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MS 0030 (2) a. Participation verification records; b. Payment vouchers and verification of expenses; c. Forms WIN-1 and WIN-2, if appropriate; and d. All manually sent notices, such as form PA-105, Notice of Ineligibility. B. Case records are readily accessible to staff at all times. Each region has a plan for maintaining archived inactive hard copy cases, which includes: 1. The location of inactive case record files; 2. A designated individual responsible for maintaining archived inactive case record files; 3. A method for tracking case records that are removed from files; and 4. Procedures for sending and maintaining records in off-site storage, if applicable, to ensure they can be easily located and retrieved. C. Hard copy case records contain confidential material. To ensure information is not lost or misused, records are: 1. Opened one at a time except for comparative study; 2. Purged of obsolete material that is disposed of by shredding or burning. For additional information on purging, refer to MS 0040; 3. Never stored in desks; 4. Returned to the case record storage area on a timely basis; and 5. [Never removed from the local office except to transfer to another county, the Office of Administrative Hearings, Quality Control, Central or Regional Office, or offsite storage or archives.] D. Discontinued case records are retained as a record of the expenditure of funds for audit purposes.