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CODE OF COLORADO REGULATIONS 9 CCR 2503-7 Income Maintenance (Volume 3)

25 3.755.13 Case Record [Rev. eff. 12/1/14] The case record shall contain at a minimum: A. The application and any other supplemental forms the applicant is required to submit; B. Documentation of all verification as required in these rules; C. Written explanation on the report of contact of any discrepancy between information contained on the application and information in the LEAP system; D. Calculations used to compute income, documentation of the source of estimated home heating costs and any other written notations on the report of contact necessary to provide a clear and adequate record of action taken on the case. The eligibility workers shall date and initial each entry. E. Documentation of all written notices sent to the applicant household requesting missing information and/or verification necessary to determine eligibility and/or payment level. F. Complete documentation in emergency or expedited cases including when, to whom, and how a vendor and/or client contact is made. G. All historical data used must be present in the file and documented in the Report of Contact (ROC). 3.755.14 Written Policy [Eff. 12/1/14] Each county department/Contractor shall develop a written policy stipulating the order of the case record, and the content of all records in that county department shall be filed according to that county department policy. The county department must stipulate that case record material must be fastened to the file folder in order to secure the information and maintain the filing order. 3.755.15 County Storage of Records [Eff. 12/1/14] The county department shall be responsible for the provision of a safe place for storage of case records and confidential material. If a county department/Contractor shares building space with other county offices, locked files to store case material shall be used. Janitors and other maintenance personnel shall be instructed concerning the confidential nature of information. 3.755.16 State Authority Required for Removal of Case Records [Eff. 12/1/14] Case records are the property of and shall be restricted to use by the State Department and county department or Contractor. Only on authority of the State Department may case records be removed from the office of the county department or Contractor. 3.755.17 Archiving Case Files [Eff. 12/1/14] The county department/Contractor shall archive three (3) program years plus the current program year files and make them available to the State upon request.