§ A400-5. Maintenance of records.

A. 

The welfare office is required by law to keep complete records of general assistance. In addition to general statistical records concerning the number of persons given assistance and the cost for such support, a separate case record shall be established for each individual or family applying for general assistance. (RSA 41:46)

B. 

The purposes for keeping complete records of general assistance are:

(1) 

To provide a valid basis of accounting for expenditure of the municipality's funds.

(2) 

To support decisions concerning the applicant's eligibility.

(3) 

To assure availability of information if the applicant or recipient seeks administrative or judicial review of the Welfare Official's decision.

(4) 

To provide social welfare agencies with accurate statistical information, including the number of persons assisted and the amount of money spent for their support, in order that taxpayers and officials may be aware of the scope of the general assistance program. RSA 165:2-c requires that an itemized account of all general assistance furnished (without recipients' names) be released to any citizen requesting it.

(5) 

To provide a complete history of an applicant's assistance that might aid a welfare agency in the effort to rehabilitate the applicant (subject to the confidentiality of such information).

C. 

The welfare office shall maintain case records containing, as a minimum, the following information:

(1) 

The completed written application for assistance.

(2) 

Written grounds for approval or denial of an application, contained in a notice of decision.

(3) 

A narrative history recording need for relief, the results of home visits, if any, collateral information, referrals, changes in status, etc.

(4) 

A tally sheet that has complete data concerning the type, amount and dates of assistance given for purposes of reimbursement.

(5) 

A signed authorization by the applicant allowing the Welfare Official to release, obtain or verify any pertinent information in the course of determining eligibility of an applicant/recipient.

(6) 

Additional information requested by the Welfare Official pertinent to the applicant's case.