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Case file material is filed according to a standardized filing system to assist staff, supervisors and other personnel in location of documents. Case files are imaged into the File Director electronic imaging database. The next section will detail how information should be files and scanned into File Director.
1610 CASE FILE ORDER AND CONTENTS
It is important to correctly scan documents for efficient document location and statewide consistency. The scanned file has seven sections (see chart below), which must be followed statewide. The information must be scanned in chronological order with the most recent material on top in the correct section.
1620 CASE FILE TRANSFERS The following sections outline the process that must be used when transferring SNAP cases between counties. Section Title Description One Current Eligibility All eligibility forms and verifications relevant to the SNAP case. This section contains all required forms and verifications filed chronologically with the most recent forms on top.
Two Calendar This section is not currently used but may contain past information no longer used. The documents should be arranged with the most recent on top.
Three Support Services All forms and material relating to work registration, E&T, DCS support documents Protective Payee/Vendor or Two-Party Payments, etc.
Four Permanent Verifications All permanent documents such as Social Security Numbers (SSN), identity verifications (i.e. driver’s licenses), birth certificates, trust documents, legal opinions, funeral plans, etc. Five Corrective Action Quality Control (QC) reviews, Targeted Zero Tolerance (TZT) reviews, supervisory reviews, overpayment/underpayment forms, overpayment/underpayment supporting documents, fair hearing/intentional program violation (IPV) documents, etc. filed chronologically with the most recent on top.
Six Past Eligibility This section may contain past eligibility and verification documents. Not all cases will have information in this section.
Seven MAGI Calculator This section is used for Medical Assistance eligibility MAGI calculator documents