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ESA SNAP Policy Manual 316 25.5 Desk Aids Documentation Documentation is the written record of the case history. The goal of documentation is to create a clear and complete record that follows the case actions to ensure any person reading the case record can understand the status of a case, case contacts, information received, decisions made and notices sent on the case. To be used as verification, a document or statement must meet the following criteria:  Reasonably show the eligibility factor it is being used to verify.  Be from a person, business or organization that would have knowledge of the information.  Be updated and unaltered. Verification more than 60 days old is considered outdated, and current verification must be obtained unless the verification currently in the case record is dated specifically for the application time period. The documentation recommendations, shown below by topic, identify information that someone reviewing a case in the future may be looking for but does not provide an all-inclusive list of every element that may need to be documented. Table 25.5.a. Documentation Recommendations Topic Documentation Recommendations Applications Record the actions taken for the determination, including the following:  Cold-call dates and times  Eligibility and benefit level  Ineligibility  Interview notes  Issues and questionable information  Verification sources  When processing is delayed for any reason Assets For programs with an asset test, enter case notes to support the asset determination.

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