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MS 0850 (1) Volume 1 – General Administration MS 0850 – R. 7/1/21 – OMTL-580 Electronic Claims Files All claims records contain sufficient documentation to support establishing a claim and are maintained as Electronic Case Files (ECF). Retain hardcopy case records for claims established prior to implementation of ECF. The case record may be scanned into ECF if it applies to a newly discovered claim after ECF was implemented in your region. A. [Scan ECF information only relating to the claim not retained on another system. Claims that require Beneficiary Earnings and Data Exchange (BENDEX) verification will be maintained in a hardcopy control folder. 1. Information used to establish the claim, such as: a. Form PAFS-431, Claim Referral (for claims prior to the Integrated Eligibility and Enrollment System (IEES)) b. Verification, such as Income and Eligibility Verification System (IEVS) records (see MS 0680, IRS Safeguarding Issues, regarding Federal Tax Information (FTI)), employer statements, and written statements c. Recipient’s signed DCC-90, Subsidized Child Care Assistance Application Summary d. Signed DCC-94, Child Care Service Agreement and Certificate e. DCC-99B, Claims Calculation Sheet f. DCC-99C, Client Provider Sheet, if applicable g. Information from the Office of Inspector General (OIG), such as form IR-1, Investigative Report h. Quality Control (QC) reports i. E-mails j. Hotline referrals k. Determining Eligibility Through Extensive Review (DETER) investigation reports] 2. Legal documents and hearing results: a. Correspondence from OIG b. Court order/decision c. Final order from a fair hearing