Department for Community Based Services

Standards of Practice Online Manual

30.13 Archiving Closed Case File Records

Cabinet for Health and Family Services

Department for Community Based Services
Division of Protection and Permanency
Standards of Practice Online Manual
Chapter:
Chapter 30-Quality Assurance and Organizational Integrity
Effective:
4/3/2012
Section:
30.13 Archiving Closed Case File Records
Version:
2

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Legal Authority/Introduction

LEGAL AUTHORITY:

The Kentucky Department of Library and Archives regulates the archiving of state records.  All Division of Protection and Permanency (DPP) case file information is archived through central office.  Closed case files are maintained in the local or regional offices for a three (3) year period prior to archiving.  DPP case files are archived on a regular basis to ensure compliance with KRS 625.045 and KRS 625.108, as well as provide appropriate and adequate storage space.

Finalized, sealed, agency cases and adoptive parent provide cases are sent to central office according to SOP 13.29 Sealing Closed Adoption Records.

The following procedure applies to all other DPP case files.

Procedure

Cabinet staff:

  1. Prepare all case material for transfer to central office; 
  2. Follow the appropriate guidelines on the archiving instructions in order to utilize the correct folders, boxes and labels;
  3. Contact the records officer to request the appropriate retention schedule, series numbers and session numbers when labeling the boxes of archived records.

Practice Guidance

  • When a DPP case file has been stored in the local office for a three (3) year period after being closed, the case material is archived.
  • Archiving of DPP records is coordinated through:

    Records Officer
    DCBS
    275 E. Main St., 3E-G
    Frankfort, KY 40621
    (502) 564-3834 ext. 4431
 

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