1. Sticky notes and other temporary case notes should not be part of the official case file. If the information they contain is important, it should warrant a narrative. Also, fax receipts should not be included unless there is some reason that it is important to prove that something was sent. These items should be removed.

2. Narratives should not be included in the case file unless warranted by problems with System Six. If they are in existing case files they should be placed in a final packet in the case file.

3. All sections of paper case files will be filed with the most recent documents at the front of the packet.

4. All case files will at least start with one manilla folder with tabbed dividers between the various sections. If the case file gets to big all extra materials will be added in an expanded folder.

5. The first packet will contain the demographics form and all diagnostic reports. The demographics form will always remain on top and all other forms will be located behind it with the most recent on top.

6. The second packet will be the signed documents with plan the and the most recent amendment including the closure on top, preceded by the 1365, "ticket assignment form," the eligibility and the application.

7. The third packet will be all progress reports.

8. The fourth packet will contain all correspondence in & out, including referrals to the Michigan Commission for the Blind Training Center or other places and signed medical release forms.

9. The last packet will be the financial packet.

10. Obsolete cases will be kept separately and destroyed in five years even if a current case is open. This will eliminate excessive commingling of the case files. If a particular piece of information is needed from an obsolete case it could be photocopied.

11. Tabbed dividers for the sections will be placed in each case file. They will be printed with a summary of what should be in that section. There will be no fasteners of any kind in the file except those staples that would normally keep pages of a document together. Any new documents will simply be placed immediately behind the tab divider for that section.

12. The folders will have a color-coded label specific to a particular counselor or teacher. These labels will be typed or word-processed and will contain the clients name, last name first. The Social Security Number will not be on the outside of the folder for confidentiality reasons. However, it is part of the demographic sheet just inside the cover.

13. When a Youth Low Vision client becomes a Vocational Rehabilitation client, the Youth Low Vision information should be rubber banded and placed at the very back of the case file.

Effective date 7/7/05