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4360-1 CREATING CASE FILE VOLUMES Accurate case files must be maintained to ensure all required documentation is available for future reference in accordance with state and federal regulations. At the same time, files must be maintained at a manageable size with the most current and applicable information. This process is called "creating case file volumes,” which means to create a new file folder when a case file has reached two inches in thickness.

The procedure for creating case file volumes is as follows:

a. Sorting the Case File:

The documents in the case file are sorted to determine which will be pertinent to an active case. These documents are retained in the active case file. The documents which are no longer considered pertinent are transferred in a Manila folder to be sent to Archive, based on the archiving schedule.

b. Labeling the Case Files:

On the front cover of the Manila folder, mark the file as "Volume 1" and the active file as "Volume 2." Clearly indicate on both files the date the original case file was volumed. Volume 1 will be archived based on the archiving schedule and Volume 2 will remain in the office as the current file.

4360-2 LICENSED PROVIDER CASE FILE Each Licensed provider’s case file is to contain the following information:

1. Completed Licensed Provider Child Care Assistance Application CC41;

2. Completed Child Care Provider Rates and ResponsibilitiesCC12;

3. Copy of a completed State of Alaska Substitute W-9 form;

4. A print out from the Integrated Child Care Information System (ICCIS)of the license issued or a copy of the actual Child Care License, if provided; and

5. Any written statements or reports of change received bythe Designee.