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718 Chapter 3:Processes and procedures • Section 5: Program integrity (07/2026) specific information in the case file or ODHS|OHA systems. This process includes keeping records and case notes that may impact safety in the hard file for any unsafe information, such as a TA-DVS application or safety plan, any safety or case planning documents, any information from domestic violence service providers, physical address, abuser name, etc. In cases where the abuser is no longer in the household but is requesting information, staff need to remember a person is only entitled to see information from the time they were a household member and an applicant or recipient. If a staff member is required to share the case note, any references to domestic violence or the situation, as well as the address of the survivor or services accessed, are to be redacted before providing information, unless specifically requested by the individual who reported the information. When it is safe to document in ODHSIOHA systems, staff will do the following: • Document all TA-DVS information only in the TA-DVS ONE case. For more information on what to document for TA-DVS, see the Temporary Assistance for Domestic Violence Survivors (TA-DVS) Eligibility Manual. • Document all other DV related information pertaining to non TA-DVS case eligibility or eligibility waivers in the case notes in the ONE case. • Document all TANF or Refugee Cash case planning in TRACS, using the “DV” narrative type. Best practices for documenting DV information on non-TA-DVS cases: • Document the minimum necessary to explain the eligibility decisions or inform the case plan • Document any information pertinent to working safely with the individual or to the survivor’s safety, such as
Safe contact information
Child support or good cause determination When necessary, describe the situation using types of abuse, rather than explicit details of the situation, even if shared by the individual. (e.g., Mary shared that her boyfriend had physically assaulted her and had visible physical injuries to her face. She is concerned for her ongoing physical safety and worried about escalation of the violence.) Restricted and secured case notes and documents ODHS staff do not mark domestic violence-related information as restricted or secure. If safety concerns exist around documentation of domestic violence-related information in ODHS|OHA systems, staff will utilize the hard file process. How to store a hard file when it is not safe to document in ODHS|OHA systems Place all documents or case notes that are unsafe in a physical file that the manager holds in a locked cabinet at the local office. The Manager will hold the locked file for at least 12 months, then the hard file can be routed to EDMS as a restricted file. Case note in the applicable ODHS|OHA system (ONE, TRACS, etc.) the file location each time unsafe information is added to the hard file. There must be tracking in the system to ensure the information can be located if follow up is needed, for audit purposes, etc.