Effective Date: 4-28-20
Records regarding hotline reports (whether CA/N Reports or Non-CA/N Referrals) shall be maintained via the FACES system and OnBase (Document Imaging). This includes signed copies of all CA/N report disposition letters and certified mail receipts (green cards) in order to maintain documentation of notification of the disposition of the report. It shall be the supervisor’s discretion to determine if documents shall be maintained in paper form. This may include documents that contain client signatures. The electronic signature in FACES on the CPS-1 shall be considered official by both the supervisor and the worker.
If a paper record must be established, the pink cover sheet shall be used to identify the specific incident to which the information pertains.
Audio and Video Files
These types of files are sometimes acquired or produced by staff when completing CA/N Reports or Non-CA/N Referrals. The Division will not retain copies of recorded forensic interviews. All other audio or video files shall be uploaded to OnBase.
A summary of the audio/video file must be included in FACES to convey how this evidence impacted the Division’s decision.
Child Sexual Abuse Material (CSAM)
If staff should obtain any type of child sexual abuse material (CSAM) during an investigation, they shall turn it over to the prosecuting attorney or law enforcement. The prosecuting attorney or law enforcement will retain custody of the CSAM and no CSAM will be retained by the Children’s Division. If staff need to view the CSAM to investigate child abuse or neglect or for child protection, staff may ask the prosecuting attorney or law enforcement to view. Staff does not provide physical evidence of CSAM to the Child Abuse and Neglect Review Boards (CANRB).
Related Memos and Practice Points: