Previous Policy - 12.2.6 Photocopying

Effective date: October 1, 2020

Wisconsin State Statutes¹ prohibit photocopying records of vital statistics and certain other official documents identified in the list below:

State of Wisconsin issued Identification cards;
Birth Certificates;
Death Certificates;
Marriage Documents (including declarations of domestic partnerships);
Divorce/Annulment Certificates and related records (including terminations of domestic partnerships);
Vehicle Titles; and
Any documents specifically marked "Do Not Copy" or similar.

For these documents, a standardized Document Verification Form should be used to show that program staff verified a specific document. This form must record pertinent information to the data element being verified (e.g., date of birth), as well as the following:

Identification/serial number of document(s);
Issuing agency/state;
Date of issue;
Expiration date (if applicable); and
Any other relevant information needed to identify the document, if necessary.

The Document Verification Form must be signed and dated by an authorized program staff member (career planner).

Documents used to verify eligibility that can be photocopied (e.g., Driver's License² and Social Security Card), may be photocopied and retained in the participant file. These photocopies must be marked "For Administrative Use Only."³