1710 Case Records - Case records are required for all assistance cases and are to be separate from social service records. The Economic and Employment Support record shall include required forms to establish eligibility for assistance and additional information and decisions reached regarding eligibility, the amount of assistance, notices to the client, and authorization forms.
Local EES supervisors shall provide training for workers in preparing adequate records and in knowing how and what information to obtain to establish eligibility, determine amount of assistance, and prepare adequate notices.
A designated staging area within each office will need to be established. The designated area will be shared with all electronic storage system users.
1710.1 Order of Material in the Economic/Employment Support Case Records - For the purpose of uniformity and convenience in use, the material contained in an electronic storage system shall be organized according to the KEES Change Discussion Guide.
1710.2 Correspondence - Correspondence which is a substitute for personal interviews plays an important part in the functioning of the agency and for this reason as much care is needed in planning correspondence as is used in the preparation for a personal interview. Notices affecting the eligibility shall become a permanent part of the agency's record and is captured by the eligibility system.
Letters, newspaper clippings, and other material, when not of standard size, should be fastened to full-sized sheets of paper for case filing. They should be dated and properly identified.
1711 Disposition of Obsolete Case Record Material - Destroy any material which is older than 36 months and is not currently in effect on active cases with the following exceptions:
Closed cash, food assistance, child care , and medical cases may be destroyed after they have been closed for 36 months except for (1) all material pertaining to unrecovered overpayments, (2) cases that have a designated period of ineligibility which exceeds the retention period (e.g., first-time conviction of fraud, etc.), or (3) cases that have had penalties imposed for non-cooperation with Child Support Services and/or Work Program requirements.
1712 Disposition of Child Care Provider Files - Provider files, including provider agreements, shall be maintained for 5 fiscal years past the closure date of the last provider enrollment form. Information pertaining to unrecovered overpayments and information relating to confirmed, substantiated or validated child abuse and neglect complaints shall be retained indefinitely.
Provider payment files shall be retained for 36 months following the last month of the state fiscal year.