(ML 2821 Rev. 11-02)
(Manual Renumbered effective 04/01/2004 ML2914)
Because filing space is often limited, a systematic method for disposing of outdated case documents and files is essential. The method of disposal must ensure that the confidential contents of a file will not fall into the hands of unauthorized individuals. Materials and documents selected for destruction must therefore be rendered illegible. The only acceptable methods are burning or shredding, done under the supervision of a representative of the county social service office.
The county office shall maintain a destruction record of case files containing Federal tax return information received through a computer match (IEVS – UFO and BENDEX) for seven years, all other case files for three years. The destruction record will state material disposed of, date and method of disposal, and names of employees who witnessed destruction, and their title. A copy of the destruction record must be sent to the State Office IEVS coordinator.
Case files, including all documents pertinent to determining eligibility and benefit amount, must be retained for three (3) years after a case is closed. The closed case files may, at county option, be destroyed. Subsequent reopening of cases does not alter the allowable destruction of materials for the prior period of eligibility once the three years has lapsed. Verification materials such as birth, SSN, etc. required for the current open case must be retained.
Example: Family Smith's TANF/Food Stamp/Medicaid is closed 12-31-00. Family Smith reapplies and is eligible in 07-02. At county option on or after 12-31-03 (three years has lapsed) the case materials for the period of eligibility ending 12-31-00 may be destroyed.
If any litigation, claim, negotiation, audit or other action involving the records has been started before the expiration of the three-year period, the records must be retained until completion of the action and resolution of all issues that arise from it, or until the end of the regular three-year period, whichever is later.