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RECEIPT OF VERIFICATION DOCUMENTS THAT CANNOT BE RETAINED OR COPIED 1.5 ALL When an applicant/recipient provides verification documentation that cannot be retained or copied, the SSR must record in the case file the type of documentation that has been seen by the SSR to verify an eligibility criteria. The following information about such documentation should be recorded in the case file: • date documentation seen, • any title of the document, • source of document, • date on the document, and • content of the document that relates to the applicable eligibility criteria.

Example 1 Ms. Littlejohn has an appointment to meet with her assigned SSR to complete the application process. She only needs to provide the Department with verification of her daughter Liza's relationship. Ms. Littlejohn has an original copy of the birth certificate. The SSR discovers that the photocopier in the service center is broken. The SSR should record in the case file that s/he has seen a copy of the birth certificate, the date seen, and other pertinent information such as the serial number on the certificate, Liza's date of birth, and Liza's parents' names. Ms. Littlejohn is considered to have met the verification requirement once this information is properly documented in the case file.