Securing Case File 448-01-40-15

(Revised 3/1/12 ML #3304)

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Case files are the property of the county or Department and must be kept confidential in a secure area at all times. Locked files provide the best safeguard against loss or damage.

 

Case files containing Federal tax information received through the IEVS interface must be labeled with “Federal Tax Information” on the front of the file. The case file must also have a separate tab for the Federal tax information received through the interface. A list of all case files containing Federal tax information received through the interface must be maintained by each office. This list must contain the case number, applicant or recipient’s name, and if the case is open, closed, or disposed.

 

Staff must not remove portions of the records from the case file and must not remove the case file from the office unless:

 

1. Staff have been subpoenaed to appear in court and the case record is a necessary source of data;

 

2. The eligibility worker is meeting with an applicant or recipient outside of the office;

 

3. The case file is being transferred to another county or to the state office;

 

4. A fair hearing is held elsewhere, other than the county office; or

 

5. Quality Control or the Department requests the file.