|
Wisconsin Department of Children and Families Wisconsin Works (W-2) Manual |
The following table outlines the required W-2 agency record retention time frames based on record type:
|
Record Type |
Required Retention Time frame |
| W-2, JAL , and EA case-related paper documents not scanned into ECF. |
Three years after a case closes. |
|
Audio tapes of Fact Finding Reviews. |
Three years after the case closes. |
|
Case-related paper documents if any litigation, claim, or audit involving the case is unresolved. Note: The terms “litigation,” “claim,” and “audit” include lawsuits, Fact Finding Reviews, Departmental Reviews, Intentional Program Violation claims, federal or state audits, Legislative Audit Bureau audits, etc. |
Through the duration of the investigation, and three years from the date the issue was resolved. |
Agencies may destroy paper documents properly scanned and stored in ECF at any time.
However, it is recommended that agencies retain paper documents scanned into ECF for at least a week in the event of a scanner operator error. This includes copies of:
· Birth certificates,
· Social Security cards;
· Marriage certificates, etc.
Agencies must return original documents to the owner. (See 4.4.1)
W-2 agencies must not delete any document from ECF unless the document is scanned under the wrong case. In this situation, the agency must either re-index the document to the correct case or delete and rescan the document. See ECF Handbook sections 1.4 and 5.1.3 for more information.
History: Release 24-13; Release 18-04; Release 13-01.