESTING  This is the second phase of testing after Alpha testing. The goal of Beta testing is to identify and resolve any remaining defects before a product/software is released to a production environment. Beta testing begins eight weeks prior to the production implementation date of a quarterly release. The Beta tester continues to test all iterations of the code through the UAT testing phase until the release moves to production. The Beta tester continues to test for two weeks post production or until they are 100% completed, whichever comes first.  User Acceptance Testing (UAT)  MACs and DME MACs perform UAT testing during the four weeks prior to the production impl ementation date of a quarterly release.    USER STATUS  The SSM returns question to user to provide more information or examples, assess solution
(General Information, Eligibility, and Entitlement Manual)
40.2 - Release Software  (Rev.: 128, Issued: 11- 01-19, Effective: 12- 03-19, Implementation: 12- 03-19)  Shared System Maintainers (SSMs) shall obtain approval from their Government Task Leader (GTL) before quarterly release software  can be scheduled and installed.   Control of System Changes   SSMs shall  use the same quarterly release schedule, (i.e., on or about October 1, January 1, April 1, and July 1).  CMS will schedule each quarterly release.   All follow -up release changes (except emergencies) to the quarterly schedule shall be held and released on a predetermined schedule in coordination with CMS.  Uns cheduled emergency changes released as problems are identified without prior approval.  The schedule for a follow -up release of changes shall be forwarded to your GTL for prior approval.   When a system problem is identified, Medicare contractors (i.e. SSMs , the STC, MACs and CWF Hosts) shall submit documentation to their GTL outlining the problem and the reason correction is needed at this time.  Section V of this instruction outlines the minimum information required by CMS for approval.  Problem Priority C lassifications for Follow -Up Releases   Listed below are CMSs problem priority classifications and examples.   Priority 1 Classification   Production:   The problem prevents the accomplishment of a mission critical capability for which no acceptable workaround is known.*  This priority also includes problems where code shall be fixed immediately in order for the normal production region functions or services to continue.  For example, if the production region is down in a job resulting in an incomplet e cycle or the system is pricing a significant volume of claims incorrectly causing over or under payment.  These corrections shall be reported to the GTL the next business day.  EXAMPLES:    ABENDS on -line or batch (Inability to run a cycle)    Inaccurate pay ment or no payment of claims (significant impact/high volume)    Necessary file updates cannot be accomplished (payment files, history files)    Interface failures affecting claims processing   Beta/User Acceptance Testing: