Utah Department of Administrative Services

Division of Archives & Records Service

Child and Family Services Records

 

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

1-5. DENIED SUBSTITUTE CARE APPLICATIONS

These are denials of applicants seeking to adopt. Informatiion includes application for adoption, adoptive family photos, foster home records pertaining to the child, the child's medical record, original parent's medical history, correspondence regarding the case, county medical assistance records, social evaluations and names of original parents and children, certificates of license from adoption agency, history of events concerning the adoption, and case study summaries.

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.

SUGGESTED SECONDARY CLASSIFICATION

Controlled: UCA 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

1-20. 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: UCA 63G-2-304 (2008)

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: UCA 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: UCA 78-30-15 (1990).

Approved: 08/1995

1-23. CHILD PROTECTION ALERT FILES

These files document alerts generated by all states when they are unable to locate a family who has been charged or when alleged charges have been made against them which may include, but are not limited to, abuse, assault, and neglect. When the perpetrators are found, the requesting agency is notified, and action is taken.

RETENTION

Retain for 3 years and then destroy.

APPRAISAL

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

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 08/1995

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 30 years and then destroy.

APPRAISAL

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

SUGGESTED PRIMARY CLASSIFICATION

Exempt: UCA 62A-4-513 (1992).

Approved: 08/1995

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: UCA 63G-2-304 (2008).

Approved: 08/1995

1-26. CUSTODY EVALUATION FILES

These are reports compiled by investigators and submitted to the court indicating which natural parent the agency believes should have custody of the children in a divorce case. Information includes family history, expenditures, living conditions, and victim information.

RETENTION

Retain for 5 years and then destroy.

APPRAISAL

This disposition is based on and complies with Federal Title XIX guidelines.

SUGGESTED PRIMARY CLASSIFICATION

Private.

SUGGESTED SECONDARY CLASSIFICATION

Controlled: UCA 63G-2-304 (2008).

Approved: 08/1995

1-27. FOSTER PARENT PROVIDER ELIGIBILITY FILES

These files document eligibility requirements for foster parents. They are used by case workers for administrative purposes and to disburse payments made to those foster parents for their services. Information includes eligibility documents, reference letters, medical forms, Bureau of Criminal Identification cards, release forms, computer forms, training documentation, case worker's notes contracts, home studies, and licenses.

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.

SUGGESTED SECONDARY CLASSIFICATION

Controlled: UCA 63G-2-304 (2008).

Public: UCA 63G-2-103 (2008).

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: UCA 63G-2-304 (2008)

Approved: 02/1998

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 psyciatric 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: UCA 63G-2-304 (2008)

Approved: 02/1998

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: UCA 63G-2-304 (2008)

Approved: 02/1998

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

1-34. CHILD AND FAMILY SERVICES FAMILY CASE RECORDS

These files document complete case histories of the Division of Child and Family Services (DCFS) provided to families. These services include children at risk (CAR), clinical casework counseling (CCS), counseling individual services (CIS), child protective services (CPS), custody evaluations, family preservation (PFP), family reunification (PFR), in-home services (PSC and PSS), interstate compact services (ICPC), out of home care (SCF), courteousy supervision (SCS), and youth services (PYS). These programs are funded by DFCS and/or local discretionary funds. These files will enable the division to monitor the types of services that have been provided to a family and work more effectively in providing new services when required. Information includes family histories, names, birth certificates, social security cards, court documents, guardianship orders, tribal membership certification, activity logs, case plans, pyschological progress notes, personal and family counseling reports, pyschological and psychiatric information, medical and dental reports, employment histories, living conditions, marital status, salary information, collateral agency data, child abuse and neglect reports, police reports, family studies, health and education records and fees, medicaid information, payment records, release forms, contracts, and reference letters.

RETENTION

Retain for 25 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Private.

SUGGESTED SECONDARY CLASSIFICATION

Controlled: UCA 63G-2-304 (2008)

Approved: 07/1999