STANDARDIZED WORK - Central Mailroom Repository Document Retention

Date/Version: 07/14/2025 v.2

Process Owner: Customer Care Administration

Review Cadence: Annually
Purpose- Outlining the process for retaining documents that are received in the Division of Child Support Services (DCSS) mailroom at 1789.
Step (1,2,3..) Process Step (list of the critical process steps) Dialogue (clear and simple descriptions, appropriate level of detail for the task)
1.

Prepare and file retained documents.
  1. After mail has been batched, scanned, and indexed, or has completed its imaging process, label the documents that need to be retained for filing in the repository and file them accordingly. The only exception to this is the Transmittal 1 (T1) Uniform Interstate Family Support Act (UIFSA) packets for the Central Registry. See process step 3 below.
  2. Labels are completed with the date of indexing and the Child Support Services Officer I (CSSO I) initials.
  3. Documents are bound with a paperclip or binder clip, and the label is stapled to the first page.
  4. Documents are filed in their respective repositories.
2.

Document retention and timing for the mail room repository.
  1. Non-Public Assistance (NPA) Request for Title IV-D Child Support Services Application - 60 Days
  2. T1 UIFSA Paternity and Establishment (P&E) packets - 60 Days
  3. Administrative Review Unit (ARU) Request for Administrative Review - 30 Days
  4. Modification Documents - 30 Days
  5. Raised/Embossed Seal - 12 Months
  6. LabCorp - 60 Days
  7. Postals - 30 Days
  8. Official Birth Certificates are mailed back to the client or jurisdiction that submitted the document. See process step 4.
  9. Death Certificates- 60 days. See process step 4.
3.

Documents retained in Central Registry Repository
  1. For T1 UIFSA packets for the Central Registry that are scanned daily, take the following actions:
  2. Bundle the documents with a rubber band.
  3. Attach a Post-it note that indicates the date it was scanned.
  4. File in the work area repository.
4.

Scanned documents that are not retained.
  1. Official Birth Certificates:
  2. Make a copy and scan it to the case file.
  3. Return to the sender 24 hours after being indexed.
  4. Documents scanned that are not retained are discarded into the shred bin 5 business days after being indexed.
  5. This includes all T2 and T3.
  6. Death Certificates should be scanned and then destroyed after 60 days.
5.

Request for rescanning documents.
  1. Upon receiving an email request to rescan a document or documents for clarity, follow these steps:
  2. Rescan the document(s) into OnBase.
  3. Respond to the requestor via email, informing them that the document(s) have been rescanned and are now available in the case file.

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CHANGE LOG
Change Number Change Proposed Updated by?

Change Made?

Yes/No

 Reason Date Finalized
example Change font on all pages to pink Jane Doe No Pink not within approved standard font scheme 4/13/2018
1

Changed to reflect current practices. Scanning procedures are now listed in CMI Receiving Mail Standard Work. There have been no original document requests after the Pandemic.

Francisca Nevarez

Yes

Updated process to match AZCARES process.

7/14/2025
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