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MS 0040 (1) Volume 1 – General Administration MS 0040 – R. 6/1/18 – OMTL-529 Purging Obsolete Material Hardcopy case records are required to be retained for a length of time specified by each program. With the implementation of the Electronic Case File (ECF), existing hardcopy case records are retained following normal purging procedures. Any form or verification scanned into ECF will become a permanent record. To ensure records contain only relevant material, case records are purged of all outdated material. Material not directly related to eligibility or benefit authorization is not retained. Purged material is shredded or burned prior to disposal. Any claim established after the implementation of ECF must have the corresponding documentation noted as part of the claim case record in ECF. A. DO NOT PURGE a case record involved in an audit until the audit is completed, a response to the audit has been filed, and the audit is closed. B. For benefit programs except the Supplemental Nutrition Assistance Program (SNAP), material retained permanently in an active case is: 1. Case history sheets, PAFS-116; 2. Application and need determination forms; 3. All forms used to establish technical eligibility; 4. All forms relating to Long Term Care (LTC); 5. Hearing decisions on which eligibility is based; and 6. All forms and material related to fraud or overpayment claims. Kentucky Works Program (KWP) material is not purged from case records. It is retained indefinitely or until the Kentucky Transitional Assistance Program (KTAP) is inactive for five consecutive years. Form PAFS-706, Voter Registration Rights and Declination, is retained as part of the case record for three years from the date of completion. All other material, including the PA-10 series, MA-105 or PA-105, not required to substantiate a period of eligibility, is purged from active KTAP or Medicaid cases after five years. C. For SNAP cases, maintain all local office records related to certification and issuance such as monthly reports, application registers, and issuance listings, for a period of three years from the month of origin. Hard copy files that are marked “DO NOT PURGE” prior to ECF are maintained as a hard copy case record. Scan into ECF any part of a hard copy case record that