AGENCY: Department of Health and Human Services. Healthcare Administration. Division of Integrated Healthcare. Office of Eligibility Policy
SERIES: 10839
TITLE: Client case files
DATES: 1983-2007.
ARRANGEMENT: Alphabetical by client surname
DESCRIPTION: These files document the complete case history of clients receiving services provided in or through a Family Support office (OFS). Programs are funded by the Department of Human Services and/or local discretionary funds. These case files include but are not limited to the following types of Eligibility and Determination Forms: Application and Affidavit for Assistance and Food Stamps, Home Energy Assistance Target (HEAT), Reapplication for Assistance and Food Stamps, Application for Financial, Medical, and/or Food Stamps, Application for Social Services, Notice of Decision (income report), and Client Admission/Level of Care Determination. Also copies of birth certificates, social security cards, car registrations and titles, divorce decrees and other court documents, medical reports, and certification of tribal membership are included in the case files. Payment forms, which include Payee/Case Data Information, Transmittal of Collections, Medical Grant Overpayment, Coupon Books Lost in the Mail, Forged Check Affidavits, and the following miscellaneous documents are included in the case files: random moment sample surveys, case activity logs, court orders, lien agreements, and guardianship orders.
RETENTION
DISPOSITION
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
APPROVED: 12/1992
FORMAT MANAGEMENT
Paper: Retain in Office until case closes and then transfer to State Records Center. Retain in State Records Center for 5 years and then destroy provided case is not reopened.
APPRAISAL
Administrative Fiscal
These records have fiscal value because they track the expenditure of public funds and must be created and maintained to meet the requirements established by 42 C.F.R. 431.17.
PRIMARY DESIGNATION
Private
SECONDARY DESIGNATION
Controlled. Psychiatric and psychological information