Utah Department of Administrative Services

Division of Archives & Records Service

Child and Family Services Records

 

 

1-20. Adoption Applications Denied

These are denials pertaining to the adoption of children. They indicate the reasons for Family Services' denial of adoption applications. They include a profile summary of the adoptive family which contains parent surname, religion, income, education, occupations, and children's names and ages.

Retention

Retain for 4 years and then destroy.

Appraisal

This disposition is based on the administrative needs expressed by the agency.

Suggested Primary Classification

Private.

Suggested Secondary Classification

Controlled: Utah Code 63G-2-304 (2008)

Approved: 08/1995

 

1-19. Adoption Case Files

These records document adoption placements for children whose birth parents have either been deprived of or have permanently relinquished their parental rights. Information includes face sheet, intake information, social history, closing information, medical, genetic, and birth information, educational records, psychological evaluations, birth certificates, legal documents, adoption reports, summons, paternity rights, administrative reviews, investigative reports, handwritten notes, financial reports, and correspondence.

Retention

Permanent.

Appraisal

This disposition is based on the Juvenile Court Act. Retention is comparable to Wisconsin RLIN record WIHV86-A1641. Utah Administrative Code, R817-3-8 (1989), specifies that adoption records be retained permanently.

Suggested Primary Classification

Controlled.

Approved: 08/1995

 

1-21. Adoption Home Studies

Information collected from prospective adoptive families and assessed by the agency to determine eligibility. Following the assessment of cases, Human Services determines either the approval or disapproval of applicants. Information includes home studies, primary person characteristic forms (Form 1054), court documents, biographies, reference letters, work histories, criminal background checks, psychiatric and psychological information, and family records.

Retention

Retain for 7 years and then destroy.

Appraisal

This disposition is based on the administrative needs expressed by the agency.

Suggested Primary Classification

Private.

Suggested Secondary Classification

Controlled: Utah Code 63G-2-304 (2008).

Approved: 08/1995

 

1-22. Adoption Subsidy Payment Records

These are subsidy payments to adopting families and are used to track eligibility and provide an audit trail. State subsidies may be one time, time-limited, or long-term, depending on the circumstances of the family and the child's needs. Medical, dental, psychological, and long-term maintenance subsidies continue until age 18, or until age 21 if the state has determined that the child has a mental or physical handicap which warrants continuing assistance. All state subsidy agreements are reviewed annually for continued eligibility (Utah Administrative Code R537-43.2 (1993)).

Retention

Retain for 10 years and then destroy.

Appraisal

This disposition is based on the administrative needs expressed by the agency.

Suggested Primary Classification

Private.

Suggested Secondary Classification

Controlled: Utah Code 78-30-15 (1990).

Approved: 08/1995

 

1-30. Child at Risk Case Files

These files document information collected by caseworkers on methods to assist children at risk. These risks include alcohol, drugs, gang activities, and other negative influences children are exposed to in their lives. Information includes case worker activity logs, progress reports, grade reports, correspondence, samples of student work assignments, and comments from teachers, principals, and counselors.

Retention

Retain for 5 years and then destroy.

Suggested Primary Classification

Private.

Suggested Secondary Classification

Controlled: Utah Code 63G-2-304 (2008)

Approved: 02/1998

 

1-24. Child Protective Services Investigation Case Files

These are investigations and findings of child abuse and neglect cases. Child protective service workers use this information to determine whether or not a child is the victim of abuse or neglect. Information includes name, court actions, investigations, family information, psychiatric and psychological information, and victim information.

Retention

Retain for 100 years and then destroy.

Appraisal

This disposition is based on the administrative needs expressed by the agency.

Suggested Primary Classification

Exempt: Utah Code 62A-4-513 (1992).

Approved: 04/2016

 

1-1. Client Case Files

These are complete case histories of clients receiving services provided in or through a division office. Case files are used to monitor what type of services have been or need to be provided. Records document services provided, counseling, evaluations and other pertinent information provided by the caseworker.

Retention

Retain for 50 years and then destroy.

Appraisal

This disposition is based on the fiscal and legislative needs expressed by the agency.

Suggested Primary Classification

Private

Suggested Secondary Classification

Controlled (UC 63G-2-304 (2008))

Approved: 02/2016

 

1-25. Domestic Violence Shelter Treatment Records

These files document treatment programs for both victims of domestic violence, and perpetrators. Information includes address, age, birthdate and birthplace, court actions, victim information, psychiatric and psychological information, medical and dental information, and family information.

Retention

Retain for 4 years and then destroy.

Appraisal

This disposition is based on the administrative needs expressed by the agency.

Suggested Primary Classification

Private.

Suggested Secondary Classification

Controlled: Utah Code 63G-2-304 (2008).

Approved: 08/1995

 

1-34. Family Case Records

These are complete case histories created to monitor services needed and provided to families by a division office. Records include family assessments, studies, counselings, evaluations, family preservation plans, family reunification plans, and other information deemed pertinent by the caseworker.

Retention

Retain for 50 years and then destroy.

Suggested Primary Classification

Private.

Suggested Secondary Classification

Controlled: Utah Code 63G-2-304 (2008)

Approved: 02/2016

 

1-31. Family Preservation Case Files

These files document individual and family counseling records for clients receiving services from the Division of Child and Family Services. Counseling and services may be ordered by the courts. Information includes activity logs, personal and family counseling reports, payment documents, court records, progress reports, medical information, and psychological and psychiatric information. There may be child protective services information included in these records.

Retention

Retain for 10 years and then destroy.

Suggested Primary Classification

Private.

Suggested Secondary Classification

Controlled: Utah Code 63G-2-304 (2008)

Approved: 02/1998

 

1-27. Foster Parent Provider Eligibility Files

These records document information gathered by staff regarding foster parents who are providing services to children in out-of-home care. Records are used to disperse payments as well as determine potential foster parents eligibility for foster care licensure and ability to provide for the needs of children in their care. Records include agreements, trainings, licenses, case worker's notes, and related information.

Retention

Retain for 50 years and then destroy.

Appraisal

This disposition is based on the administrative needs expressed by the agency.

Suggested Primary Classification

Private.

Suggested Secondary Classifications

Controlled: Utah Code 63G-2-304 (2008).

Public: Utah Code 63G-2-103 (2008).

Approved: 02/2016

 

1-32. Interstate Compact Placement Home Studies Case Files

These files document information collected to determine whether or not a family and home are appropriate for the placement of children currently in foster care. If the home is determined to be suitable, children may be released from the custody of the Division of Child and Family Services to the approved family and home. Information includes criminal background checks, autobiographies, physical, psychiatric, and psychological examinations, interviews, income information, and home study evaluations.

Retention

Retain for 10 years and then destroy.

Suggested Primary Classification

Private.

Suggested Secondary Classification

Controlled: Utah Code 63G-2-304 (2008)

Approved: 02/1998

 

1-4. Substitute Care Subsidy Files

These are requests for financial assistance by adoptive parents. Financial assistance is granted only to provide for the needs of the child. Information includes application and agreement for subsidy, reason for subsidy, district number of office where request was made, family income and expenditures, and a federal income tax return.

Retention

Retain for 5 years and then destroy.

Appraisal

This disposition is based on the administrative needs expressed by the agency.

Suggested Primary Classification

Private.

Approved: 08/1995

 

1-33. Trust Account Records

These records document bank statements from client trust accounts and are used to manage financial and audit records. Information includes returned checks, financial statements, and bank transactions.

Retention

Retain for 4 years and then destroy.

Suggested Primary Classification

Private.

Approved: 03/1999