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Louisiana LIHEAP Service Delivery Guide 14 | P a g e

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Subgrantee should maintain and retain all records in such a manner that a review and reconciliation of any selected invoice could be performed and all supporting source documentation would be easily accessible for presentation. Once a program year has ended, it is recommended that Subgrantee maintains all LIHEAP records for that program year together in a specific location. B. Client File Set-Up and Maintenance LHC encourages electronic storage of files with nightly back-up. As required by LHC, client documents must be uploaded to the LES. Client files whether stored electronically or hardcopy must be clearly labeled and identifiable. Files shall be maintained exclusively for LIHEAP by Applicant. Each file shall, at a minimum, contain the forms and documentation completed and signed, as appropriate. The completed file should provide an accurate record of each phase of service delivery from the initial application to the documentation and compilation of the total cost of service delivery. Format for LIHEAP Applicant Files (Appendix B). C. Electronic Signatures LHC encourages the use of electronic means of signature in the LIHEAP process to expedite communication and service delivery. Electronic signatures may be used where required as long as the following requirements are satisfied:

1. Electronic Form of Signature

Electronic signatures can take many forms and can be created by many different technologies. Examples of commonly used electronic forms of signature include:

a. Symbols such as:  A typed name (e.g., typed at the end of an e-mail message by the sender or typed into a signature block on a website form by a party);  A digitized image of a handwritten signature that is attached to an electronic record;  A shared secret (e.g., a secret code, password or PIN) used by a person to sign the electronic record. (“Shared” means that the secret is known both to the user and to the system);