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MS 0030 (1) Volume 1 – General Administration MS 0030 – R. 3/1/23 – OMTL-616 Case Record [The case record is the official document (electronic through Worker Portal or hardcopy) of the Department that establishes accountability for the expenditure of state and federal funds. Local management staff is responsible for ensuring case records are properly maintained, purged of obsolete material, and accessible to staff. This includes hard copy case records if the overpayment is pending or is established if the overpayment occurred prior to the implementation of the electronic case file (ECF). For purging of hardcopy records, refer to MS 0040, and for archiving, refer to MS 0045. A. Each hard copy file or Worker Portal/ECF contains pertinent information about each applicant and recipient and supporting documentation for every decision made regarding eligibility. At a minimum, this includes:] 1. Date of application; 2. Date and type of action (approval, denial, interim, special circumstances, restoration, etc.); 3. Documentation sufficient to support the eligibility determination; 4. Verification used in the determination of initial and continuing eligibility; 5. The basis for denial or discontinuance of assistance; 6. The condition that prompts a need for special accommodation to ensure access to benefits and services by individuals or families with a physical or mental condition; 7. Accommodation offered and accepted by an individual or family; 8. Signed applications; 9. [Copies of notices manually prepared and provided to the household; 10. Forms completed and/or provided by the household;] 11. Maintaining a single archival case file folder per case; 12. Annotating in red on the hard copy case record if an overpayment is identified, regardless if the overpayment is pending or is established if the overpayment occurred prior to the implementation of ECF. 13. The Kentucky Works Program (KWP) material is scanned into the ECF into the appropriate category for the specific verification or form received. The KWP material retained in the case file includes: