Case Record Retention
DHS is mandated to retain case records containing overpayments for 3 years from the date. To ensure that we meet all federal requirements, you or your support staff must image all overpayment documents submitted to AFS BIR and all documents that BIR staff returns to the county office in the client's case record and label the imaged packet, "OVERPAYMENTS / DO NOT DELETE."
You are no longer required to retain case records if the overpayment debt is paid in full or if no further action is taken to collect the debt. Some reasons that DHS may cease collection efforts include death or bankruptcy that discharges the debt.