4.4.2  Scanning Requirements

W-2Wisconsin Works agencies are required to scan all paper documents except attendance documentation that contains confidential information into ECF and comply with the following scanning guidelines:

1.             Ongoing Case Documentation: All ongoing case scanning must be completed within 30 calendar days of:

a.     The reported/required case action having been performed in CARESClient Assistance for Reemployment and Economic Support, CWWCARES Worker Web, or WWPWisconsin Work Programs; or

b.     Being received in the W-2 agency.

This includes the scanning of documents turned in at intake, review, and those dropped off or mailed into the agency.

2.             Confidential Information: All confidential information except attendance documentation that contains confidential information must be scanned into ECF under the appropriate document codes. (See 4.4.6)  

3.             Case Review Monitoring: Files requested for review by the DCFDepartment of Children and Families must be scanned into ECF, in their entirety, within 10 working days of receiving the request. This may include cases requested for monitoring purposes, ad hoc queries, or any other monitoring purpose.

4.             Transfer Cases: When transferring a case, agencies must scan all relevant material prior to transferring the case.

If the agency is unable to meet these requirements, agency staff must notify the appropriate DCF regional staff.

History: Release 24-13; Release 21-07; Release 18-04.