Electronic Correspondence 448-01-15-35

(Revised 11/1/14 ML #3418) 

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State and county social service offices correspond electronically via fax or e-mail with applicants, recipients, other agencies and each other. Electronic correspondence must be retained for three years based on policy at Case File Destruction 448-01-40-45-10.

 

Program policies allow for counties to electronically correspond with applicants and recipients. Counties are not required to communicate via e-mail or to provide applicants and recipients with their e-mail address, however, if an applicant or recipient requests a worker’s or county’s e-mail address, the state’s open records law requires it be provided.

 

If a county does provide an e-mail address to applicants and recipients, it is recommended that the county have one e-mail address for the county where applicants and recipients send their information. This will allow for another worker to receive information when a worker is out on leave.

 

When accepting information via e-mail, care must be used to ensure the e-mail is from the applicant or recipient.

 

If a household reports a change via e-mail on a weekend, holiday or after hours, the change is considered reported on the next working day.

 

Should the applicant or recipient report information via e-mail, refer to program policies. All Economic Assistance and Health Care Coverage programs consider changes reported via e-mail as signed by the household with the exception of SNAP.

 

Faxing and emailing of FTI received through a computer match, UFO and BENDEX, is prohibited.