Case File Destruction 448-01-40-45-10

(Revised 3/1/12 ML #3304)
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Because filing space is often limited, a method for disposing electronic or hard copy case files and supporting documentation that have met the retention period is essential. 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.

 

Examples:

  1. Family Smith's TANF/SNAP/Medicaid is closed December 31, 2007. Family Smith reapplies and is eligible in July 2009. At county option on or after December 31, 2010 (three years has elapsed) the case materials for the period of eligibility ending December 31, 2007 may be destroyed.

 

  1. Family Green was approved for TANF/SNAP/Medicaid in March of 2007. TANF and SNAP closed in November 2007. Medicaid remains open. Case materials that pertain only to TANF and SNAP can be destroyed as of December 2010. Case materials that pertain to Medicaid must be retained.

 

  1. John Jones received Medicaid benefits under spousal impoverishment prevention rules from January 2005 until he died July 10, 2006. Jane Jones, his widow, never received benefits of any kind, and died September 20, 2007. At county option on or after September 20, 2010 (three years have elapsed since the widow’s death) the case materials may be destroyed.

 

The method of disposal must ensure that the confidential contents of a file will not fall into the hands of unauthorized individuals. The only acceptable methods are burning or shredding, done under the supervision of a representative of the county social service office.

 

The county office must maintain a destruction record of case files containing Federal tax return information received through an interface (IEVS – UFO and BENDEX) for five years. For all other case files destroyed, the destruction record must be retained for three years. The destruction record must include the material disposed of, date and method of disposal and names and titles of employees who witnessed destruction. A copy of the destruction record of case files containing IEVS – UFO and BENDEX must be sent to the State Office IEVS coordinator at the time of destruction.