Case Files

Case Files. A. Applications and supporting documentation for applicants must be kept in individual case files. Case files must be filed in alphabetical order according to the last name. Case files should always be maintained under lock and key and housed in the local county of residence of the client. Active case files and inactive case files should be maintained separately. B. Case files must not contain copies of client personal identity information (PII) such as social security cards, birth certificates, photo id, etc. These documents must be scanned into Virtual ROMA only and given back to the client. C. Please refer to the MDHS Subgrantee Agreement Manual for file retention requirements. However, as a general rule, case files must be maintained for three (3) years. If there is a documented case of waste, fraud, and abuse, audit findings, or if a fair hearing was conducted, the file must be maintained for ten (10) years. D. The following documents must be in a case file and scanned into Virtual ROMA: 1) Proof of income for all household members, 2) Copy of bill(s) to be paid or portal printout from energy vendor, 3) Intake Form (signed and dated), 4) Authorization of Release of Information form (signed and dated), 5) RFAI form (signed and dated, if applicable), 6) Notification of Services form, and 7) Notification of Pending Services form.