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Expected to Work/Barriers to Full Employment Policy & Procedures

Published Date: February 14, 2013
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19 Administrative Procedures

File Creation and Structure

INTENT 
  • To minimize paper documentation on the Income Support file. 
  • To aid in the creation of new files and develop consistent filing practices on active files.


POLICY

Introduction

Files are created in a manner that ensures information on the new file does not duplicate information available on other ministry computer systems (e.g. CCD, TOMIS, LISA, Mobius). File structure must be consistent in all offices.

File Creation 

Upon completion of the intake process, the Career and Employment Consultant (CEC) compiles and attaches all client documents and gives them to the Unit Administrative Support (AS) staff for file creation. Only the required documents (when applicable) as identified in the relevant policy section and summarized on the EMP0012 Client File Checklist are filed on the Income Support File.

Note
Most of the following forms are for internal use and are not available to the public from the website. 

Active Files

When creating a new volume, the following original documents will be placed on the new volume:

  • The most recent photo ID for the head of household and the spouse/partner, if applicable; and
  • The most recent application (i.e., EMP3428 Income Support Application or EMP2004 Notice Of Eligibility); and
  • The most recent medical or specialized assessment; and
  • The most recent direct deposit form.  
Note
All other original documentation is to remain in chronological order on the volume it was originally placed.

File Sections

Upon receipt of required documents, the AS staff will file the documents according to the following sections:

Section One: Eligibility and Legal Documents
Documents that are eligibility related or are legal in nature. Examples of documents filed in this section include: 


Section Two: Payment Documents

Documents associated with the issuance of benefits. Examples of documents filed in this section include:


Section Three: Case Planning Documents

Documents related to case planning.

Section Four: Substantiation/ Verification Documents

Documents associated with substantiation and verification and any documents not listed in other sections. Examples of documents filed in this section include:


FILE MAINTENANCE

Procedures

The administrative staff restructures and maintains client files as follows:

  • The most recent of all new and reopened client files are filed according to the above identified sections;
  • Client files are filed in alphabetical order by surname.
  • Documents are filed in chronological order (most recent on top).
  • Client files are only restructured to meet these filing practices whenever a new volume is created or a file transfer is coordinated with a different office.