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 and case transfer procedures.
The following guidelines relate to the sharing of confidential information maintained by the Division. Staff shall share confidential information using the guidelines provided for the specific type of information sought.
For policy regarding a client’s right to insert a statement into his/her record, see related subject below:
Chapter 1 Overview
This chapter describes how records are established and maintained, as well as guidelines for inclusion of specific information.
1.1.1 CA/N Investigation Section (Cover Sheet: Pink)
1.1.2 Family Assessments Completed in Response to CA/N Reports (Cover Sheet: Pink)
1.1.3 Assessment and Services Section (Cover Sheet: Blue)
1.1.4 Child’s Section (Cover Sheet: White)
1.1.5 Correspondence Section (Cover Sheet: White)
1.1.6 Reports Section (Cover Sheet: Green)
1.1.7 Forms Section (Cover Sheet: Canary Yellow)
1.1.8 Legal Section (Cover Sheet: Buff/Tan)
1.1.9 ICPC Section (Cover Sheet: White)
1.1.10 Administrative Review Section (Cover Sheet: White)
1.1.11 Intensive In-Home Services Section (Cover Sheet: White)
1.1.12 Domestic Violence Section (Cover Sheet: Red)
1.1.13 Chafee-Independent Living Section (Cover Sheet: White)
1.1.14 Adoption/Guardianship Subsidy File - (Separate File Folder)
1.2 Recording and Documenting E-Mail Correspondence
1.3 Recording Guidelines
1.3.1 Definition, Purpose, Style
1.3.2 Recording Guidelines – Investigations
1.3.3 Policy Requirements Related to Narrative Recording
1.4 Recording Guidelines - Family Assessments (Ongoing Work With Families)
1.4.1 Initial Recording
1.4.2 Subsequent Recording
1.4.3 Subsequent Recording Outline
1.4.4 Treatment-Focused Summarized Recording
1.4.5 Chronological and Topical Headings
1.5 Recording Guidelines – Out-Of-Home Placement
1.5.1 Initial Recording
1.5.2 Interim Recording
1.5.3 Assessment of the Case Plan in Initial and Interim Recording
1.5.4 Documentation of Discussion with the Division of Legal Services
1.5.5 Documentation of Information Regarding Domestic Violence
1.6 Recording Guidelines and Record Composition – Resource Provider Records
1.6.1 Record Composition
1.6.2 Initial Recording
1.6.3 Subsequent Recording
1.6.4 Documentation of Contact with Children in Division Custody
1.6.5 Foster Family Profile
1.6.6 Closing Summary
Chapter Memoranda History: (prior to 1/31/07)
CS03-51, CD04-45, CD04-79, CD05-72, CD06-15, CD06-60
