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BAM 300 3 of 14 THE CASE RECORD BPB 2026-016 7-1-2026

BRIDGES ADMINISTRATIVE MANUAL STATE OF MICHIGAN DEPARTMENT OF HEALTH & HUMAN SERVICES

Case Record Documents and information related to a given case (one or more programs) arranged in a series of packets and contained in a folder identified by a case name, grantee ID, or case number. Closed File Area A place designated by the local office where closed records and denied records are stored. Note: In many local offices both closed and obsolete records are stored in the same location. Closed Record Complete case record that has no active programs. Case record that is in a holding area (usually called closed files) waiting for either the retention period to expire or for the client to reapply. Example: When an individual/family loses eligibility for all programs the complete case record is sent to closed files. Obsolete Case information that is no longer in use and is not essential to support current eligibility and benefits. Store in chronological order. Example: Jane Doe is active for FAP and FIP, she has been active for a number of years. The documentation used for eligibility in previous years is no longer needed, this information can be placed in the obsolete packet. Keep in mind the original MDHHS- 1171, Assistance Application, and any program specific supplement form(s), (from this concurrent benefit period) along with the current MDHHS-1171 and any program specific supplement form(s) should remain in the eligibility packet. Example: Jane Doe received benefits in Michigan until last year when she moved to Florida. At the time of the move her case was closed and the case record was sent to closed files. Today she moved back to Michigan and applied for assistance. The closed file will be removed from the closed file area and given to the FIS/ES. If she is found eligible for benefits the FIS/ES will send all information not needed for current eligibility to obsolete files.