4.4.5  Scanning Consistency within an Agency

There will always be a level of subjectivity when deciding upon where in ECFElectronic Case File to store a document.  In order to minimize the subjectivity within a W-2 agency, agencies should develop written, internal guidelines on document storage.  Because the documentation matrix is available in spreadsheet format via a link from the ECF Manual, one option would be to download the spreadsheet and add your agency’s internal forms and documents to it as a guide for all agency staff.  A word of caution, however, if your agency uses the documentation matrix, the matrix may change when a new ECF Handbook version is released.  Therefore, an agency would have to make sure that it incorporated any new release changes into its agency specific documentation.

To  further ensure consistency across agencies, all supporting documents for applications must be stored in the appropriate category, if one exists.  For example, for Job Access Loan applications, positive or negative notices would go in Sub-folder Correspondence under Document Type NOD and rental agreements would go in Sub-folder Expenses under Document Type SUE.  When doing so, agencies should put a notation at the top of the document prior to scanning referencing “JAL verification.”  This would be true of any type of application that contained supporting documentation, such as EAEmergency Assistance.  If there is not an existing document type in which the document most appropriately belongs, it would be considered a part of the application and should be included with the application in Sub-folder Case Information under Document Type APP.

History: There are no previous versions of this policy.