1. For a TANF case, the case record is called a NERF (Numbered Expandable Removable File) record. SNAP and AABD cases may have either a NERF record or a case record. The case record has a face sheet, Form 500, with case materials fastened together and is placed in a manila folder.

    The NERF is an expandable pocket file with 9 labeled sections in the following order:

    Section 1 - Application

    Includes application forms, except those for only SNAP (see Section 2), attachments, requests for additional assistance, clearances, and copies of notices in response to applications or requests for additional assistance.

    Section 2 - SNAP/Shelter

    Includes applications for only SNAP, and all forms relating to SNAP, except for recovery or recoupment related forms (see Section 5), deleted text and income-related forms and worksheets (see Section 7).

    Section 3 - Verifications/Assets

    Includes forms, documentation, and notices regarding verification of assets and nonfinancial factors of eligibility, except for medical-related verifications (see Section 4).

    revised textSection 4 - Miscellaneous Responsible Relatives/Medical/Referrals/Other

    Includes forms regarding paternity, child support, responsible relatives, medical-related issues including determinations of medical barriers, and referrals.

    Section 5 - Recovery/Recoupment

    Includes forms, notices, and documents relating to Cash/SNAP overpayments, Intentional Program Violation disqualifications, and personal injury claims.

    revised textSection 6 - Redeterminations

    Includes all forms and notices relating to the REDE process. Includes all forms and notices relating to the Family Assessment, RSP, supportive services and referrals made to other agencies or providers.

    Section 7 - deleted textIncome

    Includes all deleted text worksheets and income verifications.

    Section 8 - Form 157 Series/Form 514/Miscellaneous

    Includes all Forms 157, Notices of Change, Forms 514, Case Recordings, and Forms 3067, Case Review Findings. Include in this section all other notices, forms or material that does not belong in any other section.

    Section 9 - Form 552

    1. revised textOne copy of each turnaround and pencil copy of Form 552 for the 4-year retention period.
  2. File all information behind the appropriate section divider. File the most recent forms on top of other forms within the section. Do not write on the folders.
  3. Enter the case name and number(s) in the upper left hand portion of the Section 1 NERF divider, or on the manila folder tab for traditional records. Case Record Sign-Out Card (Form 2952) should be the last item in the case record.

    NOTE: In an active case, certain packets of related information are an exception to the NERF or traditional filing system. They should be stapled together and filed in the appropriate section: 

    • Overpayment packets and verifications (TANF, AABD, SNAP) - Section 5;
    • Duplicate warrant overpayment packets (AABD, TANF) - Section 5deleted text
  4. Retain computer crossmatch reports for 12 months in Section 4, unless they are part of an overpayment packet which is retained permanently in Section 5.

    NOTE:

    1. Caseload summary reports and discrepancy or exception lists are not case record material.
    2. See "Field Report Log-Family Community Resource Center" for description of computer reports sent to the Family Community Resource Center.
    3. In active TANF cases, every department form which should be filed in a case record contains a designation which includes the:
      • correct filing section #; and
      • forms retention schedule.

    The designation is located in the upper right-hand corner of the form.

  5. Use the Form Retention List for all case records (see WAG 25-09-00).

    NOTE: Contact the Bureau of Policy Development about forms that are not included in the list.

  6. Destroy outdated forms and documents in the case record. Use the Form Retention List (see WAG 25-09-00).
  7. Send canceled traditional case records to closed files in their original format.
  8. Before sending a NERF record to closed files:
    • Remove the entire contents, forms, and section dividers from the pocket file.
    • Bind the contents together with a rubber band and place in a manila folder.

NOTE: Do not send the NERF pocket file to closed files when a case is canceled. Keep the pocket file for reuse.