ADS Advanced Data Services
410 North Jefferson
Mount Pleasant, Texas 75455
All applicants and service providers must retain information relating to the technology plans, pre-bidding, bidding, contracts, application process, invoices, provision of services, and other matters relating to the administration of the universal service fund for a period of at least five (5) years from last date of service. The suggested list of documents to be retained can be found in Paragraphs 45-50 in the FCC's 5th Report and Order (FCC04-190).
The Universal Services Administrative Company suggests creating an E-rate Binder and has provided a Records Retention Table of Contents that lists key documents commonly requested during program reviews, site visits and audits. The headings are organized by forms, letters, program reviews, change requests, invoicing, and fund reconciliation. ADS Advanced Data Services, Inc. has created mye-binder, an Internet based tool to accurately capture and link this data.
Mye-binder is designed to help applicants maintain compliance with the E-Rate Program. The system retains Strategic Technology Planning and Approval documents, USAC Forms, Certifications and Letters, Competitive Procurement (bidding, evaluation, and contracts), Program Integrity Assurance, Selective Review Information Requests, Invoicing, Payments, Reimbursement, Reconciliation, Service Delivery, Inventory Management, Change Requests and Appeal Information - creating a complete electronic packet that is audit ready.
Benefits of mye-binder:
In addition, mye-binder manages and reconciles the financial aspect of E-rate. All applications and FRNs are tracked, automated notifications are sent when there is a status change or disbursement made. The system also acts as a watchdog to make sure that important dates are not missed. And finally, both E-rate and non-E-rate equipment inventories may be managed.