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Record Series Code
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Record Series Title
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Minimum Retention
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Disposition
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DESCRIPTION
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Agency Specific Schedules: Social Services, Department of: Administrative Hearings
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DSS-01-001
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Decision date + 6 Year(s)
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Destroy after receipt of signed Form RC-108
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This series documents hearings for DSS benefits applicants and recipients contesting actions, such as but not limited to, denial, discontinuation, or reduction of assistance; disqualification; benefit recoupment; and child support actions. Including but not limited to: requests; notices of hearing; hearing summaries; exhibits; and decisions.
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DSS-01-002
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Decision date + 3 Year(s)
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Destroy after receipt of signed Form RC-108
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This series documents DSS hearing decisions appealed to Superior Court pursuant to CGS Sec. 17b-61. Including but not limited to: appeal documents and decisions.
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DSS-01-003
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Dismissal date + 1 Year(s)
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Destroy after receipt of signed Form RC-108
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This series documents DSS hearing decisions appealed to and dismissed by Superior Court. Including but not limited to: appeal documents and decisions.
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DSS-01-004
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Withdrawn date + 30 Month(s)
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Disposition is 2.5 years from date of withdrawal request. Destroy after receipt of signed Form RC-108
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This series documents withdrawn requests for DSS hearings. Including but not limited to: withdrawn requests.
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DSS-01-005
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Report date + 3 Year(s)
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Destroy after receipt of signed Form RC-108
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This series documents data collected from administrative hearings and appeals, such as case number, case name, and decision date.
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Agency Specific Schedules: Social Services, Department of: Bureau of Administration: Office of Quality Assurance
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DSS-02-001
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Report date + 8 Year(s)
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Disposition is 8 years from date of final report. Destroy after receipt of signed Form RC-108
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This series documents audits of assistance programs administered by DSS, such as but not limited to SNAP (Supplemental Nutrition Assistance Program), Medicaid, Child Care, Medical Providers, and Grants and Contracts programs. Including but not limited to: audit review files; audit reports; and related correspondence.
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DSS-02-002
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Death date
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Disposition is Life of recipient or upon receipt of Food and Nutrition Service (FNS) notification [7 CFR 272.1(f)(2)]. Destroy after receipt of signed Form RC-108
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This series documents SNAP client fraud investigations, Administrative Disqualification Hearings (ADH) and prosecution. Including but not limited to: investigation file and related correspondence.
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DSS-02-003
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Closed date + 8 Year(s)
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Disposition is 8 years from date collection effort closed and no longer actively pursued. Destroy after receipt of signed Form RC-108
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This series documents client fraud investigations for DSS administered assistance programs (excluding SNAP) pursuant to CGS Sec. 17b-97, Administrative Disqualification Hearings (ADH) and prosecution. Including but not limited to: Investigation file and related correspondence.
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DSS-02-004
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Released date + 10 Year(s)
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Disposition is 10 years from date released for full reimbursement or strictly foreclosed on. Destroy after receipt of signed Form RC-108
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This series documents liens, quit claims, and related documents placed and released on client’s property for recovery purposes.
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DSS-02-005
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Closure + 10 Year(s)
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Destroy after receipt of signed Form RC-108
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This series documents transfers of assets involving attorney general actions. Including but not limited to: notices of billing and W-332s.
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DSS-02-006
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Final payment date + 10 Year(s)
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Destroy after receipt of signed Form RC-108
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This series documents burial reserve fund transactions. Including but not limited to: payment report; funeral home bills; death certificate; SAGA (State Administrative General Assistance) applications, if necessary; copy of approval / disapproval letter; copy of asset summary sheet; and estate summary sheet.
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DSS-02-007
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Completion date + 3 Year(s)
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Disposition is 3 years from date investigation completed. Destroy after receipt of signed Form RC-108
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This series documents the process of matching active recipient Social Security Numbers (SSN) with depositors at selected banks. Including but not limited to: bank statements.
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DSS-02-008
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Enrollment date + 7 Year(s)
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Destroy after receipt of signed Form RC-108
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This series documents enrollment of DSS assistance providers. Including but not limited to: agreements.
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Agency Specific Schedules: Social Services, Department of: Division of Health Services - Pharmacy Unit
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DSS-03-001
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Application date + 7 Year(s)
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Destroy after receipt of signed Form RC-108.
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This series consists of client applications and redeterminations for eligibility in the Connecticut AIDS Drug Assistance Program (CADAP) pursuant to CGS §17b-256(a) and 42 USC §300ff-21.
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Agency Specific Schedules: Social Services, Department of: Managed Care/HUSKY/Dental
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DSS-04-001
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Filing date + 2 Year(s)
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Destroy after receipt of signed Form RC-108
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Including but not limited to Notice of Action (NOA), correspondence and other supporting documentation concerning an appeal of a denied claim. Arranged by Managed Care Organization and then by year.
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DSS-04-002
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Resolution date + 1 Year(s)
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Destroy after receipt of signed Form RC-108
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Includes correspondence and other supporting documentation concerning complaints by individual clients against providers.
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DSS-04-003
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Audit completion date + 3 Year(s)
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Destroy after receipt of signed Form RC-108
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Includes internal reviews and EQA reports filed by outside auditor.
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DSS-04-004
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Termination date + 6 Year(s)
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Destroy after receipt of signed Form RC-108
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Consisting of copies of master contracts, copies of subcontractor contracts and information concerning contract renewals.
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DSS-04-005
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Sanction date + 7 Year(s)
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Destroy after receipt of signed Form RC-108
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Consisting of correspondence, directives and other related materials.
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DSS-04-006
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10 Year(s)
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Destroy after receipt of signed Form RC-108
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Including but not limited to enrollment statistics and utilization of services submitted by program contractors and managed care organizations on contract with the state for quality control and quality improvement purposes. Maintained in electronic format.
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DSS-04-007
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Superseded date + 2 Year(s)
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Disposition is Current version + 2 years. Destroy after receipt of signed Form RC-108
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Including membership handbooks, flyers and brochures, plan summaries and other related materials.
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DSS-04-008
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10 Year(s)
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Destroy after receipt of signed Form RC-108
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Reports produced using raw data submitted by contractors and managed care organizations o contract with the state. Reports include but not limited to enrollment statistics and utilization of service.
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DSS-04-009
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10 Year(s)
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Destroy after receipt of signed Form RC-108
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Service Provider Data for medical transportation of Medicaid Clients (does not include Managed Care)
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DSS-04-010
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Termination date + 8 Year(s)
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Disposition is 8 years after program terminated. Destroy after receipt of signed Form RC-108
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State Children's Health Insurance Plan (SCHIP) filed with Federal Government including authorizing documentation.
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DSS-04-011
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Superseded date
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Disposition is current plan plus previously authorized plan. Destroy after receipt of signed Form RC-108
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State Medicaid Health Plan Waivers filed with federal government.
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Agency Specific Schedules: Social Services, Department of: Office of Child Support Services
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DSS-06-001
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Case closed date + 10 Year(s)
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Destroy after receipt of signed Form RC-108
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This series documents child support actions including but not limited to: Client Information on Paternity Actions, Support order establishment and enforcement, asset and wage information, Support Payment information, and correspondence.
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DSS-06-002
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Receipt date + 25 Year(s)
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Destroy after receipt of signed Form RC-108
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This series represents Child Support Payment actions including but not limited to: returned/undeliverable checks, check remittances, correspondence and completed Direct Deposit forms.
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Agency Specific Schedules: Social Services, Department of: Regional Offices
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DSS-05-001
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Case closed date + 10 Year(s)
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Destroy after receipt of signed Form RC-108
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This series documents approved cases for DSS administered assistance programs, such as but not limited to: health coverage and nutrition; community; social; financial; energy; child care; and housing assistance. Including but not limited to: applications; redetermination forms; referrals; hearing requests and notices; notices of discontinuance; summaries; and notices of decision.
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DSS-05-002
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Death date + 10 Year(s)
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Disposition is Life of client plus 10 years. Destroy after receipt of signed Form RC-108
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This series documents primary verifications for approved cases for DSS administered assistance programs. Including but not limited to: birth certificates, copies of Social Security cards, marriage and divorce papers, and declaration of citizenship/alien status.
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DSS-05-003
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Death date + 10 Year(s)
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Disposition is Life of client plus 10 years. Destroy after receipt of signed Form RC-108
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This series documents non-primary verifications for approved cases for DSS administered assistance programs. Including but not limited to: income deductions, income and asset verification, school attendance, student aid, income deductions, employment, residence verifications, and computation worksheets.
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DSS-05-004
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Denied date + 10 Year(s)
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Destroy after receipt of signed Form RC-108
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This series documents denied cases for DSS administered assistance programs, such as but not limited to: health coverage and nutrition; community; social; financial; energy; child care; and housing assistance. Including but not limited to: primary and non-primary verifications; applications; referrals; hearing requests and notices; summaries; and notices of decision.
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DSS-05-005
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Case closed date + 10 Year(s)
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Destroy after receipt of signed Form RC-108
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This series documents active and discontinued cases with potential recoveries. Including but not limited to: referrals to Resources and Recoveries Division; primary and non-primary verifications; funeral bills and death certificates; legal counsel opinions; and related correspondence.
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DSS-05-006
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Resolution date + 10 Year(s)
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Destroy after receipt of signed Form RC-108
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This series documents active and discontinued overpayment assistance cases. Including but not limited to: referrals to Resources and Recoveries Division; notice of billings and findings; and related correspondence.
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DSS-05-007
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Resolution date + 10 Year(s)
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Destroy after receipt of signed Form RC-108
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This series documents investigations of potential client fraud prior to granting assistance benefits pursuant to CGS Sec. 17b-7a. Including but not limited to: client photographs and statements; information release requests; hearing notices; waivers; disqualification data; and eligibility management system (EMS), Cash Financial Eligibility (CAFI), and Food Stamp Financial Eligibility (FSFI) screen prints.
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DSS-05-008
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Death date
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Disposition is Life of recipient or upon receipt of Food and Nutrition Service (FNS) notification [7 CFR 272.1(f)(2)]. Destroy after receipt of signed Form RC-108
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This series documents Supplemental Nutrition Assistance Program (SNAP) client fraud investigations. Including but not limited to: primary and non-primary verifications; general statements; disqualification hearing waivers; repayment agreements; redetermination and application forms; arrest warrant applications and affidavits disclosure authorizations; reports; and referrals.
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DSS-05-009
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Resolution date + 10 Year(s)
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Destroy after receipt of signed Form RC-108
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This series documents client fraud investigations for DSS administered assistance programs (excluding SNAP) pursuant to CGS Sec. 17b-97. Including but not limited to: primary and non-primary verifications; general statements; disqualification hearing waivers; repayment agreements; redetermination and application forms; arrest warrant applications and affidavits disclosure authorizations; reports; and referrals.
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