Effective Date: 5-1-19
NOTE: cases that began prior to 2018 may still have paper records that follow the former paper filing system. This system (for reference) can be found here
The following sections of case management records compose the paper record that shall be kept by the Division:
Individual Section (Cover sheet: white – for each individual with name and DCN)
Every child and parent has their own section of this type if these documents are in Children’s Division’s possession. Any information pertaining to only this individual that is necessary to be maintained as an original document goes here. If a document is needed in paper form and applies to multiple persons, a copy can be placed in each person’s Individual Section. This section includes:
- Original Birth Certificates
- Original Social Security Cards
- Original Death Certificates
- Documents with parent’s signature (Supervisor’s discretion)
- Original art or letters written by children (Worker’s discretion)
- Original pictures sentimental to the family (Worker’s discretion)
- Hard copies of videos on physical media formats
- Documents pertaining to medication prescribed (cannot be shredded after being uploaded)
- Paperwork Documenting consent to begin or change medication related to a child in CD custody (cannot be shredded after being uploaded)
Intimate Partner Violence Section – (Cover Sheet: Red)
This section is used for intimate partner violence documents and case work to protect the victims of intimate partner violence. Documents may be kept in this section and will not be released with record requests. These documents are not scanned and uploaded.
This section includes, but is not limited to:
- Orders of Protection
- Signs of Safety forms (if containing sensitive information)
- Police Record
- Written Statements
- Witness Statements
- Narrative summary of violent incidents