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2. Upon receipt of the IEVS match sheet, the worker will handle according to policy outlined earlier in this material, notate the indicated action taken on the case or the fact that none was required, and route the form to the individual responsible for controlling MDHS-EA-978. The IEVS match sheet is not considered complete when verification has been requested but has not been received. It is only complete when the case is documented that an appropriate notice of action has been sent or is not necessary. 3. Because the worker needs to show “good cause” when the verification has been requested timely but has not been received, a method to notify the individual who is responsible for controlling MDHS-EA-978 must be developed by the policy unit. 4. Matches completed after the 45-day standard for any reason will be handled by posting the MDHS-EA-978. Form MDHS-EA-975 must be maintained in secure storage in the policy unit. SECURITY MEASURES One person must be designated in the policy unit to serve as the security person to handle MDHSEA-978 and MDHS-EA-975, and to be responsible for overseeing the day-to-day processing of these forms. It is recommended that this person be in a supervisory position. This individual will be responsible for such tasks as: the security of the forms, posting of the transmittal lists, maintaining the MDHS-EA-107, Authorized Access Listing and making sure each worker has appropriate awareness training for security and use of the forms. Locking containers/file cabinets should be used for storage of SRD transmittal lists and paper alerts when not in use. Only designated personnel should have access to the area. Such storage files/cabinets should be in a designated area located away from central office files and separate from client/public traffic. Personnel should also be aware that “lockable” rooms/cabinets containing communications and computer cabling equipment should be locked at all times and accessed only by authorized personnel. The policy unit will receive one of the individual paper alerts (MDHS-EA-975) and one of the transmittal sheets (MDHS-EA-978). None of this material may be filed in the case record. If this material should in error become commingled with other information or be filed in the case record, all of the record must then become a security item and filed in locked storage. Required retention time for the State Resource Data (IRS) is five (5) years for the MDHSEA-978, SRD Transmittal lists. When the individual SRD paper alerts have been worked, Volume III | Chapter 4 4259 MISSISSIPPI INCOME: INCOME AND ELIGIBILITY VERIFICATION SYSTEM (IEVS)

Revised 04 - 01 - 13