Electronic Case File Organization 448-01-40-25

(Revised 3/1/12 ML #3304)  

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Electronic case files can be accessed through FileNet, which is a web based application. Electronic case files must include all supporting documents relevant to eligibility determinations, including system screen prints of information that cannot be retrieved from TECS or Vision.

 

Case files must be organized to ensure convenient access and uniformity when used by county staff, Quality Control, state staff and when transferring from one worker to another.

 

To ensure uniformity, the standard naming convention must be used when scanning and storing all documents in FileNet. The standard naming convention consists of:

 

• The case number followed by an underscore. For CCAP and LIHEAP cases, use the SSN of the applicant since they are not assigned a case number.

 

• The defined short name followed by an underscore. Definitions of the short name can be found on the County Intranet, in the Scanning Project folder under County Social Services.

 

• The date a document is created by the county or the date information is received in the county office followed by an underscore.

 

• An optional field.

 

An example of the naming convention for a birth certificate:

 

12345_20_11152011_JohnJr.tif