This FAQ provides responses to questions submitted during the stakeholder feedback period that did not result in policy revisions but merit clarification and additional context.
- What do I do with the file after its uploaded?
Maintaining the file is no longer required. you may shred the file but continue to upload incoming documents.
- I have a resource home who has been licensed for 20 years, do I upload everything?
For resource providers who have been licensed longer than 2021, you may upload the whole file (or each volume, depending on your scanner’s memory) prior to 2021 as one document, instead of individual documents. From 2021 to present, please upload documents as required in policy.
- What if I do not have a document that is listed in policy?
Then you do not upload it. The resource development document imaging guide references almost all the forms/documents you MAY have and where they are to be uploaded if you do have them.
For example: Your resource provider may not have a CS-101j or a CS-20. If you do not have it, you do not upload it.- The school references have children’s names, aren’t we only supposed to have children’s initials in the files?
This practice is only utilized for children in Children’s Division’s custody – not biological children. School references are not intended for children in Children’s Division’s custody.
- What about the CD-104, where does that go?
This form is no longer required as the placement screen displays the same information.
- I have had Social Security Cards and Birth Certificates in the file, where do those go?
The following items are to be VIEWED, not kept in the file (or uploaded): Birth Certificate, Driver’s License, Car Insurance, Homeowner’s Insurance, Marriage Certificate, Divorce Decree, Pet Vaccinations
- Do I have to upload every email/correspondence/training notification/etc.?
It is required to upload the psychotropic medication training notifications. In regard to other mentioned documents, this can be decided upon by your leadership. It is recommended to upload any email/correspondence/training notification/etc. if it entails important information that may be pertinent to licensing approval, licensing concerns, denials, revocations, etc. This includes resource providers who struggle with getting training completed timely – it would be recommended to have the training notifications uploaded.
There are also instructions for how to upload one document/notification/email to several resource providers (DVNS) at once. Email Abigail.J.Smith@dss.mo.gov for instructions or more information.
- I do not know how to upload to OnBase!
There will be a training offered and recorded for future use.
There is also a short instruction guide with screen shots. Email Abigail.J.Smith@dss.mo.gov for instructions or more information.