Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 6 - Division of Family and Children's Services › Chapter 1 - DFCS Policy Manual › Section 18-6-1-A - Administration › Subpart I - ADMINISTRATION › Section 18-6-1-A-I-XI - COUNTY ADMINISTRATIVE PROCEDURES AND CONTROLS

Current through June 25, 2024
County administrative procedures and controls are
						essential in order for DFCS to have a systematic method of controlling work
						flow, handling details, and assigning responsibilities to staff. The
						administrative procedures should eliminate duplication, safeguard records,
						define responsibilities and make for an easier and smoother flow of work.
Procedures and controls should be consistent in all
						counties. This does not prohibit a county from establishing additional control
						methods and procedures. Most counties differ in some respects, but the controls
						and procedures described in this section are basic and must be followed by all
						counties.
A.
County
					 Administrative File
The county administrative file for DFCS consists of all
						material relating to administrative reports, personnel, policy and procedure,
						supplies, equipment and training, and necessary correspondence. Do not file
						case file material in the administrative file.
As administrative changes occur at the state level the
						content of the file may change; however, the information should be filed so
						that all counties are consistent in their filing procedures.
The material within the county administrative file is
						classified by subject. Relative documents are accumulated in logical categories
						defined by the organizational structure and type of operation. The following
						are given as examples, though not necessarily all inclusive.
* Budgets and Accounting
* CQI
* Data Services (MIS)
* Human Resources (Personnel and Training)
* Internal Audit (Program Integrity)
* Grievances (Client and Provider)
* Division Director
* Deputy Administrator
* Prevention Unit
* RD
* Resource/Placement Unit
* Administration Unit
* Protection Unit
B.
Subject File System
The subject file system material is arranged
						alphabetically.
C.
Classification of Material
For the purpose of setting up a schedule for the
						retention and destruction of material, the following classifications are
						established:
*
Permanent -
Material that is to be
						retained permanently or until authorization for destruction is received.
						Instructions for destruction of material will be issued by DFCS as authorized
						by the appropriate division or department within the state office.
*
Semi-permanent -
Material that is to
						be retained for three or five complete fiscal years.
For example: Material classified as inactive (superseded
						by new material or fiscal year ended) at end of SFY 07, (06-30-07) may be
						destroyed July 1, 2012, if it is five year semi-permanent material. Material
						may be destroyed earlier if so instructed.
*
Temporary -
Material that is to be
						retained for one full fiscal year. For example: Material during SFY 11 may be
						destroyed July 1, 2012.
The material retained in the county office should be
						filed in metal files with each file drawer clearly marked. However, if files
						are not available and it becomes necessary to file in boxes or other
						containers, material should be filed by fiscal year and boxes should be clearly
						labeled to show the material contained therein and the fiscal year to which the
						material applies and stored in a locked office/room.
D.
Listing of Material by
					 Classification
The following are listings of most material in county
						departments. For destruction of material not on these lists, clearance should
						be sought through regular DFCS administrative channels.
1.
PERMANENT
Authorization signature for payment or certification,
						Bulletins and Memoranda (Numbered);
Case Records
* Master cards
* Active DFCS case records
* Active Foster Care Home case records
* Inactive DFCS-case records that may have significance
						in rendering
* Further service to a child and/or his family, and
						inactive foster care home case
* Records (
See
CASE RECORD DESTRUCTION)
* Historical Reports
* Property Inventory Printout (Current)
* Active Personnel Records
* Civil Defense Plans (Current)
* Bank Signature Cards
2.
SEMI-PERMANENT
(5 Years)
* Fiscal journals and ledgers
* Bank statements and cancelled checks
* Monthly summaries
* Receipt book
* Facility Folders
Other
* Property Management Accountability forms
* Furniture and equipment disposition and change forms
* Special administrative or service account records
						unique to a county
3.
SEMI-PERMANENT
(3 Years)
* Administrative Reviews (State and Federal)
* Annual Reports (County and State)
* Audit Reports
* Burglary and Theft Reports
* FNS Disaster and Emergency Reports
* Special Programs (Local)
* Workers' Compensation Claims
4.
TEMPORARY
(1 year)
* Budget Information
* Non-Medicaid Travel Vouchers
* Purchase of Service (Contracts and Monitoring Reports)
* Statistical Reports
* Monthly, Quarterly, Semi-Annual and Annual
						Reports
* Time Studies
* Computer Printouts
* Complaint log
* Conferences
* County Activity Records
* Area Supervisory Reports
* Personnel Documents
* Employee Time Record
* Inactive Personnel Record
* Insurance
* Outside Employment Approval and Terminations
* Recommendations for Personnel Action
* Retirement
* Staff Allocations and Interviews
* Public Relations Information
* Requisitions (Forms and Supplies)
* Staff Development Minutes
* Volunteer Plans and Reports
a)
Cross Referencing
A cross reference is an entry made on another form
						telling under what name, subject, or number the documents are filed and the
						location of like papers cards/records.
There are two types of cross reference forms:
*
Tabbed Cross Reference
						Form
- This is a permanent cross reference, used when the
						papers are filed in one place but reference may be made under other captions;
						for example: name changes, names of subsidiaries, etc. Crimson labels are used
						on this form.
*
Card Cross
						Reference
- This is a card index necessary where the amount
						of cross reference usually is heavy and a complete or cumulative cross
						reference must be kept on file. The card index to subject files is referred to
						as the relative index.
b)
Filing
Check the labels carefully for the caption which
						corresponds to the coding on the label. File the papers in correct sequence in
						the folder and fastened in the folder at this time. Eliminate duplicates when
						filing.
c)
Folder
					 Labels
A folder label must include the complete caption that
						identifies the contents of the folder. The caption is typed in the order in
						which the words are considered in filing. Use no punctuation. In name captions
						use single-space only between indexing units.
Never abbreviate the first and second filing units. Use
						abbreviations for other filing units only when necessary. Develop and use
						standard abbreviations consistently. Crimson labels are used as visible cross
						references. When a file is set up using crimson labels, any other distinctive
						folder color should be selected for the cross reference labels.
The major subject is always typed in upper case (all
						capital letters) and the secondary and remaining subjects in upper and lower
						case. Name file labels are typed exactly as indexed for filing: surname, then
						given name, and initial. Index cards are typed identically to folder labels.
d)
Miscellaneous
					 File
All correspondence should be checked with the master
						index rile and the miscellaneous file. Correspondence relating to established
						case records (active or inactive) should be filed in the case folder.
All correspondence which does not refer to the
						established files should be filed by name of the person about whom the letter
						is written or by subject in alphabetical order using one 26-division set of A -
						Z guides with matching miscellaneous folders.
Material related to particular persons who are not major
						program applicants or recipients but may have applied for services may be filed
						in the miscellaneous file. No information relevant to an actual open case for
						any program should be placed in this file.
Individual folders should be set up by name when
						correspondence on any one person reaches five or more pieces of paper.
						Miscellaneous file material may be destroyed after three state fiscal years. A
						separate miscellaneous file should be maintained in each county DFCS office.
e)
Case Record
					 Folder Standards
Case records shall be set up and maintained on the basis
						of the following:
*
Individual
						folders
:
To maintain the uniformity of filing arrangement
						with the transfer of records between counties and to allow for the use of the
						same folder in the county receiving the transfer, it is necessary to have a
						standard for individual folders.
The folders, including parent and child folders, are
						letter-size (8 ½ x 11), guide height with tabs all in center positions.
						Specifications of folder: Extra heavy 10 ½ to 11 ½ point brown
						stock with reinforced tab.
f)
Labeling Active Cases
Active file folder labels are plain white and should be
						set up as follows:
* The first word on the label is the letter under which
						the folder is to be filed.
* It is typed and arranged just as the names are to be
						considered in filing. For example, Joseph M. Washington is. filed under
						Washington, and typed as follows with the number of children in the case in
						parenthesis.
* WASHINGTON, JOSEPH M. - (# of children)
g)
Labeling Foster Child's
					 File Folder
When labeling a child's file folder, the parent/primary
						caretaker's name is typed first, followed by the child's name and date of
						birth.
* WASHINGTON, JOSEPH M.
Moore, Sally (D.O.B. 9-10-04)
h)
Labeling Inactive File
					 Folders
To promote the withdrawal of records for destruction a
						gummed label or a removable signal shall be placed on the right back shoulder
						of the folder at the time the record becomes inactive. The inactive record may
						be placed in the inactive file.
The colors of the labels designate the year in which the
						records become inactive. The colors to be used for each year are as follows:
Colors
From
Through
Green
July 1, 2010
June 30, 2011
Yellow
July 1, 2011
June 30, 2012
Blue
July 1, 2012
June 30, 2013
Black
July 1, 2013
June 30, 2014
Brown
July 1, 2014
June 30, 2015
Orange
July 1, 2015
June 30, 2016
Green
July 1, 2016
June 30, 2017
Yellow
July 1, 2017
June 30, 2018
Blue
July 1, 2018
June 30, 2019
Black
July 1, 2019
June 30, 2020
Brown
July 1, 2020
June 30, 2021
Red Labels will be used to designate permanent file
						folders. If, at a later date, the permanent status of the file changes and the
						case has been closed, place a label on the case or destroy it based on when the
						case was closed.
i)
Classification and Filing Case Folders
Case record folders should be filed in fire resistant
						file cabinets. Each ASWS or his designee shall determine the filing plan to be
						used by the county office.
Case records are to be filed alphabetically based on the
						filing plan developed by the ASWS/designee. The guidelines given below are to
						be used for all DFCS case records, including Resource:
DFCS Case Records
(Including Resource):
1. Active
					 case records - Active case records are those for individuals or families
					 currently applying for or receiving services, or who have an open DFCS Resource
					 Case Record.
2. Inactive case
					 records - Inactive case records are those for individuals or families who have
					 applied for or received services and the application was rejected or the case
					 closed. Includes case records of unsubstantiated reports of neglect and or
					 abuse, and rejected applications for or closed case records of DFCS Resources.
Work Files
A temporary work file should be set up to assist the
						Worker in gathering initial case information prior to transferring the
						information to an official file. The case record for an application or an
						investigation which has not been officially set up and on which a staff member
						is actively working may be filed in an individual Worker's "work files." Also,
						all files should be kept in alphabetical order and maintained in a locked file
						in a Worker's office.
Restricted Records
All case records of employees must be kept in a
						restricted file. DFCS RD or his designees may qualify other case records to be
						placed in the restricted file. In the case of permanent charge-out, a cross
						reference sheet shall be filed in the regular place of the record.