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• Helps to ensure continuity of service by the DFR and/or proper referral to other needed resources. • Prevents needless repetition of fact gathering. • Provides material for research and statistical purposes. • Provides material by which agency policies, practices, and standards of performance can be substantiated and evaluated. • Provides the basis for the state's payment to or on behalf of an AG. 1450.10.00 CONTENT OF CASE FILE

The case file must contain all signed application forms necessary to support the eligibility determination, collateral sources of verification, and correspondence. 1450.20.00 RETENTION OF DOCUMENTS WITHIN THE CASE FILE

Most case records are to be maintained for three years. The three-year period starts at different times for different documents. The following is the list of documents that must be retained for the entire life of the case and three years following the date on which the eligibility or claims collection case was discontinued: • Application • Combined application form used for application actions. • Medical information • Absent parent information • Assignment of rights forms • Court records • Legal agreements • Records establishing overpaid benefits and/or fraud. • Social security numbers • Birth and death records • Citizenship records

Other case file records must be retained for a three-year period beginning with the effective date of the action it supports. Those records include but are not limited to: • Budget forms • Income and expense records used to support the eligibility determination and benefit calculation. • Notices • Hearing decisions • Benefit issuance records not related to overpaid or underpaid benefits.

Inactive case records may also be preserved during the life of the individual, or for as long as they may be needed for repayments on existing claims. 1455.00.00 DESTRUCTION OF CASE MATERIAL