(ML 2821 Rev. 11-02)
(Manual Renumbered effective 04/01/2004 ML2914)
Federal and state laws and regulations strictly limit the use and disclosure of confidential information concerning applicants of Economic Assistance Programs to purposes directly related to the administration of those programs, including, though not necessarily limited to:
Establishing eligibility, determining amount of assistance, and providing needed services for applicants and recipients; and
Any investigation, prosecution, or criminal or civil proceeding conducted in connection with the administration of such programs.
Staff members at both state and county levels of government have access to conversation, files, records, reports, and mail that reflect information of a highly private nature. This information deals with such human problems as illegitimacy, mental illness and deficiency, conflicts with the law, economic distress, marital discord, and congenital deformities or other medical handicaps. Extreme discomfort, embarrassment, and harm can result for the individual or family if such information falls into the hands of unauthorized persons. For this reason, strict standards for safeguarding this information are defined in federal and state statutes and their violation has potentially serious legal consequences.
Whenever the information is entered/transposed, it must be safeguarded, inclusive of case files that contains verification letters, case history notes, and referrals.
During the course of determining eligibility, the eligibility worker shall use prudent methods for gathering information. Only factual information relevant to the determination of eligibility will be sought and entered in the case file. The workers shall identify themselves by name, position, and purpose at each public contact.