103-1          ELECTRONIC DOCUMENT MANAGEMENT

The ILINX Electronic Document Management (EDMElectronic Document Management) system provides a way to centrally store a large volume of digital documents for organization and management. EDMElectronic Document Management allows staff to scan or capture a hard copy document or case file in an electronic form such as TIFF, JPG, PNG, PDF, Word, and Excel. The imported or scanned document or case file is stored in the ILINX system where staff can organize, print, track, edit, search, and manage a document or case file.

The ILINX Capture and Content Store overview and process guide is available on the DPADivision of Public Assistance SharePoint website.

103-1 a.      ILINX DOCUMENT MANAGEMENT SYSTEM

Division of Public Assistance stores all documents in the ILINX Document Management System and no longer maintains paper file folders. Each document is scanned into ILINX via ILINX Capture.

Validate client ID using EISEligibility Information System client ID of the primary information (PIPrimary Information Person).

• If no EISEligibility Information System case, then ARIESAlaska's Resource for Integrated Eligibility Services client ID of PIPrimary Information Person will be used.
• If only an ECOSEnergy Community Online System case exists, the ECOSEnergy Community Online System client ID will be used.

Each document will be classified using Document Categories and Document Types.

1. Document Category: Permanent Documents
Document Types under the Permanent Document Category

• Birth Certificates/Naturalization Papers
• Social Security Cards
• Identification & Citizenship Docs (e.g., passport, state issued ID or driver license, school or work ID, Military ID, tribal ID, etc.)
• Divorce/separation Decree
• Marriage Certificates
• Death Certificates
• Alien Registration Card or immigration documents
• Systematic Alien Verification for Entitlement Record (SAVESystematic Alien Verification for Entitlements)
• Affidavit of Support (Alien Affidavit of Support - I-864 or I-864A)
• Consent of Disclosure (GEN 46Consent of Disclosure form)
• Statement of Relationship (GEN 7ATAP Statement of Relationship)
• Vital Statistics Request and verification BVSBureau of Vital Statistics (GEN 6Request for Confidential Verification of Vital Event)
• Alien Document Verification Request (Form G-845)
• Trust Documents (MED 20Trust Approval Form, Trust Approvals from Policy, Trust Court Docs, etc.)
• Court Orders

(Court orders, although legal in nature, could range from any type of issue which could be simple or complex. Staff need to determine the complexity of the order and determine if the document must be kept as permanent record. For example, if the court order is a notification of the date of trial, this will not be considered permanent record.)

• Power of Attorney
• Surrogate Decision Maker
• BIABureau of Indian Affairs or Tribal records
• Adoption records

2. Document Category: Report of Change
Document Types for Report of Change Document Category

Keep in mind that these are not the verifications that go with the report of change. This section is for the document the client provided reporting the change. The verifications for the change will go under Correspondence/Verification/Supporting Document.

• Report of Change Form (GEN 55Report of Change)
• Correspondence and letters received from client
• Emails from client

3. Document Category: Confidential
Document Types for Confidential Document Category

• Anonymous fraud reports
• Confidential Case notes

4. Document Category: Fair Hearing Information
Document Types for Fair Hearing Information

• Requests for Fair Hearings (GEN 85Fair Hearing Request form)
• Fair Hearing Notices
• Fair Hearing Decisions

5. Document Category: Corrective Action Forms
Document Types for Corrective Action Forms

• QAQuality Assessment Review/Feedback
• Home Visit Reports
• Fraud Referrals/Reports
• Stop Payments (GEN 21Stop Payment Affidavit Form)
• Forgery Affidavits (GEN 86Affidavit of Forgery)

6. Document Category: Correspondence/Verifications/Supporting Documents
Document Types for Correspondence/Verifications/Supporting Documents Document Category

• Earned and Unearned Income (including Native TANF, dividends, The Work Number, Employers/Work Statement (GEN 155Employment Statement form), job start and job end, statements regarding child support, etc.)
• Self-employment income and expense verification (FSP 73Food Stamp Self-Employment Form, GEN 156Self Employment Log form)
• Shelter deductions (landlord statement, lease, utilities, etc.)
• Verification of household comp (landlord statement, lease, etc.)
• Child support payment
• Proof of custody of child
• School Verification Letter
• Pregnancy Verification (GEN 30Pregnancy Verification form)
• Birth of Child Verification
• Affidavit of Paternity
• Proof of Insurance
• Purchase and Prepare Statement or SNAPSupplemental Nutrition Assistance Program Household Statement Agreement (FSP 81Food Stamp Household Statement Agreement)
• PFDPermanent Fund Dividend Report Form (PFD 1Permanent Fund Dividend Report Form)
• IEVS Printout (only if used as a verification)
• Good cause verification (CSSDChild Support Services Division, Work Services, Job Quit)
• Social Security Award letter
• Child care expense verification
• Medical expense verification
• Proof of pursuit of income (UIBUnemployment Insurance Benefit, SSISupplemental Security Income, VADepartment of Veterans Affairs, etc.)
• Out of state benefit verifications
• Incar re-entry plan/treatment plan
• Financial aid letter, statement of award from school or organization
• Tax forms
• Bank statements, proof of property for sale, value of a vehicle, evidence of the value and amount owed from the lien holder, statement of value of a resource
• Transfer of Resources Worksheet (GEN 4Transfer of Resources Worksheet form)
• Third Party Liability Forms (TPLThird Party Liability)
• Authorization for Release of Information (MED 2Authorization for Release of Information form, GEN 58Authorized Representative Permission / Release of Information, GEN 150Authorization for Release of Protected Health Information, GEN 150 IAHIPAA DHSS Authorization for Release of Protected Health Information (for Interim Assistance applicants only) form)
• Proactive Payee Agreement (APA 14Protective Payee Agreement)
• Statement of Principal Place of Residence (APA 12Statement Regarding Principal Place of Residence)
• INME Interface (#9, #13, #14, #15)
• Agreement to Sell Property (APA 11Agreement to Sell Property)
• Proof of Medical Status (AB 3Review Report on Aid to the Blind, AD 2Preliminary Examination for Interim Assistance, APA 4Disability & Vocational Report, MED 1Child's Medical History & Disability Report form, MED 11Certification of Medical Status, TA 10Health Status Report Form, doctor's note)
• LTCLong Term Care Form (MED 12Facility Verification Form)
• Authorization for Reimbursement of Interim Assistance (GEN 142Authorization for Reimbursement of Interim Assistance)
• Transfer of Assets (TOA) form
• Nursing Home 5
• Declaration/Denial of Asset Transfer (MED 3Declaration/Denial of Asset Transfer Form)
• Direct Deposit (GEN 153Direct Deposit Request)
• Payee Agreement for Minor Parents (TA 1Payee Agreement for Minor Parents form)
• Referral to Comagine Health and DMHDDDivision of Mental Health and Development Disabilities (GEN 140bReferral to Comagine Health form)
• Request for ABAWDAble Bodied Adults without Dependents Work Program Exemption (FSP 91Request for ABAWD Work Program Exemption form)
• Request for Case File Records (GEN 35Request for Case File Records form)
• Disability Determination Services Claim Status Inquiry Form (MED 10Disability Determination Services Claim Status Inquiry Form)
• Referral for Disability Determination (GEN 141Referral for Disability Determination form)
• SSASocial Security Administration Fax Information Request Form (APA 3SSA Fax Information Request Form)
• Social Security Administration (SSASocial Security Administration)
• Office of Child Services Documents (OCSOffice of Children's Services)
• Child Support Services Division (CSSDChild Support Services Division) (e.g., CSSDChild Support Services Division, GEN 53Child Support Information form, or child support paternity records)
• Department of Labor (SAMSecure Access Manager Screen printouts)
• Letters sent by DPADivision of Public Assistance to an outside agency, nursing home, housing assistance
• Prison/Jail records, felony information, parole/probation records (VineLink)
• Law enforcement documentation
• eDRSElectronic Disqualified Recipient System printout
• Ladies First referral for BCCM
• Care Coordinator Release of Information
• DDSDisability Determination Service Determination letter

7. Document Category: Applications and Benefit Authorizations
Document Types for Applications and Benefit Authorizations Document Category

• Applications/Recertifications/Reviews/Renewals (GEN 50CApplication for Services, GEN 72Eligibility Review Form, GEN 152Senior Benefits Application, GEN 60General Relief Assistance Cremation-Burial Application, MED 4Application for Adults and Children with Long Term Care Needs, HPE 1Application for Presumptive Eligibility for Denali Care/Denali KidCare, HPE 2Hospital Presumptive Eligibility Worksheet form, HPE 3Hospital Presumptive Eligibility approval/denial letter, GEN 37Request for Contact Persons and Organizations, GEN 57Additional Household Members form, MED 36TEFRA Initial Application Extension Request Form)

• EISEligibility Information System/ARIESAlaska's Resource for Integrated Eligibility Services benefit authorization screens
• General Relief Assistance Burial Pre-Authorization and Billing Form (GEN 61General Relief Assistance Burial Pre-Authorization and Billing Form)
• EISEligibility Information System work screens, eligibility determinations, EISEligibility Information System/ARIESAlaska's Resource for Integrated Eligibility Services budget screens, manual budget sheets (GEN 5BAPA Budget Worksheet, GEN 5CATAP Step-parent/Sponsor Income Worksheet, FSP 74Temporary Food Stamp Budget Worksheet (SPECAT), FSP 75Temporary Food Stamp Budget Worksheet (REGULAR), MED 6Working Disabled Deeming Worksheet, MED 7Working Disabled Medicaid Worksheet, TA 3Temporary Assistance Budget Worksheet)
• Fee Agent Interview Report (FA 1Fee Agent Interview Report)
• Agency Staff Interview Report (ASIR 1Agency Staff Interview Report)
• Contact people and organizations (GEN 37Request for Contact Persons and Organizations)

8. Document Category: Work Services
Document Types for Work Services Document Category

• Correspondence from Case Manager (emails - regarding penalties, updating coding, etc.)
• Work Services Employment and Training (E&T 1)
• Work Services Participation Plan (E&T 2)
• Work Services Employer Contact Record (E&T 3)
• Work Services Family Progress Report - Case Summary and Recommendations (TA 15Family Progress Report - Case Summary and Recommendations form)
• ATAPAlaska Temporary Assistance Program Extension Review Form (TA 16ATAP Extension Review Form)
• ATAPAlaska Temporary Assistance Program Applicant Extension Request (TA 20Applicant Extension Request form)
• ATAPAlaska Temporary Assistance Program Work Services Employment Planning Interview (TA 5ATAP Work Services Employment Planning Interview form)
• ATAPAlaska Temporary Assistance Program Work Services Performance Invoice (WS 162ATAP Work Services Performance Invoice)
• ATAPAlaska Temporary Assistance Program Work Services Supportive Services Invoice (WS 163ATAP Work Services Supportive Services Invoice)
• ATAPAlaska Temporary Assistance Program Work Services Grievance Invoice (WS 164ATAP Work Services Grievance Invoice)
• Business Work Experience Site Agreement (TA 34Business Work Experience Site Agreement)
• Community Work Experience Site Agreement (TA 25Community Work Experience Site Agreement)
• Community Work Experience Brochure (TA 31Community Work Experience Brochure)
• Community Work Experience and Business Work Experience Timesheet and Evaluation (TA 39Community Work Experience and Business Work Experience Timesheet and Evaluation)
• Work Services Employer Application Job Start/On-The-Job Training (TA 21Employer Application Job Start/On-the-Job Training)
• Family Self-Sufficiency Plan (TA 2Family Self-Sufficiency Plan) (FSSPFamily Self-Sufficiency Plan)
• Family Self-Sufficiency Plan Attachment (TA 2bFamily Self-Sufficiency Plan Attachment)
• Work Services Job Start Information for Clients (TA 24Job Start Information for Clients)
• Work Services Job Start for Employers Brochure (TA 27Job Start for Employers Brochure)
• Work Services Job Start is for You (TA 28Job Start is for You Brochure)
• Work Services Job Start/On-the-Job Amendment (TA 29Job Start/On-the-Job Training Amendment)
• Work Services Job Start Training Agreement (TA 22Job Start Training Agreement)
• Work Services Job Start Invoice and Performance Review (TA 23Job Start Invoice and Performance Review)
• On-the-Job Training Invoice and Performance Review (TA 13On-the-Job Training Invoice and Performance Review)
• On-the-Job Training Agreement (TA 38On-the-Job Training Agreement)
• Penalty Resolution Determination (TA 40Penalty Resolution Determination)
• Work Activities Timesheet (WS 161Work Activities Timesheet)
• Work Experience Placement Agreement (TA 33Work Experience Placement Agreement)

9. Document Category: DDSDisability Determination Service
Document Types for DDSDisability Determination Service Document Category

• Plan of Care
• Level of Care
• (Place Holder for DDSDisability Determination Service Medical documentation)

10. Document Category: Pending Classification

Needs to be classified based on the listing above.