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Electronic Filing System
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Electronic Filing System

For programs that belong to an organization or network of providers with multiple locations

The NECPA Commission recognizes that many programs are moving toward more efficient methods of documentation storage and encourage program interest in establishing the use of an Electronic Filing System (EFS) for your organization’s continued use and ease of verification. Electronic filing systems allow programs to easily find the information and files they need at the time they need them.

Early childhood networks with three or more programs can apply to utilize a web-based platform or application, such as Google Drive File Stream, to store and organize files for easy access. This system will allow NECPA to pre-approve your organization-wide master policies and documentation for upcoming verification visits. There are a few steps you must take before the usage of an Electronic Filing System can be approved.

 

Currently, the NECPA option to utilize an EFS is available to early childhood networks with programs being evaluated under the 2009 Standards. The materials and option to utilize an EFS under the 2017 standards update are set to be released in the Fall of 2018.

 

Please see the following link to review participation requirements: EFS Requirements and Steps 

Interested organizations or provider networks will need to to establish an Electronic Filing System (EFS) or make changes to an existing EFS based on the 2009 Master Policy Documentation Chart, which identifies Self Assessment Instrument items that represent organization-wide policies and procedures.

Each center must have a physical “Center-Specific Documentation Box” or binder available for their verification visit. This documentation must include center-specific items listed in the 2009 Center-Specific Documentation Chart. Centers should utilize the documentation box labels provided in the Enrollment Packet when organizing center-specific files.

Once the initial set-up of the EFS is complete, the organization must contact the NECPA EFS Coordinator at efs@necpa.net to submit the NECPA Multi-Site EFS Agreement and to provide NECPA with access to the filing system for initial review.

 

Please direct inquiries to efs@necpa.net or call 855-706-3272 ext 104.

 

 

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