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FOOD AND NUTRITION SERVICES MANUAL
GENERAL PROCEDURES & REQUIREMENTS FNS 130 RECORDS RETENTION, OWNERSHIP, AND DOCUMENTATION
2 Change #1-2021 May 1, 2021 assigned duties or who are approved by the agency shall have access to the record storage areas. Only authorized individuals may remove a client record from the storage area. The authorized individual is responsible for the security of the record until it is returned to the storage area. C. The agency is responsible for establishing security procedures to prevent unauthorized disclosure of client information from automated systems. The county DSS director is responsible for ensuring that all authorized individuals are informed of the confidential nature of client information and that training is provided for all persons with access to client information. D. Volunteers, interns and contract employees are treated the same as county DSS employees for the purposes of confidentiality and security of records.
130.03 CASE RECORD DOCUMENTATION A. Verifications are the means by which points of eligibility are determined to be accurate. B. Documentation means the type of verification and a summary of the information obtained has been entered in the appropriate evidences and/or case notes in NC FAST. 1. Documentation must be detailed so that a County, State, or Federal reviewer is able to determine the reasonableness of the determination. 2. Documentation also applies to updating the case record to reflect that all program requirements have been met in the processing of an application, redetermination, or change in circumstances impacting eligibility.