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The CCPO developed a retention schedule (chart) to assist Designees and staff in determining the length of time work product and closed case files need to be retained before destroying. More detailed Department, Division and Program retention information is available should questions arise.

4000-5 DATE STAMPING All applications, supporting verification, reports of change, requests for payment, or other documents submitted as part of a family or child care provider’s application or continuing participating must be date stamped when received by the Designee or Child Care Program Office (CCPO).

Designees are to ensure the date and time are set on fax machines to accurately reflect when a fax is received particularly if the sender has not set their fax’s date and/or time.

1. During business hours Documents received during the normal business day are date stamped with that day’s month, day, and year.

2. After the Close of Business – Email or Fax Documents received via fax or email after the close of business and retrieved the following business day are to be date stamped according to the received date and timeframe indicated on the fax or email.

3. After the Close of Business – Drop Box Items received after the close of business via a drop box and retrieved the next business day are to be date stamped with the date of the previous or most recent business day.

4. Mail Documents that are received via mail, are to be date stamped the date they are received. The envelope is stapled to the documents and the envelope postmark date is to be used to determine whether the document(s) were received timely.

Example: A Child Care Assistance Application Received – Pended Notice was issued and mailed requesting verification of income with a due date of November 30th. The family mailed the verification which the Designee received on December 6th. The