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Scanning/Uploading The LSP must scan and upload all applicant files into the statewide database. These scans must include all relevant documents in the applicant file, including the signed statewide application. LSPs must not include any documents that are not relevant to the completed application file within the scan. LSPs are to be careful to not scan blank pages and to scan both sides of two-sided documents. LSPs are to scan all documents so that they are clear and legible. All applications, regardless of how they are received, must be entered into the system within fourteen (14) days of receipt. At a minimum, this includes applicant household member, household address, vendor information, and any other information the database requires as a baseline in order to save the household. This does not include scanning and uploading any documents received. All documents must be scanned and uploaded in accordance with file processing and benefit determination guidelines. Documents used to determine eligibility must be part of the file at the time eligibility is determined. All file scans must be finalized within the statewide database, including eligibility determination letters and QA documentation or corrections, within 45 days of eligibility determination, regardless of application status; however, LSPs are to make every effort to complete this within a shorter timeframe, bearing in mind the need to maintain their required QA percentage. File uploads being completed correctly and timely is part of the QA. The LSP is to upload all supporting or supplemental documentation needed to determine eligibility or process an application. This includes all written communications. Notes are to be made for all actions the LSP made on behalf of the client. This includes but is not limited to contact with the client themself, contact with the utility company, and contact with IHCDA. Notes may be made electronically within the statewide database, or they may be included in the form of handwritten notes captured within the file scan. All documentation must have the first five (5) numbers of the SSN redacted. Scanned copies that are stored in the statewide database must be redacted. The LSP is strongly encouraged to develop an internal LSP scanning/uploading tracking system to assure all applicant files have been uploaded into the statewide database. If the LSP is using the electronic backup system, scanned PDF files should be labeled using the application number to assure client confidentiality. The LSP is encouraged to maintain an electronic copy of the application as a backup outside of the statewide database for three (3) years following program closeout or the last action taken on applicant files for a given program year, whichever is later. The LSP is also encouraged to consider maintaining hard copy retention of documentation until and unless they have reviewed file uploads and confirmed that the file scan is correct, complete, and legible. Any documentation that is scanned incorrectly, incompletely, or illegibly may result in findings and required paybacks in the event of a monitoring finding.