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99 | P a g e October 25 • DOCUMENTS OF VERIFICATION – proof of citizenship, proof of lawful permanent residency, or qualified alien status, photo identification or birth certificates for household members under age 18 who do not have photo identification, employment verifications, all gross incomes, all heat, and electric bills, signed Release of Confidential Information, and any other documents used to verify eligibility. Photo ID’s and birth certificates are not required, if the Sub-grantee has verified the SSN. • FUEL/HEATING BILL – A copy of all the household's fuel or heating bill or a statement of delivery. Note: the LIHEAP-attributable credit balance amount from the prior LIHEAP program year must be verified to be $50 or less. DIGITAL FILE REQUIREMENTS: Sub-grantees generating, maintaining, and using client/applicant’s Personal Identifying Information (PII), in relation to recipients of State administered and funded services, must use secure digital storage system if client files will be stored outside of the Perceptive and CHIMES systems, using Sub-grantee owned local computers. • Digital files for each case will exist in Perceptive and CHIMES. Adding required and supplemental documents to these platforms may eliminate the need for digital file storage using Sub-grantee owned local computers. • Digital client/applicant files may not be transferred to, stored, or maintained using any personal computer, laptop, tablet. DIGITAL COMMUNICATIONS CONTAINING PII: Protect client/applicant’s PII in external and internal digital communications: • Whenever possible, use only case numbers and descriptions to convey information on a case. • When using screen shots or snips via email, TEAMS, or other messaging platform, use an edit tool to cover all PII in the image. • When in doubt, use File Transfer Service to share documents containing PII. 6.3 Monitoring, Evaluation, and Training The Human and Community Services Division (HCSD) shall conduct ongoing monitoring and evaluation, and training of sub-grantees and ensure that funds are expended in keeping with the purposes for which they were contracted. MONITORING: The Human and Community Services Division (HCSD) shall conduct on-going, in-house, desk monitoring of each sub-grantee. The monitoring will be performed using: • All documents submitted by the sub-grantee for: