63-705 ISSUANCE RECORD RETENTION AND SECURITY 63-705

(b) The DFA 286;

(c) Transacted authorizing documents;

(d) The FNS-250 and substantiating documents;

(e) The DFA 293;

(f) The DFA 289;

(g) Master issuance files;

(h) Records-for-issuance for each month; and

(i) Any roster or lists produced by issuance systems.

.13 In lieu of the records, easily retrievable microfilm, microfiche, or computer tapes which contain the required information may be maintained.

.2 Security and Control of Issuance and Accountable Documents

.21 Issuance Documents

The CWD shall control all issuance documents which establish household eligibility while the documents are transferred and processed within the county. These issuance documents include access devices and numbered transaction receipts if used in an automated direct access issuance system. The CWD shall use numbers, batching, inventory control logs or similar controls from the point of initial receipt through the issuance and reconciliation process. The CWD shall also insure the security and control of authorization documents in transit from the manufacturer to the county welfare office.

CALIFORNIA-DSS-MANUAL-FS

MANUAL LETTER NO. FS-94-02 Effective 2/1/94

Page 431

FOOD STAMP REGULATIONS

63-705 (Cont.) COUPON ORDERING, STORAGE AND ACCOUNTABILITY Regulations

63-705 ISSUANCE RECORD RETENTION AND SECURITY (Continued) 63-705

.22 Accountable Documents

HIR cards, authorization documents and mandated photo ID cards shall be considered accountable documents. The CWD shall provide the following minimum security and control procedures for these documents:

.221 Preprinted serial numbers;

.222 Secure storage;

.223 Access limited to authorized personnel;

.224 Bulk inventory control records;

.225 Subsequent control records maintained through the point of issuance or use; and

.226 Periodic review and validation of inventory controls and records by parties not otherwise involved in maintaining control records.

.23 Notice of Change and ID Card Security

For Notices of Change which initiate, update or terminate the master issuance file, blank ID cards, blank access devices and transaction receipts the CWD shall, at a minimum, provide secure storage and limit access to authorized personnel.

NOTE: Authority cited: Sections 10554 and 18904, Welfare and Institutions Code. Reference: 7 CFR 271.2; 7 CFR 271.7; 7 CFR 274.1; and 7 CFR 274.11; and Sections 10554 and 18904, Welfare and Institutions Code.