Documentation and Record Maintenance
Section 5 Overview
This section describes the manner in which case records are composed, maintained, and expunged. This section also explores a person's access to records, sharing of confidential information, case documentation and case transfer procedures.
Chapter 1 Case Records and Filing
Definition of Terms
When discussing the composition of a case record the follow definitions are used:
- Case Record: This refers to the entire amount of information the Children’s Division has on a family. This includes electronic and non-electronic information. There can be different types of records established in working with families. These include adoption records, licensing records and case records.
- Chronological order: This is defined as oldest to newest (book-style). When deciding what date to use to determine chronological order, the following hierarchy will be used (in order of preference):
- The date the document was written
- The date the document was signed
- The date the document was sent
- The date the document was received
- The date the document was found
The overall guiding principle when filing a case record is as follows: if a document or information is maintained electronically (i.e. in FACES, in Outlook, or scanned and uploaded to Document Imaging) then it does not need to be maintained in the paper case file. It is staff’s responsibility to ensure the scanned document is complete and legible. NOTE: Paper copies of the birth certificate and social security card for a child should always be kept and not shredded.
Table of Contents
Chapter Memoranda History: (prior to 01-31-07)